Flows
A solicitor’s email becomes a proposed date change Dana accepts; an enquiry becomes a Candidate lead; a Teams transcript becomes actions the chair approves.
1 An email arrives
Dear Dana,
All parties have now agreed a target exchange date of 13 November 2026 for Church Farm. Completion stays at 4 December.
I attach the draft transfer for your file; the land contract draft follows separately.
Kind regards,
Alex Rowan, Associate, Hadley & Finch LLP
In Outlook, Dana Whitfield opens the email from Alex Rowan of Hadley & Finch LLP on Church Farm: the target exchange date is agreed for Fri 13 Nov 2026, completion stays Fri 4 Dec, the draft transfer is attached. Dana Whitfield does nothing in the CRM.
2 System: the email is logged
Email from Hadley & Finch LLP · Fri 6 NovEmail
Church Farm, Rugby (CE-014): exchange date agreed
On the Contact Alex Rowan and on Church Farm, matched by what it says
Last progress date not moved: an email is not progress (A-064).
The sender is a known Contact, so the system logs the email as an Activity on Alex Rowan’s Contact and, matched by what it says, on Church Farm (EML-C10, ACT-C29): it tops the Site’s activity with a mail icon, typed by no one. The last progress date does not move (A-064).
3 System: the attachment is filed
Email from Hadley & Finch LLP · Fri 6 NovEmail
Church Farm, Rugby (CE-014): exchange date agreed
On the Contact Alex Rowan and on Church Farm, matched by what it says
Linked into Church Farm’s SharePoint folder with the source email and the category; the latest approved contract stays the latest (D-034).
Last progress date not moved: an email is not progress (A-064).
The AI recognises the category Contracts; Documents links the draft transfer into Church Farm’s SharePoint folder as linked, with the source email and the category, without displacing the latest approved contract (EML-C14, DOC-C10, D-034). The entry shows “Filed to Contracts · from this email”, the source-and-confidence chip and Undo (EML-C15).
4 System: an update is proposed
One change, read from an email. Nothing changes until you accept it.
Valere CRM read an email from Hadley & Finch LLP and proposes one change to Church Farm, Rugby. Look at it beside the email, then accept or discard it.
You received this because you own the Site. Nothing on it changes until you accept; the reading is the AI’s, and the source email is linked.
Notification settingsOpen Valere CRM
Valere CRM · from the Valere notification mailbox, only to Valere staff
The email reports an agreed date, so the system proposes Target exchange date Fri 6 Nov 2026 → Fri 13 Nov 2026, source the email, confidence High (EML-C16). Dana Whitfield, owner of the field’s function, is the approver (EML-C17, D-033); ACT sends Dana Whitfield the proposedUpdate letter by the delivery Dana Whitfield chose (ACT-C18): nothing changes until Dana Whitfield accepts.
5 Open the proposal on the web
The owner of the field’s function approves. Nothing changes on the record before then (N-08, D-033).
Email from Hadley & Finch LLP · Fri 6 NovEmail
Church Farm, Rugby (CE-014): exchange date agreed
On the Contact Alex Rowan and on Church Farm, matched by what it says
Linked into Church Farm’s SharePoint folder with the source email and the category; the latest approved contract stays the latest (D-034).
Last progress date not moved: an email is not progress (A-064).
Dana Whitfield clicked “Review the proposed update” in the letter; the decision is always made on the web (A-004). Church Farm opens on the proposal awaiting approval: current and proposed value, the source chip, Accept and Discard. The same item is on Dana Whitfield’s home page under Pending proposals (VIW-C51) and as a line on the stage bar.
6 Read the source
Source email
Dear Dana, All parties have now agreed a target exchange date of 13 November 2026 for Church Farm. Completion stays at 4 December.
The highlighted sentence is the passage the AI read.
Draft transfer (TR1), Church Farm.pdfThe owner of the field’s function approves. Nothing changes on the record before then (N-08, D-033).
Dana Whitfield clicks “Open the email” 1: the email opens beside the change, the sentence with the date highlighted as the passage the AI read. Dana Whitfield reads it and closes the panel 2.
