Guide
How to use the Mortgage Tracker. This page shows the parts relevant to your role.
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 weeks.
- Account — change your password.
The normal flow
- 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.
- Work the checklist. Tick items as they happen: 1st appointment, DIP done, 2nd/3rd
appointment booked and happened, property found, valuation, offered.
- 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.
- Add protection if the client needs it — see below.
- 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 things falling in the next six weeks: client birthdays,
completion anniversaries (counted from the date the proc fee completed, not when it was
paid), and renewal reminders, which appear six months before the renewal date so
there is time to act.
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).
- Purpose — Purchase or Remortgage.
- 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, purpose, 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.
Deleting a lead removes its notes too, but keeps any appointment already created
from it.
Case administrator guide
You oversee every broker’s cases in progress. Your job is chasing:
keeping progression records moving, and making sure nothing goes quiet.
Your tabs
- Leads if enabled — all brokers’ enquiries, with a
pill per broker.
- Appointments — all brokers’ appointments, with a pill per broker.
- Case Progression — the main tab for your role. All brokers’ live cases, with a pill
per broker to switch between them.
- Workflow — everything due a chase in the coming month across all brokers.
- Anniversaries — all brokers’ upcoming client dates, with a pill per broker.
- Account — change your password.
You do not see Dashboard or Cases — those are about fee income rather than progression.
Working the progression list
- Records appear automatically when a case’s proc fee reaches Written. They cannot be created
by hand, because every record must belong to a real case.
- Next chase is the key field — it decides what turns up on Workflow. Set it every
time you chase, or the case drops out of sight.
- The client, address and postcode shown are read live from the case, so they are always current and
cannot be edited here — change them on the case instead.
- Tick Show finished cases to see ones already settled.
Chase notes
Both Mortgage chase notes and Solicitor chase notes are
dated, attributed threads. Every note is stamped with who wrote it and when, and nothing is ever
overwritten, so the full chase history stays intact. Add a new note each time rather than editing the
previous one. The Case Progression grid shows a comment count per row so you can see at a glance which
cases have a history.
Using Workflow
Workflow lists cases whose Next chase date falls between today and one
month ahead, soonest first. Use it as your daily worklist: work down it, chase, add a note, and set the
next chase date — which moves the case forward in the list.
Leads if enabled
Where your firm uses Leads, you see every broker’s enquiries, with a pill per broker just
like Case Progression. Each lead carries the client’s contact details, where the enquiry came from
(channel and source), its purpose and fee period, and its own dated notes thread.
- A lead becomes an appointment through Convert to appointment — once per lead. The
appointment is created for the lead’s owner, not for you, so converting on a broker’s
behalf does not move the work onto your name.
- With Leads on there is no + New Appointment button anywhere: every appointment must start
as a lead, so the enquiry source is always recorded.
- A new lead you create belongs to you — there is no broker prompt. If it should sit
with a broker, ask your system administrator to reassign it.
System administrator guide
You have full access — every tab, every broker’s data, plus user management and the
fee splits. The two sections above describe what your brokers and case admin each see; this section
covers what only you can do.
Users
- Add a user with a temporary password and give them the role that matches their job:
broker, admin (case administrator), or systemadmin.
- Resetting someone’s password signs them out everywhere immediately.
- Making a user inactive also signs them out and hides them from the broker pills. It does not delete
their cases — those stay, still attributed to them.
Splits
Splits decide how each fee is divided between the broker and the company. They are set
per broker, per month, and there are four values for each month:
- Two sources — SG or WM — matching the case’s Source field.
- Two product families — mortgage or protection. Which one applies is decided purely
by whether the case’s product name starts with “Mortgage”.
The resolved percentage applies to every fee on that case — broker, proc,
protection, GI, solicitor and survey alike. If no row exists for the case’s month, a default row is used,
so it is worth setting each broker’s splits before their first case of the year.
Dashboard and Cases
Both offer a Broker / Company toggle that only you and the case admin
see. Broker view shows the broker’s share; Company view shows the company’s. On Cases you also get a pill
per broker to view and edit anyone’s cases.
Things that happen automatically
- Ticking Mortgage apt done on an appointment creates a mortgage case — once only.
- + Add protection creates one case per product chosen, and can be used repeatedly.
- A case progression record is created the first time a case’s proc fee (or protection
fee, if your firm has that switched on) reaches Written — once per case, ever. Deleting the
record does not bring it back automatically.
- Converting a lead creates an appointment and marks the lead converted — once only.
Leads if enabled
Leads is a firm-level switch, off unless turned on. When it is on it changes how work
starts, so it is worth knowing what it does before enabling it:
- A Leads tab appears for every role. Brokers see their own; you and the case admin
see everyone’s, with a pill per broker.
- The + New Appointment button disappears. Every appointment must then come from
converting a lead, so the enquiry source is always captured. (This is a workflow rule in the app,
not a permission — it is there to keep the reporting honest, not to lock anything down.)
- Converting creates the appointment for the lead’s owner, and can only happen once
per lead.
- New leads always belong to whoever created them. Reassigning a lead to another broker is a database
change, not something the app offers.
The lead channel list — Recommendation, Instagram, Facebook, Introducer,
Website, Google, Other — is reference data, so channels can be added or renamed for your firm without a
software change. Lead source (Self-Gen / Company), purpose and
fee period are fixed options.
Per-firm settings
Some features are switched on or off for your firm rather than per user: the
Leads tab, the guided walkthrough, and whether a
protection fee alone creates a case progression record. If one of those is not behaving
as you expect, it is a firm-level setting rather than a permission — ask your system supplier to change
it.
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