Automatically Notify Your Realtors at Every Stage | Broki Partner Update Messages

Feature area: Pipeline & Workflow Settings Applies to: All users with active mortgage files and realtor partners

Partner Update Messages automatically notify your referring realtors by email whenever you move a client's file from one pipeline stage to the next. There are no automations to build, no third-party integrations to configure, and no extensive setup required — it is built directly into Broki.

Each message is sent using your branded email template, which includes your company logo, the realtor's name, the current pipeline stage, your custom message, a link to the Partner Portal, and your contact information.

Note for existing users: This feature is off by default. Turning it on will not send any retroactive messages. Emails only go out when a file is actively moved to a new stage going forward.

Every pipeline stage has its own individual toggle. This means you can turn the feature on globally but still control exactly which stages trigger an email to your realtor.

Not every stage needs a partner notification — some are internal steps that realtors don't need to know about. Toggle only the stages where an update adds value for your partner.

To configure this:

Each stage has its own subject line and message body that you can edit independently.

To edit a stage's message:

Your message is inserted into the branded HTML email template automatically. The template handles the formatting, your logo, the realtor's name, the stage name, the Partner Portal link, and your contact information. You just write the message.

Each stage can have a completely different message, so you can tailor the tone and content to what is relevant at that point in the process.

Every automated partner update email includes the following, automatically:

If you have Partner Updates turned on but want to exclude a particular realtor from receiving automated emails, you can do this at the individual file level without changing your global settings.

To turn off updates for one realtor:

This means that realtor will not receive any automated stage emails from that file, even while your global Partner Updates setting remains on. All other realtors on other files are unaffected.

There is a built-in send delay between when you move a file to a new stage and when the email is actually sent. By default this is set to 1 minute.

Why the delay matters: If you accidentally drag a file into the wrong pipeline stage, the delay gives you a window to correct the mistake before any email is sent to your realtor. Without a buffer, a misplaced file could immediately fire an incorrect notification.

You can increase this delay to whatever buffer feels comfortable for how you work. A longer delay gives you more time to catch errors. The delay can be adjusted in the Partner Updates settings.

Recommendation: Always keep the delay at a minimum of 1 minute. Increasing it is fine if you prefer more time to review moves before notifications go out.

Will my existing realtors suddenly start receiving emails when I turn this on? No. Emails only fire when a file is actively moved to a new stage after you turn the feature on. No retroactive notifications are sent.

Can different stages have completely different messages? Yes. Each stage has its own subject line and message body that you edit independently.

What if I want to use this for most realtors but not all of them? Turn the feature on globally, then open any file where you don't want updates sent and toggle off Auto Partner Stage Emails on that realtor in the Advisors tab.

Can I turn off updates for one specific stage but leave all others on? Yes. Each stage has its own toggle. You can mix and match which stages send notifications.

What happens if I move a file to the wrong stage by mistake? If you correct the stage before the send delay expires, no email will be sent. This is why keeping at least a 1-minute delay is recommended.

Does the realtor need a Partner Portal account to receive these emails? No. The email is sent directly to the realtor. The Partner Portal link inside the email gives them easy access to check their files, but they will receive the email regardless.