7 Accept
Land contract draft
With Hadley & Finch LLP for 21 days · critical, 14 days late
| Item | Heads of Terms | Now | Change |
|---|---|---|---|
| Land price | £3,640,000 | £3,640,000 | No change |
| Build cost | £6,320,000 | £6,394,000 | +£74,000 (1.2%) |
| Package | £9,960,000 | £10,034,000 | +£74,000 (0.7%) |
| Valere fee | £262,000 | £262,000 | No change |
Land
Build
Scheme
| Milestone | Held by | Days | Deadline | Status |
|---|---|---|---|---|
| Heads of Terms agreed | Valere | – | 5 Oct | Closed |
| Land contract draftCritical path | Hadley & Finch LLP | 21 | 26 Oct | In progress |
| Contractor’s ProposalsCritical path | Westbrook Construction | 12 | 11 Nov | In progress |
| Board approval, first roundCritical path | Calder Valley Homes | 4 | 12 Nov | Open |
| ExchangeCritical path | All parties | – | 13 Nov | Open |
| Document | With | Since | Days | Status |
|---|---|---|---|---|
| Land contract | Hadley & Finch LLP | 19 Oct | 21 | Draft awaited |
| Development agreement | Calder Valley Homes’ solicitors | 2 Nov | 7 | Draft |
| JCT contract | Westbrook Construction | 28 Oct | 12 | Draft |
Dana Whitfield clicked Accept. Legals writes the change with the email linked, the acceptance is audited with Dana Whitfield’s name and the proposal is final (EML-C17): Key dates show Exchange Fri 13 Nov 2026 with “from email of Fri 6 Nov”, the toast confirms, and the proposal leaves Pending proposals.
8 System: an inbound site offer becomes a Candidate lead
Dana,
We act for a client with land at Hatch Farm, Sindlesham: about 32 homes, mixed tenure, with outline consent. Plan and particulars attached.
Happy to arrange a visit.
Gareth Pryce, Pryce & Lowe
Candidate leads from collection runs and inbound email; nothing becomes a Lead until Back Office accepts it
A new candidate not reviewed in 30 days is rejected as “not reviewed”; the age is an Admin setting. Rejected and duplicate candidates can be returned to new with a reason.
| This candidate | SW-031 · Hatch Farm | |
|---|---|---|
| Address | Mill Road, Sindlesham | Hatch Farm, Sindlesham |
| Reference | none in the email | Wokingham BC 262113 |
| Units | 32 | 33, the team’s edit stays |
| Stage | Candidate · new | Fee Discussion |
Gareth Pryce of Pryce & Lowe, on the admin’s agent domain list (D-038), emails Dana Whitfield a site. The system drafts a Candidate lead with source “inbound email” into the Review queue and files the attachments (EML-C18, LGN-C21, D-011): Provenance names the email, beside the near match to Hatch Farm, Sindlesham (SW-031). Dana Whitfield has nothing to approve; Back Office decides (flow 2).
9 System: the Teams transcript is captured
Monday 9 November · Monday: company, Interest and Offers · chair Rhys Calloway
Thresholds changed last week: the stall rule “no contact” now fires at 14 days, was 35 (Tom Ashworth, Wed 4 Nov).
| SITE | STAGE | NEXT DEADLINE | NEXT ACTIONS BY FUNCTION | DEAL HEALTH |
|---|---|---|---|---|
| Heron Fields, ColchesterLE-022 · 46 units | Under Offer | Fri 6 Novoverdue 3 days Carried over |
|
72Deal Health |
| Church Farm, RugbyCE-014 · 28 units | Legals | Mon 9 Novdue today |
|
55Deal HealthStalled · critical Legals task lateland contract draft 14 days late |
| Hatch Farm, SindleshamSW-031 · 33 units | Fee Discussion | Tue 10 Novin 1 day |
|
68Deal Health |
| Lea Bridge Works, WalthamstowLE-019 · 64 units | Acceptable Offer | Wed 11 Novin 2 days |
|
41Deal HealthStalled · no contact 14 dthreshold 14 d · changed 4 Nov |
| Orchard Lane, WokinghamSW-027 · 52 units | Acceptable Offer | Thu 12 Novin 3 days |
|
74Deal Health |
Every row is a live slice of the Site records; nothing is typed here. Sites on hold or Parked are left out: Mill Pond, On Hold · Parked since 2 Nov. Deal Health weights are set by the Admin.
Also by email or in Teams, as chosen in Rhys Calloway’s notification settings.
