Deadline check
Watches for approaching deadlines and missing signatures.
All workflow examples
Workflow example: Ontario real estate
Business profile
A business and workflow you can recognize.
An Ontario real-estate team coordinating transaction deadlines, signatures, conditions, documents, and third-party responses.
The challenge
Where the work starts to slip.
Deadlines are visible only to whoever remembers them. Handoffs drift across calls, calendars, and inboxes. A missed condition or signature can delay or end a deal.
Canadian context: The CMHC national homebuying guide places the usual closing window at 30 to 60 days from the agreement. The Ontario regulator notes that lender approval can take days to weeks and that approval letters normally contain conditions. LAWPRO data from 2015 to 2026 averages 748 Ontario real-estate claims and C$26.8M each year, with 37% connected to inadequate investigation and 33% to communication.
The review
Measure the real workflow before changing it.
We map every transaction’s accepted offer, closing date, conditions, signatures, documents, owners, and third-party status. We identify milestones without owners and handoffs without a recorded next action. The baseline is measured locally, not assumed.
How the work moves
Routine steps move forward. Decisions stay with your team.
Transaction context
Assembles the transaction, conditions, documents, and third-party status.
Factual update
Prepares factual updates and reminders.
Reply handling
Sorts responses as signed, pending, or blocked.
Completion check
Checks completion and flags what needs a person.
Interactive prototype
See how a deadline reaches a verified next action.
Choose a third-party response, review the prepared follow-up, and see how the system tracks the timeline while the lawyer keeps legal decisions.
- System support
- Monitor deadlines, track third-party responses, prepare follow-ups, and flag risks.
- Your team decides
- Approve communication, handle legal exceptions, and make filing decisions.
Closing date12 days to deadline
- File
- 12-file pipeline
- Condition
- Financing approval pending
- Current state
- Awaiting approval
- ✓Deadline detected
- ✓File status assembled
- ✓Follow-up prepared
- 4Approval
- 5Follow-up sent
- 6Response classified
- 7Outcome verified
- 8Record updated
Prepared follow-up
A deadline follow-up is ready for review.
The system used the closing calendar, condition tracker, and the lawyer's communication preferences. It did not make legal determinations or modify the agreement.
Activity record
Deadline detected, file status assembled, follow-up prepared, and approval requested.
The rollout
Start controlled. Earn capability from evidence.
Week 1: Connect and baseline
Copy each milestone from the signed agreement and legal file and assign an owner.
Week 2: Observe and prepare
Draft factual reminders and status updates for realtor approval.
Weeks 3 to 4: Operate
Send approved reminders, classify responses, verify completion, and surface risk early.
Weeks 5 to 8: Earn responsibility
Send routine reminders within agreed limits. Keep professional and relationship judgment with the realtor.
The results
Make the scenario and the measures explicit.
This illustrative scenario uses a fictional 12-file pipeline. The 30 to 60 day horizon is grounded in CMHC guidance.
- 12/12 files have a verified closing date, condition state, owner, and next action = 100% illustrative scenario coverage.
- Two at-risk items surface 48 hours before contractual deadlines = 16.7% of the fictional pipeline. The 48-hour warning is an AdiAstra design recommendation, not an Ontario standard.
- Zero silent handoffs in the scenario: every unresolved third-party request has an owner and next follow-up time.
- No deadline missed in this illustrative 60-day walkthrough is a fictional scenario outcome, not an expected AdiAstra rate or guarantee.
What stays with your team
The realtor keeps professional and relationship judgment.
- Agreement interpretation and professional commitments stay with the realtor.
- Sensitive communication is approved before sending.
- Conditions, signatures, and deadlines come from the signed agreement and legal file. Missing facts are flagged instead of guessed.
- Client relationships and negotiation stay with the realtor.
What comes next
Expand only when the evidence supports it.
Once transaction scheduling is running, the same operating model can support client updates and document collection. The workflow can use the team’s established closing process to keep clients informed.