2 Start the Heads of Terms record and record the terms

Dana Whitfield presses Start Heads of Terms, picks the Type 1 and completes the Package 2, the Fees 3, the Overage 4, the Conditions 5 and the Exclusivity date 6, pre-filled from Calder Valley Homes’ agreed offer, then presses Save 7. Dana sees revision 1, the active fee streams with the effective fee rate of 2.6%, and the links to the agreed offer and bid.

3 Set up exclusivity

Sophie Brennan opens Exclusivity › Set up. The product suggests Standard letter, back-to-back, with the rule that made it; Sophie presses Accept suggestion 1, sets the Start 2 and End 3, adds the Milestones 4 and presses Save 5. Once sent, the period is pending signature.

4 Generate and approve the agreements

Dana Whitfield presses Generate 1 on the Heads of Terms, reads the draft in Valere’s format and presses Approve 2 (or Return for changes); Sophie Brennan does the same for the exclusivity agreement. No required value is missing, so no gap blocks the approval; a change to the record after approval would make it lapse.

5 Send for signature through Adobe Sign

Dana Whitfield presses Send for signature, checks the Signatories 1 (The Hale family, Calder Valley Homes, Westbrook Construction) and presses Send 2; Sophie Brennan does the same for the exclusivity agreement. Each agreement then reads “Out for signature” and the Heads of Terms is issued.

6 System: signed, filed, Legals opens

On 5 Oct 2026 Adobe Sign returned the signed copies. The system filed them to the Site’s 5 Heads of Terms folder, marked the Heads of Terms signed and the exclusivity active, moved the Site to Legals, started the 100-day HoTs-to-exchange clock and notified Land, Partnerships and Construction.

7 Set the critical dates and the trackers

On Legals Dana Whitfield presses Set dates 1 for exchange (Fri 13 Nov), completion (4 Dec), longstop (18 Dec) and the RP board (12 Nov), uses Add milestone 2 and Add document 3, and Update 4 as a document passes. Dana sees a countdown per date, the progress tracker with days per holder, the critical items, contracts out, and the oldest outstanding item: the land contract draft, with Hadley & Finch LLP for 21 days.

8 System: weekly chasers and updates are drafted

For the week of Mon 9 Nov the system drafted a chaser to Hadley & Finch LLP, a board-date chaser to Calder Valley Homes for 12 Nov, and a weekly update each for the RP and the landowner, and told Dana Whitfield the 4 drafts are ready; they are listed on the Legals tab.

9 Review and send the chasers

Dana Whitfield opens each draft, uses Edit 1 on the wording or the recipients (or Drop to discard one) and presses Approve and send 2. Each email goes from Dana’s own mailbox and is logged on the Site; the solicitor chaser carries no opt-out line, and the landowner update can go because The Hale family’s consent to email is recorded.

10 Decide the abnormal cost claim and read the variance

Westbrook Construction submitted Valere’s Abnormal Build Cost Claim; Conor Higgins presses Record claim 1 and enters the change type, the initiator, the evidence and the original and revised breakdowns. It is above £50,000, so Eleanor Shaw is named and presses Approve 2. The variance then reads build £6,320,000 → £6,394,000 and package £9,960,000 → £10,034,000; land and fee have no change.

11 Record exchange

When contracts exchange Dana Whitfield presses Record exchange, enters the date 1 and the final land, build and fee values 2, and presses Confirm 3. The Site is at Exchanged, the Fee and Heads of Terms values are revised from the figures entered, the exchange milestone closes on its own, and the fees whose trigger occurred show as triggered.

12 Record completion; fees flagged until invoiced

Dana Whitfield presses Record completion, enters the final values 1 and confirms; later, on Fees, Dana sets the invoice date 2 and presses Mark invoiced 3 on each triggered fee. The Site is Completed, a closed record; the contractor introduction fee keeps “Triggered fee not yet invoiced” until it is marked invoiced, even after completion.

13 Alternative: an agreement is declined in Adobe Sign

Alternative: Adobe Sign returned the Heads of Terms as declined by Westbrook Construction on 29 Sep 2026; the sender is notified and given a Next Action. Dana Whitfield chooses Revise 1 (a new revision, generated and approved again) or Resend 2.

14 Alternative: the Adobe Sign connection is not set up

Alternative: Dana Whitfield presses Send for signature 1, but the Adobe Sign connection is not set up or was refused. Sending is blocked with an error that names the connection, the admin is told, and the draft stays approved.

15 Alternative: a critical date slipping

Alternative: the land contract draft is past its deadline of 26 Oct 2026 on the critical path, so the Site shows “Stalled: critical Legals task past deadline”, a system entry is written on Fri 6 Nov 2026, and the stall letter reaches Dana Whitfield with the MD told. Dana presses Update 1 and sets a new holder 2, a moved deadline 3 with the original kept, or a note 4.

16 Alternative: the longstop date passes

Alternative: on Mon 21 Dec 2026 the longstop of Fri 18 Dec 2026 has passed. Dana Whitfield is notified and given a Next Action, and the Site counts as a legal blocker; every countdown reads overdue in red. Dana presses New longstop 1 with its reason, or Close Site 2; the earlier longstop stays in the history.

17 Alternative: exclusivity ends in 14 days

Alternative: exclusivity ends on 23 Nov 2026. Sophie is notified with the exclusivity letter and a Next Action, and the extension letter to 18 Dec 2026 is already drafted; Sophie Brennan presses Approve 1, then Send for signature 2. Once signed, the end date moves; unsigned by the end date, the period becomes ended.

18 Alternative: the claim needs more, or has no approver

Alternative: Eleanor Shaw presses More information 1 and the claim stays open, with no cost effect until it is decided; a later decision is a new entry and this one is kept. Above £50,000 with no Partner / MD named, the decision cannot be recorded.

19 Alternative: an email proposes a legal date

Alternative: Sarah Lomax of Calder Valley Homes writes that its board approved on 12 Nov 2026. On that day the proposed update shows on the board approval milestone with the email linked, and the proposed update letter reaches Dana Whitfield; nothing changes until Dana presses Accept 1, or Discard 2.

20 Alternative: exchange with items still open

Alternative: at Record exchange the product warns about the open critical items; it warns and does not block. Dana Whitfield presses Continue 1, and continuing is written to the audit log.

21 Alternative: system, Heads of Terms open too long

Alternative: the Heads of Terms stayed issued and unsigned beyond the 30-day stall threshold, so on Mon 26 Oct 2026 the stall rules flagged the Site as stalled and wrote a system activity; the badge names the rule, the alert the threshold applied.