The Morning Meeting of Mon 9 Nov 2026, recorded in Teams with Rhys Calloway as organiser, ends: its transcript is attached (EML-C22) and the AI drafts Site updates, new actions with owner, deadline and priority, and the minutes (EML-C23). Rhys Calloway is notified; the notification links to the review.
10 Review the meeting on one screen
Mon 9 Nov 2026 · 08:30–09:15 · recorded in Teams · organiser and chair Rhys Calloway
Nothing is written until you approve as chair; each item is then logged against the owner of the function it changes (N-08, D-033).
Capture from Teams depends on Valere’s Microsoft 365 permissions and transcript licences [?Q-026]; without a transcript, notes are added by hand.
At risk
Dana Whitfield · 08:34Heron Fields: Calder Valley Homes say their board now sits on the twentieth. I’ll chase them for the paper by Wednesday.
RP board moved to 20 Nov; board paper being chased.
Chase Calder Valley Homes for the board paper
Get the JCT amendments back from Westbrook Construction
editedProposed: due Wed 11 Nov 2026, kept as the source · edited by Rhys Calloway from the passage at 08:43
Westbrook asked for one more week on the CSA.
Mon 9 Nov 2026
Discarded by Rhys Calloway: a chase is not progress
Call the agent back about the Thatcham site
Saved with the meeting when you approve.
Rhys Calloway opened the review with “Review proposals” on the Morning Meeting screen. Going down the list by Site, Rhys Calloway opens one transcript passage with “Show source” 1, moves the deadline of the JCT action to Thu 12 Nov 2026 2 (marked “edited”, the original kept as the source) and discards the Kingsmead progress date 3. The minutes draft is at the side.
11 Approve the set
Monday 9 November · Monday: company, Interest and Offers · chair Rhys Calloway
Thresholds changed last week: the stall rule “no contact” now fires at 14 days, was 35 (Tom Ashworth, Wed 4 Nov).
| SITE | STAGE | NEXT DEADLINE | NEXT ACTIONS BY FUNCTION | DEAL HEALTH |
|---|---|---|---|---|
| Heron Fields, ColchesterLE-022 · 46 units | Under Offer | Fri 6 Novoverdue 3 days Carried over |
|
72Deal Health |
| Church Farm, RugbyCE-014 · 28 units | Legals | Mon 9 Novdue today |
|
55Deal HealthStalled · critical Legals task lateland contract draft 14 days late |
| Hatch Farm, SindleshamSW-031 · 33 units | Fee Discussion | Tue 10 Novin 1 day |
|
68Deal Health |
| Lea Bridge Works, WalthamstowLE-019 · 64 units | Acceptable Offer | Wed 11 Novin 2 days |
|
41Deal HealthStalled · no contact 14 dthreshold 14 d · changed 4 Nov |
| Orchard Lane, WokinghamSW-027 · 52 units | Acceptable Offer | Thu 12 Novin 3 days |
|
74Deal Health |
Every row is a live slice of the Site records; nothing is typed here. Sites on hold or Parked are left out: Mill Pond, On Hold · Parked since 2 Nov. Deal Health weights are set by the Admin.
Rhys Calloway clicked “Approve all”. ACT creates the actions with owner, deadline and priority (ACT-C09); weekly status and what changed go to the weekly review entries (VIW-C12, VIW-C13), with no last progress date since the only one was discarded; the minutes are saved; each item is logged against the owner of its function (EML-C24, D-033). The board shows the new actions on their Sites under their function chips, and their owners are notified.
12 Alternative: a proposed update discarded
Discarded by Dana Whitfield, Mon 9 Nov 2026. Nothing changed on Church Farm; only the audit entry remains. A decided proposal is final.
Email from Hadley & Finch LLP · Fri 6 NovEmail
Church Farm, Rugby (CE-014): exchange date agreed
On the Contact Alex Rowan and on Church Farm, matched by what it says
Linked into Church Farm’s SharePoint folder with the source email and the category; the latest approved contract stays the latest (D-034).
Last progress date not moved: an email is not progress (A-064).
Alternative: at step 7 Dana Whitfield clicks Discard instead. Nothing changes on Church Farm and only the audit entry remains; the proposal leaves Pending proposals and the stage bar, and reopening it from the letter shows who discarded it and when: a decided proposal is final (D-033).
13 Alternative: the record changed since the proposal
The owner of the field’s function approves. Nothing changes on the record before then (N-08, D-033).
