Overview
The Leads page is a board of people you're working to convert, and from it you can email a client your Broki application link so they can apply online. Leads move through your own lead stages until you mark them In Deal (with or without a mortgage file), archive them, or the client submits an application.
Use the Leads page to track prospects before there is a mortgage file. The Pipeline page is a separate board for mortgage files; see Pipeline board and moving deals.
At a glance
The Leads page tracks people before there is a mortgage file, and it is where you email an application link.
Drag a card to change its lead stage. Mark as In Deal moves the lead to the Deal tab.
Send application emails your Broki application link from a connected Gmail or Outlook mailbox.
A link from Leads or Contacts creates a new mortgage file on submission, unless it was tied to a file already.
When the borrower matches an active lead on that new file, the lead moves to the Deal tab.
Before you begin
Before you work leads or send an application link, check these requirements.
Lead stages are set up in Settings > Pipeline & Workflow > Pipelines. You can also open them from the settings icon on the Leads board.
To add leads, your role needs permission to edit contact information.
To send an application link, connect Gmail or Outlook in Settings > Integrations > Connections. Broki sends the link from your connected mailbox.
You (or the team member whose link you send) need an application link set up in Settings > Client Experience > Applications. See Client journey and application links.
Step-by-step instructions
These tasks cover the lead board, marking a lead In Deal, and sending an application link.
Use the lead board
Use the lead board to see active, in-deal, and archived leads and to change a lead's stage.
In the left sidebar, select Leads.
Use the tabs to switch between New (active leads), Deal (leads marked as in a deal), and Archived.
Switch between Board view and List view with the view toggle.
Narrow the board with the quick filters All, Warm leads, High lead value, and Hot leads, or with the search box ("Search leads...").
New leads with no stage appear in the All Contacts column. Your lead stages appear as columns to the right.
Drag a card to another column to change its stage. "Contact moved successfully" confirms the move, and any automation set to run on that lead stage starts.
Add a lead
Add a lead from the Leads page. The new lead starts in All Contacts.
On the Leads page, select the + button (tooltip Add lead).
Fill in the Add contact window and select Add contact. Broki checks for duplicates first; see Contacts — add, edit, and dedupe.
The new lead appears in the All Contacts column.
Mark a lead as In Deal
Mark a lead as In Deal to move it to the Deal tab, with or without a mortgage file.
On the lead's card, select Mark as In Deal. The Mark as In Deal window opens ("Choose how to move this lead.").
Choose one option. Just mark as in progress moves the lead to the Deal tab without linking a file. Associate with a mortgage file links an existing mortgage file and copies the lead's notes across. Search by address, loan code, or borrower.
Select Continue or Associate. "{name} marked as in progress" confirms the change, and the lead moves to the Deal tab.
To move a lead back, use Move back to Active on its card. Use Archive to set a lead aside, and Recover to bring it back from Archived.
Before you continue: Delete permanently removes the lead and can't be undone.
Send an application link
Send an application link to email a client the Broki application from Leads or Contacts.
Also called: Send application.
On the Leads or Contacts page, select the send application icon (tooltip Send application). If exactly one lead is selected, the recipient is filled in for you.
Under Recipient, search for the contact by name or email.
Optionally pick a Template, or keep Start from scratch. Use Set as default to load that template next time.
Check the Subject (default placeholder "Complete your mortgage application") and the Email body.
Optionally add people with + Add Cc or + Add Bcc.
Under Sending options, set Send from (which connected mailbox sends the email), Application link owner (whose application link to send; the application is submitted to that team member), and Which application to send. The application choices are Broki Native, a BC option (BC · Designated agency or BC · Brokerage agency, when available to your organization), or one of your own titled links.
Optionally attach files with Add files.
Before you continue: Selecting Send link emails the client right away from the chosen mailbox.
Select Send link. "Application link sent successfully!" confirms it. If you chose a BC option, the button reads Confirm Form 1A & send and you confirm the disclosure first.
See what happens when the client submits
When the client submits, Broki creates a new mortgage file or updates one the link was already tied to.
The client fills out the Broki application from the link.
Broki creates a new mortgage file owned by the link owner, in your pipeline's application received stage.
Each borrower on the application is matched against your contacts. If a borrower exactly matches an existing contact, the existing contact is linked to the file; otherwise a new contact is created.
If a matched contact was an active lead, Broki links the lead to the new file, carries its notes and tasks over, and the lead moves to the Deal tab.
