Overview
This article covers three settings pages: custom fields, collaborators, and referrals.
Custom fields (Settings > Custom Fields) adds your own fields to mortgage files, contacts and partners, such as "Referral Source" or "Broker Notes". You can use them in email templates, reports and automation filters.
Collaborators (Settings > Collaborators) connects your organization to another brokerage so they can work on files you assign to them, with only the pipelines and tabs you allow.
Referrals (Settings > Referrals) gives you a company-wide referral form for your partners' clients, picks the lead stage new referrals land in, and sets the welcome email those clients receive.
Also called: universal referral form.
At a glance
At a glance, these three pages add fields, share selected files with another brokerage, and publish a referral form.
Add custom fields for mortgage files, contacts, or partners. The Field name and Field type cannot change after you create the field.
Invite another brokerage from Settings > Collaborators. They only see files you assign, on the pipelines and tabs you allow.
Communications, Homeowner Portal, Teams, Commission, Referrals, Logs, and E-Sign can never be shared.
Settings > Referrals is personal. What you save applies to referrals from partners you own.
Custom Fields, Collaborators, and Referrals are three separate settings pages.
Before you begin
Before you use these pages, check who can open each one, and save your company name if you need the referral link.
Custom Fields needs the permission to manage custom field definitions. Admins have it. Most other roles don't by default.
Collaborators needs admin access or the Manage Collaborators permission. Without it the page shows "You need admin access or the Manage Collaborators permission to configure org collaboration." Your organization also needs an active subscription.
Referrals is open to every team member. Its settings are personal: what you save applies to referrals from partners you own.
For the referral link, your Company name must be saved in Settings > Company Profile.
To invite a collaborator, you need their organization's collaborator code. They find it on their own Collaborators page.
Step-by-step instructions
These steps cover custom fields, collaborator access, and the referral form and welcome email.
Add a custom field
To add a custom field, pick mortgage files, contacts, or partners, then choose a field type and save.
Open Settings.
Under Pipeline & Workflow, select Custom Fields.
Under Entity type, choose Mortgage files, Contacts or Partners. The System fields — read only list shows the fields Broki already has, so you don't duplicate one.
Select Add custom field.
Enter a Display label, for example "Referral Source". The Field name is created from it automatically.
Optional: add a Description.
Choose a Field type: Text, Long text, Number, Date, Yes / No, Checkbox or Dropdown.
For Dropdown, enter the Dropdown options. Select + Add option for each extra choice.
Optional: for text, number and date fields, enter a Default value.
Select Add field.
What happens: Broki shows "Custom field added successfully". The field appears on records of that type. Use in email templates shows the merge tag to use in emails.
Edit, reorder, or archive a custom field
To edit, reorder, or archive a custom field, use the field list. The field name and field type stay locked after creation.
Edit: select Edit field, change the label, description, options or default value, then select Save changes. The Field name and Field type are locked after creation.
Reorder: drag fields by the handle. Broki shows "Field order updated".
Archive: select Archive field and confirm. "The field will be hidden from forms but can be restored later."
Restore or permanently delete a custom field
To restore or permanently delete a custom field, open the Archive tab.
Select the Archive tab.
Select Restore to bring a field back, or Delete forever to remove it.
Before you continue: Delete forever "will remove all data for this field. This action cannot be undone." Type delete to confirm, then select Delete forever.
Fill in custom fields on records
To fill in custom fields on records, open the custom fields section on the mortgage file, contact, or partner.
Mortgage files: edit the file's details. Custom fields are in the Custom Fields section. The file's summary shows them under Custom fields.
Contacts: open the contact. Custom fields are in the Custom Fields section.
Partners: fill them in when you add or edit a partner, or on the partner's page under Custom fields.
Share your collaborator code
To share your collaborator code, copy it from Collaborators and send it to the brokerage that wants to invite you.
Under Team & Access, select Collaborators.
Under Your organization's collaborator code, select the copy button.
Send the code to the brokerage that wants to invite you.
Select Regenerate to create a new code if the old one was shared too widely.
Invite a collaborator organization
To invite a collaborator organization, enter their contact and code, choose pipelines and tabs, and send the invitation.
Before you continue: this sends an email invitation to the contact you enter.
In Collaborators, go to Invite a collaborator organization.
Enter the Contact name, Contact email and Their collaborator code.
Under Pipeline access, select the pipelines they can be assigned files in.
Under Tab permissions, choose which mortgage file tabs they can see: Mortgage Summary, Application, Documents, Compliance, Task Hub, Presentation Hub, Notes and Application Status. Everything except Presentation Hub starts on. Use Select all or Clear all to change them quickly.