Email from Hadley & Finch LLP · Fri 6 NovEmail
Church Farm, Rugby (CE-014): exchange date agreed
On the Contact Alex Rowan and on Church Farm, matched by what it says
Linked into Church Farm’s SharePoint folder with the source email and the category; the latest approved contract stays the latest (D-034).
Last progress date not moved: an email is not progress (A-064).
Alternative: someone edited the exchange date after the proposal was made. The proposal is shown against the current value with “The record changed since this was proposed — accept again”; Dana Whitfield accepts again 1 only if it still holds (EML-C17).
14 Alternative: a newer email supersedes the proposal
Superseded by a later email in the same thread. Open the newer proposal
A proposal left past the admin’s limit, or on a Site that closes, lapses the same way (D-034).
Email from Hadley & Finch LLP · Fri 6 NovEmail
Church Farm, Rugby (CE-014): exchange date agreed
On the Contact Alex Rowan and on Church Farm, matched by what it says
Linked into Church Farm’s SharePoint folder with the source email and the category; the latest approved contract stays the latest (D-034).
Last progress date not moved: an email is not progress (A-064).
Alternative: a later email in the same thread proposes another date. The first proposal moves to Superseded, greyed, with a link to the newer one; a proposal left too long, or on a closed Site, lapses (D-034).
15 Alternative: an email not matched to a Site
Head of Land, Central & East · Calder Valley Homes
Email from Sarah Lomax, Calder Valley HomesEmail
Logged on the Contact only: the Contact is on more than one Site and the email does not say which. Nothing was filed or proposed.
Filing and proposals run again for each Site; the placing is audited (EML-C27).
Alternative: Sarah Lomax of Calder Valley Homes is on two Sites and the email does not say which, so it is logged on the Contact only (EML-C10, EML-C14). Dana Whitfield clicks “Place on Sites” 1, ticks Church Farm 2 in a picker of the Sites Dana Whitfield may see, and confirms 3: filing and proposals run again for that Site and the placing is audited (EML-C27).
16 Alternative: an attachment filed wrongly, or not recognised
Email from Hadley & Finch LLP · Fri 6 NovEmail
Church Farm, Rugby (CE-014): exchange date agreed
On the Contact Alex Rowan and on Church Farm, matched by what it says
Last progress date not moved: an email is not progress (A-064).
Alternative: Dana Whitfield clicks Undo on the filing 1, then “File by hand” 2, and picks the Site 3 and the category 4 (DOC-C13, DOC-C16); the filing list logs both steps. An unrecognised category, or a file over the admin’s size and page limit, is shown “to file by hand” with a note that the AI did not read it (EML-C14).
17 Alternative: a thread marked private
Land contract draft
With Hadley & Finch LLP for 21 days · critical, 14 days late
| Item | Heads of Terms | Now | Change |
|---|---|---|---|
| Land price | £3,640,000 | £3,640,000 | No change |
| Build cost | £6,320,000 | £6,394,000 | +£74,000 (1.2%) |
| Package | £9,960,000 | £10,034,000 | +£74,000 (0.7%) |
| Valere fee | £262,000 | £262,000 | No change |
Land
Build
Scheme
| Milestone | Held by | Days | Deadline | Status |
|---|---|---|---|---|
| Heads of Terms agreed | Valere | – | 5 Oct | Closed |
| Land contract draftCritical path | Hadley & Finch LLP | 21 | 26 Oct | In progress |
| Contractor’s ProposalsCritical path | Westbrook Construction | 12 | 11 Nov | In progress |
| Board approval, first roundCritical path | Calder Valley Homes | 4 | 12 Nov | Open |
| ExchangeCritical path | All parties | – | 13 Nov | Open |
| Document | With | Since | Days | Status |
|---|---|---|---|---|
| Land contract | Hadley & Finch LLP | 19 Oct | 21 | Draft awaited |
| Development agreement | Calder Valley Homes’ solicitors | 2 Nov | 7 | Draft |
| JCT contract | Westbrook Construction | 28 Oct | 12 | Draft |
Alternative: Dana Whitfield marks the thread private from the email view 1. A still-proposed update from it is discarded; the accepted exchange date stands with its source shown “redacted”; the filing, and any Candidate lead, stay with a redaction entry (EML-C11, D-033).
18 Alternative: a first offer by email
Fenwick Housing GroupRP · updated 14 Oct
Active in Central; 28 homes in their 20 to 60 range.
