Broker guide

You see and edit your own cases, appointments and clients. Everything you create is owned by you and stays private to you and the admins.

Your tabs

• Leads if enabled — enquiries captured before they become appointments. Where this is switched on, every appointment starts here.
• Dashboard — your written and completed fees month by month, your pipeline, and year-to-date totals. Figures are your share after the split, for the year and month selected.
• Appointments — every client appointment and its progress checklist.
• Cases — the mortgage and protection cases behind those appointments, with the fees.
• Case Progression — the chase list for cases that are underway.
• Workflow — cases due a chase in the coming month, soonest first.
• Anniversaries — client birthdays, completion anniversaries and renewal reminders falling in the next six months.
• Account — change your password.

The normal flow

1. Book the appointment. Appointments → + New Appointment, fill in the client and date. If your firm uses Leads, there is no + New Appointment button — appointments are created by converting a lead instead. See Leads below.
2. Work the checklist. Tick items as they happen: 1st appointment, DIP done, 2nd/3rd appointment booked and happened, property found, valuation, offered.
3. Tick “Mortgage apt done”. The first time you do this, a mortgage case is created automatically in Cases, using the client name and the mortgage type you picked.
4. Add protection if the client needs it — see below.
5. Record the fees. Open the case and set each fee’s amount and status.

Fee statuses

Each fee on a case (broker, proc, protection, GI, solicitor, survey) moves through:

Written → Exchanged → Completed → Paid, or N-T-U if it falls through.

• You cannot skip a stage — the dropdown only offers the next valid one, and every stage a fee passes through is recorded. The one exception: a fee at Written may go straight to Completed, for a deal that completes without a separate exchange.
• You can move a fee through several stages before saving: pick each stage and give it its own date, then press Save once. Nothing is written until you save, so a wrong pick can still be undone by closing the case without saving.
• Every change is dated. You are asked for the date the change actually happened, not today’s date, so backdating is fine and the history stays accurate. A date cannot be earlier than that fee’s previous change — a status only moves forward, so its dates must too.
• Changing a fee amount updates that fee’s existing history rows, so the money figures stay consistent.

Adding protection

On the appointment, press + Add protection and tick every product needed. One case is created per product, straight away. You can press it again later to add more — including a second policy of the same type.

Case Progression and chasing

A progression record appears automatically the first time a case’s proc fee (or protection fee, depending on your firm’s settings) reaches Written. You do not create these by hand.

• Use Next chase to set when the case should next be looked at. That date is what drives the Workflow tab.
• Mortgage chase notes and Solicitor chase notes are dated comment threads — each note records who wrote it and when, and nothing is overwritten. Add a new note rather than editing an old one.

Anniversaries

Shows three kinds of upcoming milestone: client birthdays and completion anniversaries (counted from the date the proc fee completed, not when it was paid) falling in the next six months, and renewal reminders in the next three — a renewal warns six months before the deal ends, so it appears when that warning date is within three months.

Each row carries two dates. The Warning Date is when to start following up; the Stored Date is the date held on the record — the date of birth, the completion date, or the renewal date. They are the same day for birthdays and completions; for a renewal the warning date is six months before the Stored Date. A row leaves the list the day its warning date passes — so you only ever see things still ahead of you. The Warning Given column says which rule applied. The client name is a link to the case it came from.

Leads if enabled

Where your firm uses Leads, an enquiry is recorded here first and every appointment is created from one. New leads are always yours — there is no “which broker?” prompt.

Recording the enquiry. Leads → + New Lead, then fill in:

• Client name, phone, email, lead date — the basics. Lead date defaults to today.
• Lead channel — where the enquiry came from: Recommendation, Instagram, Facebook, Introducer, Website, Google or Other.
• Lead source — whether you generated it yourself (Self-Gen) or the company did (Company).
• Product type — what the client wants: a mortgage type, or a protection product.
• Fee period — Lifetime or Non-lifetime.

The last three are marked with a red * and are required — the lead will not save until each has an option chosen. Channel, name, phone and email can be filled in later.

Notes. Each lead has its own dated comment thread, the same as the chase notes on Case Progression — every note records who wrote it and when, and nothing is overwritten. The grid shows a note count per lead.

Converting. Press Convert to appointment and give the appointment date. The lead is saved first, then the appointment is created with that client name and date, and Converted is ticked. That tick is read-only — you cannot set it by hand, and converting works once per lead; a second attempt is refused rather than creating a duplicate appointment.

Afterwards the lead’s details (phone, email, channel, source, product type, fee period) appear read-only on the appointment. They are read live from the lead, so correcting the lead updates what the appointment shows — edit it there, not on the appointment. Product type is also copied once onto the appointment’s own Mortgage type field at the moment of conversion, as a starting point you can then change on the appointment without touching the lead.

Deleting a lead removes its notes too, but keeps any appointment already created from it.