Knowledge Base & Support Reference
This document covers every aspect of the Advisors tab in a Broki mortgage file — including team member roles, mortgage advisor logic, automation behavior, partner updates, and the client portal Your Team section.
🔜 This document is written to remain accurate before and after an upcoming platform update that will change how mortgage advisor automations are assigned. Each section clearly flags current vs. future behavior where relevant.
Sections Covered
1. What the Advisors Tab Does
2. The Team Lead Card
3. The Mortgage Advisor — Who It Is & Why It Matters
4. How Mortgage Advisor Logic Affects Automations
5. Adding Team Members to a File
6. Assigning Realtors & Lawyers (Partners)
7. Additional Partners
8. The Client Portal — Your Team Section
9. Personal Profile Configuration
10. Quick Reference — Where Is That Button?
1. What the Advisors Tab Does
The Advisors tab is the central place to manage every person associated with a mortgage file — from your internal team to external partners like realtors and lawyers. What you configure here has a direct impact on several other parts of the platform:
Client portal — Your Team section | Every person assigned on the Advisors tab (unless hidden) appears in the client's portal so they know who is working on their file and how to reach them. |
Automations | Certain automations (task creation, email sending) can be set to target the 'mortgage advisor' — the Advisors tab determines who that is. |
Partner tracking | Assigning a realtor or lawyer here links that file to their volume and transaction history in your partners section. |
Partner updates | Use the Send Update button on each partner card to notify them of the file's progress and give them access to their portal. |
File visibility | A file shows up in a team member's pipeline only if they are assigned to it on the Advisors tab. |
2. The Team Lead Card
The team lead card always appears in the top-left position of the Advisors tab. The team lead is the person who owns the Broki account.
Key facts about the team lead
The team lead is always in first position — this is fixed and cannot be changed.
Being in first position does not mean they are the mortgage advisor. The mortgage advisor is always the next person assigned (see Section 3).
The team lead card can be hidden from the client portal and from the Advisors tab display, but it is still technically in first position even when hidden.
How to hide the team lead
If you do not want the team lead displaying on every file — for example, on teams where the team lead is not the active broker — you can hide them globally.
📍 Settings → Members → Organization Wide Team Lead Settings → Toggle off
When hidden, the team lead card will not appear on the Advisors tab or in the client portal's Your Team section.
The team lead is still in first position in the system — they are simply not visible.
⚠ Hiding the team lead changes what users see on the Advisors tab, but it does NOT change the order of positions. The team lead is still position 1. The next assigned person is still position 2 (the mortgage advisor). This matters significantly for automations — see Section 4.
3. The Mortgage Advisor — Who It Is & Why It Matters
The mortgage advisor is a specific role the system assigns automatically based on position. It is not based on a person's display title in the Members settings.
How the system determines the mortgage advisor
The mortgage advisor is always the first person assigned to the file who is NOT the team lead.
In other words: the team lead is position 1, and the mortgage advisor is position 2.
This is true whether the team lead is visible or hidden — the team lead always occupies position 1 in the background.
A person's display title (e.g. Sales Manager, Underwriter, Administrator) has no effect on whether they are considered the mortgage advisor. Only position matters.
Visualizing the positions
Team lead visible, one advisor assigned | Position 1 = Team Lead | Position 2 = Mortgage Advisor (the assigned advisor) |
Team lead hidden, one advisor assigned | Position 1 = Team Lead (hidden) | Position 2 = Mortgage Advisor (still the assigned advisor — same logic applies) |
Team lead visible, two advisors assigned | Position 1 = Team Lead | Position 2 = Mortgage Advisor | Position 3+ = Additional team members |
Team lead hidden, two advisors assigned | Position 1 = Team Lead (hidden) | Position 2 = Mortgage Advisor (first visible card) | Position 3+ = Additional |
Important: The display title set in Settings → Members is just a label shown in the interface. It does not assign any system role. The mortgage advisor role is determined purely by position — not by title.