If the link was sent from a mortgage file, or from the Leads page with a single selected lead that is already linked to a mortgage file, the submission updates that file instead of creating a new one. The same applies when the client uses a link to resume an application.
Practical examples and other ways to use it
These examples show an inbound lead, sending a teammate's link, and a lead that already has a file.
Inbound lead. Alex Sample calls about a purchase. You add Alex as a lead, drag the card to your "Contacted" stage, and send Alex your application link. When Alex submits, a new mortgage file appears on the Pipeline page and Alex's lead moves to Deal.
Sending a teammate's link. You handle intake for a senior broker. Choose that broker under Application link owner so the new file is owned by them.
Lead that already has a file. You created the file before the lead converted. Use Mark as In Deal > Associate with a mortgage file to link them and copy notes across.
Common mistakes and how to avoid them
These mistakes come up when you send an application link or mark a lead In Deal.
Sending the link when the client should land on an existing file. Links sent from Contacts, or from Leads without selecting a lead that's linked to a file, create a new mortgage file on submission. If the file already exists, send the application from the mortgage file (or select the linked lead first).
Client uses a different name or email on the application. Broki only links the application to the existing lead when the borrower's first and last name match exactly and the email (or date of birth or phone) confirms it. Otherwise a separate contact is created and the lead stays on New. Fix it by merging the two contacts and using Mark as In Deal > Associate with a mortgage file. Prevent it by sending the link to the email the client will use.
Choosing the wrong link owner. The new file is owned by the Application link owner. Check that field before you select Send link.
Troubleshooting
Use this section when sending an application link or moving a lead fails.
"Connect Gmail or Outlook in Settings → Integrations before sending an application link"
You see "Connect Gmail or Outlook in Settings → Integrations before sending an application link" when no mailbox is connected.
Possible causes
No Gmail or Outlook mailbox is connected for you.
To fix
Go to Settings > Integrations > Connections and connect Gmail or Outlook.
Open Send application again and choose the mailbox under Send from.
Confirm it worked
"Application link sent successfully!" appears after Send link.
"No application link configured for {name}." or "Application link is not configured"
You see "No application link configured for {name}." or "Application link is not configured" when the chosen owner has no link.
Possible causes
The selected Application link owner has no application link set up.
To fix
Ask that team member (or an admin) to set up their link in Settings > Client Experience > Applications.
Or choose a different Application link owner.
"Please select a contact or enter recipient email address"
You see "Please select a contact or enter recipient email address" when Recipient is empty.
Possible causes
The Recipient field is empty.
To fix
Search for the contact under Recipient and select them.
"Failed to move contact"
You see "Failed to move contact" when a lead stage change does not save.
Possible causes
The stage change couldn't be saved, for example because of a lost connection.
To fix
Refresh the page and check which column the card is in.
Drag it again.
Contact support if
It fails every time for the same lead. Include the lead's name, the stage you moved it to, and the time.
The client submitted, but the lead is still on the New tab
The client submitted the application, but the lead is still on the New tab.
Possible causes
The name or email on the application didn't exactly match the lead, so Broki created a separate contact.
Check first
Search Contacts for the client's name and look for two records.
To fix
Merge the two contacts (see Contacts — add, edit, and dedupe).
On the remaining lead, use Mark as In Deal > Associate with a mortgage file and pick the new file.
Tips and best practices
These tips keep the lead board useful and help a submission link back to the lead.
Set up lead stages that match how you actually follow up, so the board shows where each prospect is stuck.
Save a default template with Set as default; it keeps your wording consistent and saves time on every send.
Send the link to the email the client will use on the application, so the submission links back to the lead automatically.
Limitations and important behavior
These limits apply to the Leads page and to application links sent from it.
Application links are sent by email only, one recipient per send, through Gmail or Outlook.
A link sent from Leads or Contacts is not tied to the recipient's contact record; the connection is made only when the borrower's details match on submission.
BC application options are available only when your organization has them enabled.
Moving a lead between stages can start automations set up for that stage.
Frequently asked questions
These questions cover how Leads differs from Pipeline, and how the link is sent.
Is the Leads page the same as the Pipeline page? No. Leads tracks people before there's a mortgage file. Pipeline shows mortgage files by stage.
Can I send the application link by text message? Not from this window. It sends email only.
Where do my lead stages come from? From Settings > Pipeline & Workflow > Pipelines.
Related articles
These articles cover the Pipeline board, contacts, application links, and related setup.