Overview
The advisors tab is labelled Teams in a mortgage file. Use it to assign the people working on a deal: internal team members such as the mortgage advisor, and external partners such as the realtor, the lawyer or notary, and other service providers.
Also called: Teams.
Brokers and processors use it at the start of a file to set up who's involved. Later, they use it to notify the advisor, send realtor or lawyer updates, and choose which team members and partners the client sees in the client portal.
At a glance
The Teams tab is where you assign the people on a mortgage file.
The tab is labelled Teams. The header on the tab reads Team management.
Assign the mortgage advisor, a realtor, a lawyer or notary, and other partners here. Change the file owner from M/O in the file header.
Notify needs a note. Send update emails the realtor or lawyer. The realtor toggle can pause automatic stage emails on this file.
Visibility toggles control who appears in the client portal. Collaborators from another organization never see this tab.
Before you begin
Before you assign people on Teams, check permission, partner records, and where the file owner is changed.
Assigning or changing the mortgage advisor requires permission to assign advisors. Without it, Broki shows "You do not have permission to assign advisors."
Realtors come from your partners in the Real Estate Agents category, and lawyers and notaries from the Lawyers category, on the Partners page. Add them there first.
The file owner is changed from the M/O drop-down in the file header, not from this tab.
Collaborators from another organization never see this tab.
Step-by-step instructions
These steps cover assigning people on Teams, notifying them, and setting client portal visibility.
Assign or change the mortgage advisor
Assign or change the mortgage advisor from the Mortgage Advisor card on Teams.
Open the mortgage file and select Teams in the file tabs. The tab header reads Team management.
On the Mortgage Advisor card, select Assign, or Change if someone is already assigned. If the advisor has a display title, the card shows that title instead.
In Select team member, search with Search team members... and select a person.
Broki shows "Team member assigned successfully".
To remove the advisor, open the same window and select Unassign advisor. Broki shows "Advisor unassigned successfully".
Add another team member
Add another team member when someone besides the mortgage advisor should be on the file.
Select Add team member.
Choose how they're shown with the display title drop-down. Leave Use their default role, or pick a title.
Search for the team member and select Add [name] as [title].
Broki shows "Team member assigned successfully". If they're already on the file, it shows "This team member is already assigned to this file".
To take someone off, select Remove on their card. This happens right away, with no confirmation.
Notify the advisor
Notify the advisor from the Mortgage Advisor card when you need them to see a note.
Before you continue: this sends a notification to the assigned advisor.
On the Mortgage Advisor card, select Notify.
Write a custom note. It's required.
Send it. Broki shows "Notification sent successfully!".
Assign a realtor or lawyer
Assign a realtor from the Realtor card, or a lawyer or notary from the Lawyer/Notary card.
On the Realtor card, select Assign. In Select Realtor, search and choose the realtor. Broki shows "Realtor assigned successfully".
On the Lawyer/Notary card, select Assign. In Select Lawyer/Notary, choose the lawyer or notary. Broki shows "Lawyer assigned successfully".
Send a partner update
Send a partner update to email the realtor or the lawyer.
Before you continue: this emails the realtor or lawyer.
On the Realtor or Lawyer/Notary card, select Send update.
Review the message and send it.
Pause or resume automatic stage emails to the realtor
Pause or resume automatic stage emails to the realtor with the toggle on the Realtor card.
Auto partner stage emails: the realtor receives the automatic emails set up for stage changes.
Stage emails paused for this realtor: those automatic emails stop for this file.
Broki confirms with "Automated partner stage emails on" or "Automated partner stage emails off".
Add other partners
Add other partners under Additional partners when they are not the realtor or the lawyer.
Under Additional partners, select Add partner.
Choose the category in Choose category…, then pick the partner.
Select Done.
Choose what the client sees in the client portal
Choose what the client sees in the client portal with the visibility toggle on any card.
Before you continue: this changes what your client sees in their client portal.
On any card, select the visibility toggle. It reads Visible in client portal or Hidden from client portal.
Broki confirms the change, for example "Mortgage advisor hidden from client portal".
Practical examples and other ways to use it
These examples show other ways to use Teams on a mortgage file.
New purchase. For Alex Sample's purchase at 123 Example Street, assign the advisor, the buyer's realtor, and the lawyer at the start. Everyone is in one place for updates.
Processor support. Add a processor with Add team member and give them a display title such as "Processor", so the client knows who's helping.
Quiet realtor. If a realtor asks not to receive automatic stage emails, switch their card to Stage emails paused for this realtor. You can still use Send update when you choose.
Private team member. Hide a team member from the client portal if they work behind the scenes and shouldn't be contacted directly.
Common mistakes and how to avoid them
These mistakes come up on Teams, along with what happens and how to avoid them.
Looking for the file owner here. The File Owner card is read-only. Change the owner with M/O in the file header.
Assigning a realtor or lawyer who isn't in Partners. They won't appear in Select Realtor or Select Lawyer/Notary. Add them on the Partners page in the Real Estate Agents or Lawyers category first.
Removing a team member by accident. Remove has no confirmation. Add them back with Add team member.
Troubleshooting
Use this section when Teams doesn't do what you expected.
"You do not have permission to assign advisors."
This covers the message "You do not have permission to assign advisors."
Possible causes: your role doesn't allow assigning advisors.
To fix:
Ask an admin to update your role under Settings > Roles & Permissions, or to assign the advisor for you.
"Assign a realtor first."
This covers the message "Assign a realtor first."
Possible causes: you selected Send update with no realtor on the file.
To fix:
Assign a realtor on the Realtor card.
Select Send update again.
"Please add a custom note"
This covers the message "Please add a custom note".
Possible causes: the note in Notify advisor was empty.
To fix:
Type a note.
Send again.
Confirm it worked: Broki shows "Notification sent successfully!".
"No custom partner categories yet. Configure partner types in your organization settings."
This covers the message "No custom partner categories yet. Configure partner types in your organization settings."
Possible causes: your organization hasn't set up any extra partner categories.
To fix:
Ask an admin to add partner types for your organization.
Return to Add partner.
Contact support if: you can't find where to add partner types. Include the page, the button, and the exact message.
The Mortgage Advisor card is missing
This covers the case when the Mortgage Advisor card is missing.
Possible causes: the advisor is the same person as the file owner, so Broki shows only the File Owner card.
To fix: nothing is needed. To make someone else the advisor, select the advisor avatar under Team in the file header and choose a team member.
Tips and best practices
These tips keep the people on a file accurate and visible to the client.
Assign the lawyer as soon as you know them. Send update then works without delay at closing time.
Use display titles to explain roles to clients. The client portal shows what you set here.
Check the Team summary strip at the bottom. It shows how many core roles are filled, so gaps are easy to spot.
Limitations and important behavior
These limits apply to the Teams tab.
On a phone, the tab shows a simpler layout with fewer options than on desktop.
The Advisor Activity feed appears only once there's activity to show.
Removing a team member or partner takes effect right away, with no confirmation.
Collaborators from another organization can't see or use this tab.
Frequently asked questions
Customers ask these questions about the Teams tab.
Why does this tab say Teams instead of Advisors? Teams is the label in the app. This article covers that tab.
Can I assign people without opening this tab? Yes. Select the avatars under Team in the file header to assign the advisor or realtor. Broki shows "Advisor updated" or "Realtor updated".
Can I have more than one realtor? The Realtor card holds one realtor. Add other partners under Additional partners.
Related articles
These articles cover opening a file, collaborators, partners, stage emails, and permissions.