Upcoming platform update — mortgage advisor assignment
🔜 UPCOMING CHANGE: The platform will soon be updated so that everyone assigned to the file (other than the team lead) will be considered a mortgage advisor and will all receive tasks and emails when automations are set to target the mortgage advisor. Until that update is live, only the person in position 2 receives these. This document will remain accurate — the position-based logic described above will continue to apply once the update is live; the only change is that all positions after the team lead will be included rather than just position 2.
4. How Mortgage Advisor Logic Affects Automations
Many automations in Broki have an option to assign tasks or send emails to 'whoever the mortgage advisor is' on a file. This section explains exactly how that works and what can go wrong.
Current behavior (before the upcoming update)
Currently, only the person in position 2 (the mortgage advisor) receives automation tasks and emails when the automation is set to target the mortgage advisor.
Scenario A — Team lead is visible
The team lead card is shown on the Advisors tab.
The mortgage advisor is whoever is in the first card to the right of the team lead (position 2).
Automations targeting the mortgage advisor will fire to this person.
Scenario B — Team lead is hidden
The team lead card is hidden from view.
The first visible card on the Advisors tab is now position 2 — even though visually it appears to be in position 1.
This person is still considered the mortgage advisor by the system.
Automations will still fire to them correctly — the hidden team lead does not break this.
⚠ Common confusion: Users who have the team lead hidden sometimes assume the first visible card is 'position 1' and add themselves or their desired advisor behind it. In reality, that first visible card is already position 2 (the mortgage advisor). If you then add someone behind it, you are putting them in position 3 — not position 2 — and they will NOT receive the mortgage advisor automations.
How to verify who will receive automation tasks/emails
Go to the Advisors tab of the file.
If the team lead is visible: the mortgage advisor is the first non-team-lead card.
If the team lead is hidden: the mortgage advisor is the first card you see on the tab (it is position 2 in the background).
That person will receive tasks/emails from any automation set to target the mortgage advisor — until the upcoming update is live.
Future behavior (after the upcoming update)
🔜 After the update: all team members assigned to the file (other than the team lead) will receive automation tasks and emails when an automation is set to target the mortgage advisor. You will no longer need to worry about who is in position 2 specifically — everyone on the file will be included.
Example automation — pipeline stage change
To illustrate: if you have an automation configured so that when a file moves from 'Application Received' to 'Collecting Documents' it creates a task for the mortgage advisor —
CURRENT: Only the person in position 2 gets that task.
AFTER UPDATE: Every assigned team member (excluding the team lead) gets that task.
5. Adding Team Members to a File
You can add as many team members as you want to a file. Each person added will appear in the client portal under the Your Team section (unless toggled off).
How to add a team member
Go to the Advisors tab of the mortgage file.
Click the Add Team Members button.
Select the team member(s) you want to add.
They will now appear on the Advisors tab and in the client portal.
Order matters for automations
The first team member added after the team lead becomes position 2 — the mortgage advisor.
If you want a specific person to receive mortgage advisor automations, make sure they are the first non-team-lead person assigned.
You can add others behind them in any order.
If the same person appears as both the team lead and an advisor, the system detects this duplicate and only displays them once in the client portal.
6. Assigning Realtors & Lawyers (Partners)
The Advisors tab is also where you assign the realtor(s) and lawyer(s) involved in the file. This connects the file to their volume tracking in your Partners section and gives you a way to send them updates.
Assigning a partner
On the Advisors tab, find the Realtors or Lawyers section.
Click Add to search for and assign the relevant realtor or lawyer.
Once assigned, the file will count toward their transaction volume in your Partners section.
Visible in Client Portal toggle
Each partner card has a Visible in Client Portal toggle.
Toggle ON: the partner appears in the client's Your Team section in the portal.
Toggle OFF: the partner is still assigned to the file (for volume tracking and your internal reference) but is not shown to the client.
Use this when you want to track volume under a partner without exposing their contact info to the client.
Sending updates to a realtor or lawyer
Each partner card has a Send Update button. Use this to notify them that the file has progressed.
Click Send Update on the partner's card.
The Update Realtor or Update Lawyer module will open.
By default, the system auto-fetches the client's name and the current pipeline stage.
