Overview
The mortgage tracking page is a public, branded page where a homeowner enters their current mortgage details and instantly gets a personal mortgage report — and you get the homeowner as a contact plus a tracked mortgage in Portfolio > Tracking. It's how you capture homeowners whose mortgage you didn't place, or keep tabs on clients between deals, without starting a full Broki application.
Also called: mortgage track.
Brokers share the link; homeowners fill it in on any device. Afterwards the homeowner receives an email with their report link and a private link to update their details later, and you can review, edit, email, convert, or archive each tracked mortgage from Broki.
At a glance
The mortgage tracking page turns a homeowner's submission into a report, a contact, and a tracked mortgage you can convert or archive.
The homeowner lands on their report, and Broki emails them the report link and a private update link.
A new email becomes a warm lead contact with source "Mortgage tracking", owned by the advisor whose link was used. An existing contact is updated and reassigned to that advisor.
Convert creates a mortgage file and stops the update link. Archive stops monthly reports and stops the update link.
Figures are self-reported. Uploading a mortgage statement is not available yet.
Before you begin
Check these before you share a mortgage track link or open Portfolio > Tracking.
The tracking link uses the same public slug as your Broki application link. If you haven't generated one, do it from Marketing > Adopt a Mortgage (Generate my link) or Settings > Applications. See Adopt a Mortgage (mortgage track).
The page uses your company name, logo, and primary colour from your company branding. See Company and email branding.
To see tracked mortgages you need access to Portfolio. With the View portfolio files they own or advise permission only, you see just the tracked mortgages you own.
Portfolio and tracked mortgage pages require an active subscription.
Step-by-step instructions
These steps cover the homeowner's submission, then how you review, convert, or archive the tracked mortgage.
Submit a mortgage on the tracking page
The homeowner submits the tracking page from your personal mortgage track link, without a Broki login.
The homeowner opens your personal mortgage track link.
They scroll to "Get your personalized mortgage snapshot" and fill in the fields below.
They tick the consent box ("I agree to receive my mortgage report and occasional updates from this broker…").
They select Get My Mortgage Report.
The form fields are:
Your details — First name, Last name, Email, Phone (all required).
Property — Property address (required) and Estimated home value (optional). If they enter a home value, an "Estimated equity (illustrative)" figure appears.
Mortgage — Lender (a list of Canadian lenders plus Other), Mortgage type (Fixed, Variable, Adjustable), Interest rate (%), Original balance (optional), Current mortgage balance (required).
Payments & term — Payment amount, Payment frequency (Monthly, Bi-weekly, Weekly), Term (years), Amortization (years and months), Maturity date (all required).
The homeowner is taken straight to their homeowner report, and Broki emails them the report link and a private update link, sent from your company name.
See a submission in Broki
A submission creates or updates a contact and a tracked mortgage in Portfolio > Tracking.
If no active contact has that email, Broki creates a new client contact, adds it to your leads pipeline as a warm lead, sets the source to "Mortgage tracking", and makes the advisor whose link was used the owner.
If a contact with that email already exists, Broki updates its name and phone, sets the source to "Mortgage tracking", and makes the advisor whose link was used the owner and assigned advisor.
A note is added to the contact summarizing the submission and the consent time.
A tracked mortgage is created (or updated) and appears in Portfolio > Tracking.
Review tracked mortgages
The Tracking tab lists tracked mortgages as Active, Converted, or Archived.
In the left sidebar, select Portfolio.
Select the Tracking tab.
Choose Active, Converted, or Archived.
Select a row to open the tracked mortgage.
Rows marked Client updated have new details from the homeowner since you last edited them.
Work with a tracked mortgage
The tracked mortgage page shows the client, property, status, and the actions you can take on that mortgage.
On the tracked mortgage page you'll see the client, property, status, and three tiles: Equity, LTV, and Months to maturity (shows "Matured" once the maturity date has passed).
Review a client update: select Mark reviewed next to the Client updated badge.
Edit details: in Mortgage details, select Edit, change the values, and select Save. You'll see "Saved — client report updated". Broker notes are internal and never shown to the client.
Share links: under Client links, use View report, Copy report link, or Copy edit link.
Email the client: select Email report & update link to client.
Monthly auto-report: use the toggle to send the homeowner a report every month. The card shows which day of the month it sends; reports only send when the details are complete.
Open contact: opens the homeowner's contact record.
Submission history: lists each save with a Client or Broker label.
Before you continue: Email report & update link to client and the Monthly auto-report toggle send email to the homeowner.
Convert a tracked mortgage into a mortgage file
Convert turns a tracked mortgage into a mortgage file and stops the homeowner's update link.
Open the tracked mortgage.
Select Convert, then Confirm at "Create a Pipeline file?".
You'll see "Converted — see Pipeline (Active)". Broki creates a mortgage file (with a new loan code) in the first active stage of your default pipeline. The tracked mortgage's status changes to Converted, and View mortgage file opens the new file.
Before you continue: after converting, the homeowner's update link stops working and you can no longer edit the tracked mortgage.
Archive a tracked mortgage
Archive stops monthly reports for that tracked mortgage and deactivates the homeowner's update link.
Open the tracked mortgage.
Select Archive, then Confirm at "Archive & stop monthly reports?".
