Deadline alerts and escalation

Two automated sweeps watch every open statutory deadline, so a landlord finds out a deadline is approaching or breached whether or not anyone is actively watching the case.

What it is

A general sweep runs every 6 hours across every open work order with a statutory clock. A second sweep, scoped only to emergency-severity cases, runs every 30 minutes — so a 24-hour clock is caught within half an hour rather than waiting up to 6. Both sweeps use the same logic: a stage is approaching once its deadline is within 2 working days, and breached once it has passed. Each alert fires exactly once per stage per state — a case already flagged as approaching won’t be flagged again until it’s actually breached.

How to do it

1. There’s nothing to switch on for the sweeps themselves — every statutory case is watched automatically from the moment it’s raised.
2. Watch your organisation’s alert feed and the job drawer for approaching and breached notices as they arrive.
3. Set your own email preferences for statutory alerts in your notification settings — breach and approaching emails to the case owner are each independently toggled.
4. Where a safety-works deadline is approaching or breached with no remediation works order raised yet against the source survey, a separate “Works Not Scheduled” alert fires to owners, org admins, managers and coordinators — treat this as a prompt to raise the works order immediately, not just to chase the original case.

How it integrates

Every alert writes to the organisation’s own notification feed, and reaches the assigned surveyor and case owner by push notification, plus owners, org admins, managers and coordinators org-wide. Where the case owner has opted in, the same alert is emailed to them. Every alert is also recorded as an audit-log entry and fires a work_order.deadline_approaching or work_order.deadline_breached webhook event, carrying the hazard type, so a connected case-management system hears about it too — not only a human watching the portal. The alert itself becomes part of the evidence trail: it’s the record that the landlord was warned, in time, whichever way the case then went.

Common problems

• I got an alert for a deadline that’s already been met. Alerts fire on the state at sweep time; if a stage was stamped done moments before the sweep ran, you may see one final alert for the state that had already been reached — the underlying record itself is correct.
• A deadline is close but I haven’t had an email. Check your organisation’s notification preferences for statutory approaching/breached emails — in-app and push alerts fire regardless, but email is opt-in per state.
• The “Works Not Scheduled” alert keeps firing even though I raised a works order. Confirm the works order wasn’t cancelled — a cancelled works order doesn’t count as remediation raised, so the safety-works deadline is correctly still flagged as unaddressed.