Update module — what you can configure
Message / template | Select from your saved email templates or type a custom message. The template auto-fills the message area. |
Subject line | Choose or customize the email subject. |
Variables | Use variables like client name, client first name, etc. Best practice: build these into your templates in advance. |
CC team members | Quick-add internal team members as CC recipients. |
BCC | Blind CC external recipients if needed. |
Email signature | Select from any of your configured signatures. |
Default lawyer update template
The default template for lawyers automatically includes:
Client name, email, and phone number
The property address
Mortgage amount and bank
Transaction type (purchase, refinance, etc.)
Closing date
A note that lender instructions will be sent their way
Current pipeline stage
A link to the lawyer's portal (where they can see all contacts, the realtor's info, and more)
The realtor update and lawyer update modules work the same way — the lawyer template just has more auto-populated fields by default.
7. Additional Partners
Beyond realtors and lawyers, you can assign partners from any of your other partner categories using the Additional Partners section at the bottom of the Advisors tab.
How to add an additional partner
Scroll to the Additional Partners section on the Advisors tab.
Click Add Partner.
Select from your available partner categories (e.g. financial planners, accountants, insurance brokers, or any custom categories you have created).
The partner is now linked to the file.
You create and manage partner categories in your Partners section. Any category you have set up will appear here as an option.
8. The Client Portal — Your Team Section
When clients open their portal, they see a Your Team section that shows everyone assigned to their file. This is pulled directly from the Advisors tab.
What appears in Your Team
All team members assigned on the Advisors tab who do not have their visibility toggled off.
Any realtors and lawyers assigned with the Visible in Client Portal toggle ON.
The team lead — unless the team lead is globally hidden in settings.
If the same person is listed as both the team lead and an advisor, the system automatically prevents a duplicate from showing.
The About button
Each team member card in the Your Team section has an About button.
When the client clicks About, it opens that team member's personal profile page.
This profile is configured individually by each user in their Settings → Profile section.
See Section 9 for how to configure the profile.
9. Personal Profile Configuration
Each team member can configure their own personal profile, which is what clients see when they click About in the Your Team section. This is a great way to build trust and add a personal touch.
📍 Settings → Profile
Profile tabs and what each one covers
Personal | Name, photo, favorite quote, hobbies, fun fact, hometown, and other personal details. |
Professional | Education, specialties, years of experience, and a description of why you do what you do. |
Social proof | Awards, recognitions, and any other trust-building credentials. |
Connect | All your links — social media, booking links, website, etc. |
Media | Any video or media content you want displayed on your profile. |
Visibility | Control whether your profile appears on the team page in the client portal. |
Best practice: Fill out all tabs of your profile to give clients a complete picture of who you are. The more complete the profile, the stronger the trust signal in the portal.
10. Quick Reference — Where Is That Button?
Button / Feature | Location | What it does |
Team lead card | Advisors tab — top-left (always) | Displays the Broki account owner; always position 1 |
Hide team lead toggle | Settings → Members → Org Wide Team Lead Settings | Globally hides the team lead from all files and the portal |
Add Team Members | Advisors tab | Assign internal team members to the file |
Mortgage advisor (position 2) | Advisors tab — first non-team-lead card | Person who receives mortgage advisor automations (currently position 2 only; all non-team-lead after update) |
Add realtor | Advisors tab — Realtors section | Assign a realtor to the file for volume tracking and updates |
Add lawyer | Advisors tab — Lawyers section | Assign a lawyer to the file for volume tracking and updates |
Send Update (realtor/lawyer) | Partner card on Advisors tab | Opens the update module to send a branded email to the partner |
Visible in Client Portal toggle | Each partner card on Advisors tab | Show or hide the partner from the client's Your Team section |
Additional Partners | Advisors tab — bottom section | Assign partners from other categories (financial planners, accountants, etc.) |
Add Partner | Additional Partners section | Search and select a partner from your available categories |
About button (client portal) | Client portal → Your Team → each team member card | Opens that team member's personal profile for the client |
Profile settings | Settings → Profile | Configure your personal, professional, social proof, connect, media, and visibility tabs |
Display title | Settings → Members | Sets a visual label for a team member — does NOT affect mortgage advisor logic |