Meet your AI coordinator

DeedSpring has two different AIs, and it helps to keep them apart. The assistant you reach from Threads in the sidebar builds and changes the product with you — it runs the setup tasks, edits playbooks, restyles the portal, answers questions about your data (see Working with the assistant). The AI Transaction Coordinator works your files. It has its own page, its own thread on every closing, its own email address, and a switch that turns it on or off.

What it does on a closing

It only works the tasks a playbook or a person assigns to it. On your closing playbook each task has an owner — Deal owner, Client, External party, or AI — and the multi-line detail under an AI task is the runbook it follows. Put your house rules in there. See Setting up your closing playbook.

What it won't do

• Send anything sensitive or negotiable — money, contract terms, a deadline that moves, bad news. Those are always drafts for you, whatever the sending settings say.
• Mark a milestone done without evidence in writing. A lender saying "should be fine" on the phone is not clear to close.
• Guess. When it's unsure it asks you — the question shows up on the closing, on Today under Needs you, and in the banner on its own page.
• Handle a sign-in. When it works in another system it asks you to sign in through the live view yourself; it never asks for, types, or stores a password.
• Run when it's switched off. Off means off: no hourly check-ins, nothing wakes it, nobody gets a reply from it.

The AI Coordinator page

AI Coordinator closes the Pipeline section of the sidebar, under Closings. It is one fixed conversation per person — your thread with the coordinator carries on across visits — beside its profile.

Talk to it like a colleague: "What are you working on right now?", "Where are we on the Larkspur inspection?", "Chase the lender on the Chens' appraisal." It answers from the files, not from memory.

Ask AI on a closing

Every closing has a green Ask AI button in its header while the coordinator is on. It opens that closing's coordinator thread in the side pane — the one where the coordinator has been working the file, reading its mail, and logging what it did — so the question is already about the right transaction. Ask what's blocking, tell it a date moved, or hand it something to chase. The button is greyed out on a closing the coordinator hasn't opened a thread for yet (a file that was never under contract while it was on).

Other systems your brokerage uses

Pushing a closing into your transaction management system

Ask it in a thread — "put the Chens' closing into Dotloop" — and it drives a real browser you can watch live in the thread: opens the site, waits for you to sign in yourself, then keys in the dates, parties, contract terms, and documents from the closing's records one screen at a time, reading each page back before moving on. It takes a screenshot before and after anything it saves, stops to ask if it sees a field or warning it doesn't recognise, and logs one activity line when it's done. It only does this when asked, and never does anything in another system that moves money or sends a message from it.

Dates on your Google Calendar

Connect Google Calendar under the platform's Settings → Integrations (the gear in the sidebar — not this app's Config page; see Integrations). Once it's connected the coordinator can create one event per real deadline — property and closing in the title, the contract clause in the description — and move it when a date moves. Until then it will tell you plainly that it can't see a calendar yet.

Bringing data in from a system you already run

Live deals in Follow Up Boss, kvCORE, Dotloop, or a spreadsheet are a supported import, not something to re-key. Use the help icon (the ? in the sidebar) to reach support, say which system and roughly how many records, and we set it up with you. The coordinator will point you the same way if you ask it.

Switching it on and off

New workspaces choose during onboarding whether to start with the coordinator on. After that the switch lives in two places — the top of the AI Coordinator page and Config → AI coordinator — and does the same thing in both. Off, the coordinator does not run at all: no hourly check-ins, no wakes on closings or inbound mail, no replies (anyone who messages its thread gets a one-line note that it is switched off). AI panels hide across the app and its tasks are shown as the team's. Nothing is deleted; switch it back on and it picks up where the files are now.