Scan Leases → Find Upcoming Dates → Lead Time? → Alert Owner → Track To Action

Critical Date Guardian Agent

Tracks renewals, escalations, option windows, and notice deadlines across the lease portfolio, and surfaces each with lead time, so a missed date never costs revenue or a chance to renegotiate.

The Problem

A renewal option lapses. The chance to renegotiate goes with it.

Renewal dates, option windows, and notice deadlines get missed. Revenue leaks or the chance to renegotiate is lost.

What Changes

Every critical date tracked, surfaced with lead time.

Watches every critical date across your portfolio and alerts your team with enough lead time to act. No more discovering a missed renewal after the window closed.

Humans stay in control: Your team decides what to do at each date. The agent makes sure the date never sneaks up. It removes the missed deadlines, not the decisions.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERDaily ScanCheck leases for upcoming dates

LLMFind Critical DatesSurface options, notices, escalations

DECISIONIn Lead Window?

APIIdentify OwnerMap the date to its responsible owner

ACTIONAlertSend the upcoming-date notice

WAITTrack To Action

The agent doesn't make the lease decision. It tracks the dates and surfaces them early. Your team acts within the window.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your LeasesAbstracts + dates

The AgentWorkflow engine + LLM

Your TeamTimely alerts

WHAT YOUR TEAM PROVIDES ONCE

Lease abstracts - the dates and options to track
Date types - renewals, options, escalations, notices
Lead times - how far ahead to alert per date type
Owners - who acts on each date
Tracking - where actioned dates are recorded

What happens day-to-day: The agent scans the lease abstracts daily for dates coming into their action window, a renewal option, a notice deadline, a scheduled escalation, and alerts the owner with lead time. A date never lapses by surprise.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Lease abstracts

PMS

Calendar

WORKFLOW ENGINE (N8N)

Trigger - daily

LLM - Find dates

Branch - lead window?

API - Identify owner

Alert

Wait - track action

Log outcome

CONNECTS TO

PMS / lease store (Yardi / MRI)Read: lease abstracts and dates

CalendarTrack lead windows

Notifications (email / Slack)Alert owners

Action logRecord decisions taken

WITHOUT PMS API

Agent reads an abstract sheet and emails upcoming-date alerts. The tracking logic still runs.

WITH PMS API

Agent reads live abstracts and surfaces dates with the right lead time. Best experience, pairs with the Lease Abstraction agent.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1

Trigger - Daily Scan

Cron daily across lease abstracts.

Output: { run_date, leases[] }

LLMNode 2

LLM - Find Critical Dates

Surface dates entering their lead window per date type.

Output: [{ lease_id, date_type, date, notice_deadline, days_out }]

You find lease critical dates entering their action window.

For each lease, check DATE TYPES and LEAD TIMES. Return any date whose action window is open: lease_id, date_type, date, notice_deadline, days_out.
Respond ONLY with a valid JSON array.

DATE TYPES: {date_types}
LEAD TIMES: {lead_times}
LEASES: {leases}

OUTPUT

[
  { "lease_id": "L-220", "date_type": "renewal_option", "date": "2026-09-30", "notice_deadline": "2026-06-30", "days_out": 14 }
]

DECISIONNode 3

Condition - In Lead Window?

IF a date is within its lead window → alert the owner. ELSE → skip.

Output: Branch: IN WINDOW (alert) or NOT YET

APINode 4

HTTP Request - Identify Owner

Map the date to its responsible owner.

Output: { owner }

ACTIONNode 5

Alert

Send the owner the upcoming date with the deadline and required action.

Output: Owner alerted with lead time.

WAITNode 6

Track To Action

Track until the date is actioned or passes; escalate if the deadline nears with no action.

Output: Date actioned in time, or escalated.

MVP vs Advanced — Where To Start

MVP — START HERE

Daily sheet scan
Date detection
Email alerts
Manual owner lookup
Manual tracking
Fixed lead times

ADVANCED — ADD LATER

Full Video Walkthrough Coming Soon

From a lease portfolio to tracked critical dates - step by step.

Everything on this page is free to learn.

When you're ready to build — do it yourself or bring us in.

Book a call to scope this

OTHER AGENTS IN LEASING & MARKETING

Lease-to-Billing Validator

Flags mismatches between lease terms and system billing before invoices go out

Lease Abstraction Agent

Extracts key terms from lease documents into structured fields

Frequently asked questions

Critical Date Guardian Agent is an AI agent that watches every renewal, option, and and notice deadline across the portfolio.

A renewal option lapses. The chance to renegotiate goes with it. The Critical Date Guardian Agent addresses this — it watches every renewal, option, and and notice deadline across the portfolio.

No — your team stays in control. Your team decides what to do at each date. The agent makes sure the date never sneaks up. It removes the missed deadlines, not the decisions.

This is 1 of 3 agents in Lease Administration. → · Explore all 10 departments →