Before you continue: archiving stops monthly reports and deactivates the homeowner's update link.
Update details from the email link
The update link from the homeowner's email opens their saved details so they can refresh the report.
The update link in the homeowner's email opens "Update your mortgage details" with their saved values. When they select Get My Mortgage Report, their report refreshes. If you had edited the tracked mortgage before, it shows Client updated for you.
Practical examples and other ways to use it
These are ways brokers use the mortgage track link with homeowners who are not in an active application.
Open house sign-in. One way to use this: print your mortgage track link as a QR code (see QR codes) so visiting homeowners can get a report on the spot.
Past client who funded elsewhere. Alex Sample renewed with their bank. Send them your link; they submit their $450,000 balance and maturity date, and you can follow up before the next renewal.
Turning a snapshot into a deal. Jordan Example's report shows strong equity and they ask about a refinance. Open the tracked mortgage, select Convert, and continue in the pipeline.
Keeping data fresh. If a homeowner's numbers look out of date, select Email report & update link to client so they can correct them.
Common mistakes and how to avoid them
These mistakes change who owns a contact, or turn off the homeowner's update link.
Sharing a link without your advisor part. The homeowner sees "This page needs your advisor's personal link…" and can't submit. Copy the full link from Marketing > Adopt a Mortgage. Always test your link with Open before sharing it.
Sending your link to an existing client of a colleague. Submitting through your link makes you the owner of that contact. Share only your own link with your own prospects, and check the contact owner after a submission.
Converting too early. Conversion deactivates the homeowner's update link and locks the tracked mortgage. Convert only when you're ready to work the file in the pipeline.
Treating figures as verified. Tracking data is self-reported. Confirm balances, rates, and penalties with the lender before advising.
Troubleshooting
Use these checks when the tracking page, update link, or report email doesn't work.
"Company not found. Check the link or ask your broker for an updated URL."
This message means the company part of the mortgage track link doesn't match a company.
Possible causes
The company part of the link is mistyped or out of date.
Check first
Compare the link with the one in Marketing > Adopt a Mortgage.
To fix
Copy the current link with Copy.
Send it to the homeowner again.
Confirm it worked
The link opens the page with your company branding.
"Advisor not found. Your link may be outdated — ask your broker for their current mortgage-track URL."
This message means the advisor part of the mortgage track link doesn't match a current team member link.
Possible causes
The advisor part of the link is wrong, or that team member's link changed or they no longer have access.
To fix
Open Marketing > Adopt a Mortgage while signed in as the advisor.
If no link shows, select Generate my link.
Copy and resend the link.
Confirm it worked
The page loads with the advisor's name.
"This update link is no longer active. Please contact your mortgage advisor."
This message means the homeowner's private update link was turned off.
Possible causes
The tracked mortgage was converted to a mortgage file or archived.
Check first
The tracked mortgage's status on the Tracking tab (Converted or Archived).
To fix
If archived by mistake, ask the homeowner to submit through your mortgage track link again.
If converted, update the details on the mortgage file instead.
Confirm it worked
A new submission appears under Active on the Tracking tab.
The homeowner didn't receive the email
The report email is missing when the address is wrong or the message landed in spam.
Possible causes
The email address was mistyped on the form.
The message went to spam.
Check first
The email on the contact record.
To fix
Correct the contact's email if needed.
Open the tracked mortgage and select Email report & update link to client.
Confirm it worked
You see "Email sent to client".
Contact support if
You see "Failed to send email" repeatedly. Include the client's name, the button you used, the exact message, and the approximate time.
Tips and best practices
These habits keep tracked mortgage reports accurate and timely.
Put the link in your post-funding and annual check-in emails, because homeowners who update their own numbers keep your reports accurate.
Check the Tracking tab for Client updated badges weekly; an update often means the homeowner is thinking about a change.
Use Broker notes for context about the conversation, since they're never shown to the client.
Limitations and important behavior
These limits apply to every tracked mortgage, whether the homeowner submitted once or again.
The figures are self-reported by the homeowner. Penalty and savings scenarios on the Tracking tab are estimates only.
Tracked mortgages aren't mortgage files: they have no loan code, aren't in the pipeline, and don't count toward Portfolio stats until converted.
Broki keeps one active tracked mortgage per contact and property address. If the same homeowner submits again for the same address, the existing tracked mortgage is updated; a different address creates a second one. After a conversion or archive, a new submission creates a fresh tracked mortgage.
Client updated appears when the homeowner changes details after you last edited the tracked mortgage. Homeowner changes overwrite your edits to the mortgage fields (not your Broker notes).
Submitting through an advisor's link reassigns an existing contact to that advisor.
Uploading a mortgage statement instead of typing details is not available yet.
The homeowner can't change their name, email, or phone from the update link — only property and mortgage details.
Frequently asked questions
These questions are about access, the homeowner report, and undoing a conversion.
Does the homeowner need a Broki account to use this page? No. The page and update link work without an account.
How do I open the same report the homeowner sees? Open the tracked mortgage and select View report.
Can I undo converting a tracked mortgage? No. Work with the new mortgage file in the pipeline instead.
Related articles
These articles cover the link you share, Portfolio, and related homeowner pages.