Select Send invitation.
What happens: Broki shows "Collaborator invitation sent". The invitation is valid for 30 days and appears under Outgoing relationships as pending. If the email fails, Broki still creates the invitation and says the other organization can accept it in Settings.
Communications, Homeowner Portal, Teams, Commission, Referrals, Logs and E-Sign are always off and can't be shared.
Sending an invitation emails the other brokerage. The invitation is valid for 30 days. Accepting shares no files until you assign them.
Accept an invitation from another brokerage
To accept an invitation from another brokerage, open Incoming invitations and select Accept or Decline.
Open Settings > Collaborators.
Under Incoming invitations, select Accept or Decline.
What happens: "Invitation accepted. Files will appear once they are assigned to you." Accepting shares no files. You only see files the other organization assigns to you.
Change a collaborator's access
To change a collaborator's access, edit pipeline access and tab permissions. Removing a pipeline also unassigns their files in that pipeline.
Under Outgoing relationships, select Edit access next to an active collaborator.
Change Pipeline access and Tab permissions.
Select Save changes.
Before you continue: "Removing a pipeline also unassigns their files in that pipeline."
Turn collaborator automations on or off
To turn collaborator automations on or off, use the switch on that active collaborator. It is off by default.
Each active collaborator has the switch When this partner moves a file to another stage, run my automations. It's off by default. "Off means their stage moves send none of your stage emails and start none of your automations. Moves made by your own team are not affected."
Revoke a collaborator
To revoke a collaborator, select Revoke. It takes effect immediately and does not ask you to confirm.
Before you continue: Revoke takes effect immediately and doesn't ask you to confirm.
Under Outgoing relationships, select Revoke next to the collaborator.
What happens: Broki shows "Collaborator revoked" and the status changes to revoked.
Share your universal referral form
To share your universal referral form, copy the link or the embed code from Partner forms.
Under Client Experience, select Referrals.
Select Partner forms.
Under Universal referral form, select Copy link, or select Copy next to Embed code to put the form on your website.
"One form for your entire company — clients pick which partner they're working with."
Choose where referral leads go
To choose where referral leads go, pick a default lead stage or choose not to create leads automatically, then save.
In Partner forms, go to Lead pipeline.
Choose a Default lead stage, or Don't create leads automatically.
Select Save settings.
What happens: "When a referral is submitted, the new lead is created in the selected stage and linked to that partner."
When a referral is submitted, the new lead is created in the selected stage and linked to that partner. The other choice is Don't create leads automatically.
Set up the referral welcome email
To set up the referral welcome email, turn it on, write the message, and save. The client receives it when the switch is on.
In Referrals, select Welcome email.
Tick Automatically send welcome email to new referrals. Optionally tick CC the referring partner on welcome emails.
Enter a Booking link, for example your calendar booking page.
Enter the Email subject and Email header, for example "We look forward to meeting you".
Write the Welcome message. Use the bold, italic and highlight buttons for emphasis. Your logo and a booking button are added automatically.
Select Preview email to check it.
Select Save settings.
What happens: Broki shows "Referral settings saved successfully".
Practical examples and other ways to use it
These examples show a lead-source field, merge tags, a limited collaborator, a website form, and a welcome email with a booking link.
Track lead sources. Add a Dropdown custom field "Referral Source" on Contacts with options such as "Realtor", "Past client" and "Website". Filter reports by it.
Personalize emails. Add a Text field "Preferred name" and use its merge tag in email templates.
Work with a partner brokerage. Invite them with only Documents, Task Hub and Notes turned on, then assign them to a single file to share the paperwork.
Referral form on your website. Paste the Embed code on your "Work with us" page so partners' clients can submit referrals directly.
Fast first contact. Turn on the welcome email with your booking link so Jordan Example can book a call as soon as their realtor refers them.
Common mistakes and how to avoid them
These mistakes cover field types you cannot change, deleting data, expecting files to appear before assignment, and treating referral settings as company-wide.
Picking the wrong field type. The type can't be changed later. Create a new field and archive the old one if you need a different type.
Deleting instead of archiving. Delete forever removes all saved values. Archive first; you can always delete later.
Expecting collaborators to see files straight away. Accepting an invitation shares nothing. Assign them to each file.
Removing a pipeline from a collaborator by accident. Their files in that pipeline are unassigned. Check before saving.
Assuming referral settings are company-wide. They apply to partners you own. Each team member who owns partners should set up their own welcome email and lead stage.
