Rent schedules (RS)
Track scheduled rent or lease-related dates, amounts or periods, required review, responsibility, and completion status.
Alerts, triggers and obligations
Turn important contract dates into visible, owned, and traceable action.
PactKeeper connects contractual events to trigger rules, lead times, recipients, messages, escalation, visual status, and completion evidence. Teams can monitor renewals, insurance, rent schedules, options, recurring intervals, yearly terms, rights of first refusal, one-time obligations, and custom dates before decision windows close.
Selected schools, universities, and organizations working with White Mountain Technologies.
Overview
An alert should explain what must happen—not merely that a date exists
Contract calendars can contain expiry dates, renewal windows, rent schedules, insurance periods, options to extend or purchase, rights of first refusal, permit dates, inspections, recurring obligations, and one-time milestones. A simple reminder may be insufficient when the event requires review, evidence, approval, negotiation, or escalation across several roles.
PactKeeper allows alert categories and trigger rules to be associated with contracts, stakeholders, sites, vendors, buyers, items, insurance, and other configured records. Lead times such as 30, 60, or 90 days can be combined with messages, recipients, status, visual indicators, and follow-up. Variable dates and duration references can support events based on commencement, end of year, end of contractual year, extended termination, or custom dates.
Alerts remain useful when ownership and completion are clear. The implementation should define who receives each event, what action is expected, when escalation occurs, what evidence demonstrates completion, and how deferral, waiver, renewal, or another decision is recorded. Dashboards and reports can then distinguish upcoming, pending, completed, overdue, or exception items. Published PactKeeper date references include Lease Commencement Date (LCD), End of Contractual Year (EoCY), End of Each Year (EoEY), Extended Lease Termination Date (ELTD), and approved custom dates.
Connected process
Move each contractual event from calculated date to confirmed outcome
A controlled alert lifecycle combines correct date logic with accountable human action.
- 01
Define the obligation or event
Identify the contractual clause, milestone, payment, option, coverage period, inspection, permit, review, or other action that must be monitored.
- 02
Select the date reference
Use a fixed date, contract commencement, expiry, end of year, end of contractual year, extended termination, interval, yearly rule, or approved custom calculation.
- 03
Set the alert window
Configure lead times, repetitions, colors, severity, business calendar assumptions, and the point at which the event becomes overdue.
- 04
Assign recipients and escalation
Direct the alert to responsible users, reviewers, managers, locations, domains, or groups and define escalation where action is not completed.
- 05
Record the decision and evidence
Document completion, renewal, extension, purchase, payment, inspection, waiver, deferral, rejection, termination, or another authorized outcome.
- 06
Review performance
Monitor due volume, overdue actions, recurring failures, alert quality, ownership gaps, false positives, and events closed without sufficient evidence.
Capabilities
Alert types for common contractual decisions
PactKeeper supports a configurable alert model rather than a fixed calendar of generic reminders.
Option to extend (OTE)
Notify responsible teams before an extension window closes and preserve the review, negotiation, approval, and final decision.
Option to purchase (OTP)
Monitor purchase-option dates, evaluation periods, required evidence, authority, counterparty communication, and outcome.
Insurance and renewals
Track coverage periods, renewal dates, missing or expiring evidence, insurers, descriptions, and related contract requirements.
Right of first refusal (ROF/ROFR)
Create sufficient lead time for review, notice, evidence, counterparty action, and documented exercise or non-exercise of the right.
Intervals, yearly, and custom events
Support recurring intervals, annual milestones, sub-alerts, one-time occurrences, custom dates, permits, inspections, and organization-specific obligations.
Governance
Control the logic that drives contractual attention
Incorrect alerts can be as damaging as missing alerts. Date logic, recipients, and completion rules must be governed as contract data.
Alert-definition ownership
Assign accountable owners for categories, calculations, lead times, severity, messages, recipients, escalation, and evidence requirements.
Date-quality controls
Validate commencement, expiry, variable dates, duration rules, contractual-year assumptions, time zones, and changes that recalculate future events.
Completion authority
Define who may close, defer, waive, reassign, escalate, or reopen an alert and what explanation or evidence is required.
Performance review
Monitor overdue items, repeated deferrals, unassigned events, excessive alerts, ignored notifications, invalid dates, and actions closed without outcome evidence.
Implementation readiness
Design alerts from clauses and decisions—not from spreadsheets alone
The goal is a manageable alert system that directs timely action without overwhelming users.
Inventory critical events
Review active agreements for renewals, expiries, options, rent, insurance, permits, inspections, notice periods, payments, and recurring obligations.
Standardize date rules
Define reference dates, calculations, lead times, business assumptions, yearly or interval behavior, and handling of amendments.
Map ownership and escalation
Assign recipients, reviewers, approvers, substitutes, escalation paths, and evidence expectations by event type.
Test realistic timelines
Validate near-term, overdue, amended, renewed, recurring, waived, deferred, and incorrectly dated scenarios with responsible users.
Tune after launch
Review false positives, late actions, excessive volume, missing ownership, weak completion evidence, and opportunities to simplify or strengthen alerts.
Operational value
Earlier awareness with clearer accountability
A well-designed alert system converts contractual dates into a disciplined queue of decisions and evidence.
Fewer missed windows
Provide responsible teams with sufficient lead time to review, negotiate, approve, notify, inspect, renew, or exercise an option.
Visible ownership
Show who is responsible, what is expected, when escalation applies, and whether the action is pending, completed, overdue, or deferred.
Better historical learning
Review recurring delays, repeated exceptions, alert volumes, completion patterns, and contract types that require earlier intervention.
Frequently asked questions
Questions about alerts, triggers and obligations
Can PactKeeper send more than one reminder for the same event?
Yes. Alert design can include multiple lead times, repetitions, escalating recipients, sub-alerts, or follow-up events according to the approved configuration.
Can alerts be based on dates other than contract expiry?
Yes. Triggers can use commencement, custom dates, end of year, end of contractual year, extended termination, intervals, yearly rules, and other configured references.
Can users see completed as well as pending alerts?
Yes. Authorized users can review pending, upcoming, completed, overdue, deferred, or exception events according to the configured dashboard and reporting scope.
Can an alert require documents before completion?
Yes. The organization can require an approval, note, uploaded document, inspection report, insurance evidence, or another defined record before an event is treated as complete.
Can alert recipients vary by site or contract type?
Yes. Recipients and visibility can be aligned with roles, locations, contract families, responsible units, hierarchies, domains, or groups.
How are changes to alert rules tested?
Changes should follow controlled configuration, test data, approval, date-recalculation review, user acceptance, documentation, and regression testing before production release.
Plan the next step
Build an alert model that gives teams time to decide and act.
Review your renewal windows, options, insurance, rent schedules, recurring obligations, date calculations, ownership, escalation, and completion evidence with WMT.