The critical-dates register: how a small firm records limitation dates so none are missed

What is a critical-dates register?

A critical-dates register is a single list of the dates that would cause serious harm if missed, kept separately from ordinary task due dates. For a small firm that means limitation or prescription dates, court or tribunal dates already issued, and contractual or regulatory cut-offs. Last reviewed: 30 October 2026.

This is general information, not legal advice. Limitation periods, how they are calculated and what extends or tolls them differ by jurisdiction and claim type; check the applicable law and your regulator's and insurer's guidance. Nothing here should be used to calculate a date.

The case for a register is practical. Lawyers Mutual of North Carolina says missed deadlines remain the top source of its claims, and that list includes limitation periods. The point is not to frighten but to explain why a dedicated register earns its keep.

Which fields belong in the register?

Do not copy rule numbers into the basis field from memory. Record where you found the rule so a reviewer can open it.

What does independent redundancy mean?

Two copies of a date in the same system fail together. Redundancy means surfaces that fail independently: for example the matter record, a separate calendar, and a periodic printed or exported list reviewed by a person. A Lawyers Mutual-derived calendar and docket toolkit, quoted on its blog, supports using redundancy, and a LawToolBox guide also lists calendaring and reminder redundancy as a recommended practice. We could not confirm the common claim that insurers universally require two systems, so check your own insurer's terms.

How should reminders and review work?

Ticklers are graduated reminders before a date. One published template practice sets reminders at 90, 30 and 7 days before; Tallyfy's and Manifestly's checklists are examples. Treat that as a practice example, not a rule, and set your own intervals for how long your work takes.

1. 1

   Record at intake

   Add every known date to the register on day one, marked provisional if unverified.

2. 2

   Calculate once, show your working

   Write the trigger, the period and the basis in the register.

3. 3

   Verify independently

   A second lawyer or the supervising lawyer recalculates without looking at the first answer, then compares.

4. 4

   Create reminders on two surfaces

   Matter actions and a separate calendar.

5. 5

   Review weekly

   Read the next 60 days of the register in the weekly matter review.

6. 6

   Close the loop

   Record the action taken, so the date leaves the register only when met or superseded.

What does a worked example look like?

This example is hypothetical: assume a claim where the applicable period is three years from the event, you have confirmed it from the relevant rule, and the event occurred on 14 March 2024. The limitation date would be 14 March 2027. If your ticklers are 90, 30 and 7 days before, they fall on:

In a real matter the period, the triggering event and any extension depend on the law and facts, which is why the register records the basis and a verifier rather than a bare date. Where the trigger is uncertain, record the earliest plausible date as provisional and diarise the work to resolve it.

Where does MatterOS fit?

We make MatterOS, so weigh this accordingly. In MatterOS, each action has an owner, a due date, a matter and a consequence-if-missed field, so a critical date can be an action with the highest consequence rating, and the register above can be a filtered view of the Actions database. Add the basis, verifier and status as properties. A docket-check prompt in Notion AI can list actions due soon, and you verify the answer against the view.

MatterOS does not calculate limitation periods or court deadlines, send reminders on its own, or replace a rules-based docketing service. You enter the date after calculating it from the applicable rules.

• Deadline tracking in MatterOS
• The Actions piece
• Docket-check prompts for Notion AI
• Legal task and deadline management
• MatterOS overview

Frequently asked questions

What is a critical-dates register?

It is one list of the dates that would cause serious harm if missed, such as limitation dates and issued court dates, kept apart from ordinary tasks. Each row records the date, the triggering event, the basis of the calculation, who calculated and verified it, and the reminders.

How do law firms avoid missing a statute of limitations?

They record every known date at intake, show the calculation and its basis, have a second person verify it, and keep reminders on at least two independent surfaces. They review upcoming dates weekly. Check the rules and your insurer's guidance for your jurisdiction.

Do I need two separate calendar systems?

Redundancy is widely recommended, meaning independent surfaces that do not fail together. Some sources say insurers require two systems, but we could not confirm that, so check your own insurer's terms. A register plus a separate calendar plus a periodic reviewed list is a practical minimum.

Can Notion calculate limitation dates?

No. Notion and MatterOS store dates and surface them in views; they do not apply limitation rules. Calculate the date from the applicable law, have it verified, and enter it with its basis. Use a rules-based docketing service where your practice area needs one.

What are 90, 30 and 7 day reminders?

They are graduated reminders set that many days before a deadline, used in some published checklist templates as a practice example. They are not a legal rule. Choose intervals that give you enough time to do the work the date requires.