Troubleshooting
Use this section when a custom field will not save, an invitation email is missing, the referral link needs a company name, or welcome emails do not arrive.
"Cannot create field ... A field with this name already exists for this entity."
"Cannot create field ... A field with this name already exists for this entity." means that field name is already used, including in the archive.
Possible causes
A field, possibly archived, already uses the same name.
Check first
Look in the Archive tab for a field with that label.
To fix
Restore the archived field, or
Use a different Display label.
Confirm it worked
Broki shows "Custom field added successfully".
Contact support if
No field with that name exists in either tab.
"Dropdown fields must have at least one option"
"Dropdown fields must have at least one option" means the dropdown has no choices.
Possible causes
The field type is Dropdown and every option is empty.
Check first
Look at Dropdown options.
To fix
Enter at least one option.
Select Add field or Save changes.
Confirm it worked
The field shows "Options:" with your choices.
Contact support if
The error appears with options filled in.
"Select at least one pipeline to grant"
"Select at least one pipeline to grant" means no pipeline is selected for the collaborator.
Possible causes
No pipeline is selected under Pipeline access.
Check first
Make sure at least one pipeline chip is highlighted.
To fix
Select a pipeline.
Send or save again.
Confirm it worked
Broki shows "Collaborator invitation sent" or "Collaborator permissions updated".
Contact support if
No pipelines available. appears. Set up a pipeline in Settings > Pipelines first.
The invitation email didn't arrive
Use this section when the invitation email didn't arrive. The invitation can still be accepted in Settings.
Possible causes
The email failed. Broki says "Invite created — they can accept it in Settings. The email did not send" with the reason.
The email went to spam.
Check first
The invitation shows as pending under Outgoing relationships.
To fix
Ask the other organization's admin to open Settings > Collaborators and accept it under Incoming invitations.
Confirm it worked
The status changes to active.
Contact support if
The invitation doesn't appear for the other organization. Check the collaborator code first.
The universal link says "Set company name in Company settings first"
The universal link says "Set company name in Company settings first" when your company name is not saved.
Possible causes
Your company name isn't saved.
Check first
Open Settings > Company Profile > Contact information.
To fix
Enter your Company name and select Save settings.
Return to Referrals.
Confirm it worked
Universal link shows your link and Copy link works.
Contact support if
The company name is saved and the link is still missing.
Referral clients aren't getting the welcome email
Use this section when referral clients aren't getting the welcome email.
Possible causes
Automatically send welcome email to new referrals is off for the partner's owner.
The Welcome message is empty.
The partner has no owner, or the owner hasn't saved referral settings.
Check first
Ask the partner's owner to open Referrals > Welcome email.
To fix
Tick Automatically send welcome email to new referrals and write a Welcome message.
Select Save settings.
Confirm it worked
Submit a test referral with your own email address, such as [email protected], and check that the email arrives.
Contact support if
Settings are saved and test referrals still don't receive the email.
Tips and best practices
These tips help you avoid locked field types, sharing too many tabs, and sending an unreviewed welcome email.
Plan custom fields before creating them. Labels can change; field names and types can't.
Keep the field list short. Every field appears on every record of that type.
Start collaborators with fewer tabs. You can grant more later with Edit access.
Leave collaborator automations off unless you want their stage moves to email your clients.
Preview the welcome email after changing your logo or booking link.
Limitations and important behavior
These limits describe locked field types, tabs that cannot be shared, and referral settings that belong to each team member.
Custom fields apply to mortgage files, contacts and partners only.
A custom field's Field name and Field type can't be changed after creation.
Archived custom fields keep their data. Delete forever removes it permanently.
In emails, if a record has no value for a field, its Default value is used, or nothing.
Collaborator invitations expire after 30 days.
Collaborators never see Communications, Homeowner Portal, Teams, Commission, Referrals, Logs or E-Sign.
Revoke has no confirmation step.
Referral settings are saved per team member and used for referrals from partners that person owns.
The universal referral form uses your company name to build its link. Changing the company name can change the link.
Frequently asked questions
These questions cover required fields, what a collaborator can see, whether they need Broki, and who gets the welcome email.
How do I make a custom field required? You can't. Custom fields are optional.
Can a collaborator see my other files? No. They only see files you assign to them, in the pipelines you've allowed, and only the tabs you've turned on.
Does the collaborating brokerage need a Broki account? Yes. They need their own organization to get a collaborator code and accept your invitation.
Who receives the referral welcome email? The referred client. Tick CC the referring partner on welcome emails to copy the partner.
Related articles
These related articles cover the collaborators tab, partner forms, leads, file details, contacts, templates, and roles.