Brackley Community HomesRP · updated 2 Sep
Scored on 3 of 4 criteria: turnkey not on the Account.
| Buyer · contact | Stage | Offer | Land value | Per unit | % of GDV | Valere fee | Grade | Next step |
|---|---|---|---|---|---|---|---|---|
| RPs · 11current offer version first · Calder Valley Homes’s unique offer was £9,800,000 · 8 more: 2 Offered, 1 Interested, 2 Pitched, 1 Teaser, 2 Not Interested | ||||||||
| Calder Valley HomesSarah Lomax · Preferred RP | Agreed | £9,960,000 | £3,640,000 | £355,714 | 74.2% | £262,000 | Good | Board date 12 Nov |
| Ashby Rural HousingMark Feeney | Offered | £9,730,000 | £3,410,000 | £347,500 | 72.5% | £256,000 | Acceptable | Kept as back-up |
| Northfield PartnershipHelen Price | Not Interested | £9,450,000 | £3,130,000 | £337,500 | 70.4% | £249,000 | Weak | Reason: price too low |
| Private buyers · 3No coverage target · 1 more at Coverage | ||||||||
| Tamar HomesBTR · Owen Pryce | Interested | – | – | – | – | – | – | Site visit 12 Nov |
| Oakhurst LivingBTR · Rachel Dunn | Pitched | – | – | – | – | – | – | Awaiting feedback |
Alternative: the email reports a first offer. Accepting the proposal opens Record offer on Site › Buyers, pre-filled with the figure and the source email (EML-C16, BUY-C14); Dana Whitfield checks it and records the offer 1.
19 Alternative: a transcript item with no Site
Mon 9 Nov 2026 · 08:30–09:15 · recorded in Teams · organiser and chair Rhys Calloway
Nothing is written until you approve as chair; each item is then logged against the owner of the function it changes (N-08, D-033).
Capture from Teams depends on Valere’s Microsoft 365 permissions and transcript licences [?Q-026]; without a transcript, notes are added by hand.
At risk
RP board moved to 20 Nov; board paper being chased.
Chase Calder Valley Homes for the board paper
Get the JCT amendments back from Westbrook Construction
editedProposed: due Wed 11 Nov 2026, kept as the source · edited by Rhys Calloway from the passage at 08:43
Westbrook asked for one more week on the CSA.
Mon 9 Nov 2026
Discarded by Rhys Calloway: a chase is not progress
Call the agent back about the Thatcham site
Saved with the meeting when you approve.
Alternative: the transcript names “the Thatcham site”, which matches no Site, so the item waits under Unassigned (EML-C23). Rhys Calloway places it on a Site 1 or drops it 2.
20 Alternative: no transcript
Mon 9 Nov 2026 · 08:30–09:15 · not recorded · organiser and chair Rhys Calloway
Nothing is written until you approve as chair; each item is then logged against the owner of the function it changes (N-08, D-033).
Capture from Teams depends on Valere’s Microsoft 365 permissions and transcript licences [?Q-026]; without a transcript, notes are added by hand.
It was not recorded, or there is no transcript licence, so nothing was captured. Add the notes; the same proposals and approval follow.
Heron Fields: RP board moved to 20 Nov; Dana chases the paper by Wed 11 Nov.
Church Farm: exchange 13 Nov; JCT amendments from Westbrook by Thu 12 Nov.
Lea Bridge Works: CSA a week later at Westbrook’s request.
Kingsmead: buyer’s solicitor still silent; chased.
Alternative: the meeting was not recorded, or there is no transcript licence, so nothing is captured [?Q-026]. Rhys Calloway clicks “Add notes” 1 on the same review screen and types the notes 2; the same proposals and approval follow (EML-C22, EML-C25).
21 Alternative: AI switched off
Mon 9 Nov 2026 · 08:30–09:15 · recorded in Teams · organiser and chair Rhys Calloway
Nothing is written until you approve as chair; each item is then logged against the owner of the function it changes (N-08, D-033).
Capture from Teams depends on Valere’s Microsoft 365 permissions and transcript licences [?Q-026]; without a transcript, notes are added by hand.
Actions and weekly entries from this meeting are added by hand.
Alternative: Tom Ashworth, the Admin, turned AI off. Emails are still logged, no proposals or filings are made, and the review screen says so (EML-C16, EML-C23, ADM-C30).