Checklists are a pivotal tool to ensure every deal requirement, from sales to settlement, is met. This article describes checklist features, when to use them, how they are connected to tasks, and best practices.
The purpose of a checklist is to error-proof a process. That means important tasks are not forgotten, and key tasks are completed at the right stage during the workflow.
Contents
Prerequisites
None.
Video walkthrough
Learn about checklists.
Displaying a checklist
Follow these steps to open a checklist.
Go to the side panel and select a board (e.g. Leads or Deals).
Locate a card in a stage and double-click the name. The page displays full view mode.
Go to the panel on the right and click the Checklist link.
Click an arrow to expand a folder and display checklist items.
Reviewing checked items
When someone on your team marks an item as complete, BrokerEngine adds a checkmark and an arrow. Click the arrow to open a folder that shows who marked the item complete and the date/time.
Following best practices
Tasks and checklists
It's a good idea to link a checklist to a task. This helps to ensure accountability and support good work habits, especially if you and your team are in the habit of managing work according to the list of items on the Tasks page. When a task is finished, you know the checklist is done, too.
One checklist per team member
Make sure all the items in a checklist are assigned to a single team member. This helps to avoid confusion and support accountability. To avoid miscommunication, BrokerEngine creates checklist items with specific assignments (e.g. Broker and Team) for separate team members.
Using built-in checklists
BrokerEngine comes with built-in checklists to support standard broker processes. If we customised your workflows when you signed up to BrokerEngine, your checklists might differ from the defaults.
These are the default built-in checklists:
Lead checklist - Manage the booking of the first appointment and ensure a welcome pack is sent to the prospective client.
Pre-Research checklist - Available in the Leads Dashboard after your team receives supporting documents from the client, it's the first step in calculating servicing. This checklist is particularly useful when delegating research and servicing tasks.
LSR Preparation checklist - Prepare a Loan Strategy Report for the client.
Broker Handover checklist - Make sure all important sales process steps have been addressed before handing the deal over to the loan processing team.
Pre-Submission checklist - Complete this before the team finishes the lodgement in aggregator software. This helps to ensure the team doesn't let through any deal killers (e.g. missed or late payments on credit cards, loans, or gambling transactions) and the names are accurate.
Signed App Docs Received checklist - Submit the deal to the lender once you receive signed application docs from the client. This checklist ensures the lender reference is entered, documents are sent to the lender, and the valuation status is updated.
Formal Approval checklist - After receiving formal approval, ensure the lender has approved the loan as required by the broker (e.g. pricing is applied, lender rebates are approved, and LMI is capitalised).
Compliance checklist - Ensure VOI, living expenses, and compliance documents have all been correctly completed and uploaded to aggregator software. Run the Deal History report.
Bank Ready to Settle checklist - Complete this checklist when the bank confirms the lender is ready to make a settlement booking. Confirm Authority to Debit accounts.
Settlement Booked checklist - Confirm the date and time of the settlement.
Settlement checklist - On settlement, update key details to allow clients to proceed with loan repayments via the Settlement Advice report.
Customising checklists
You can create checklists in BrokerEngine and set them to display on specific cards. Click here to learn more.
Adding checklists to workflow tasks
You can incorporate checklists into automated workflows.
While creating a task template, you can designate a checklist that should be marked as complete before the task can be finished. For example, if you always hand over an account to a different team at the deal processing stage, you can create a Broker handover task template that requires the user to mark every item on the Broker handover checklist as complete before they can complete the task.
Using 1-click workflows
Many 1-click workflows add a built-in checklist to a card at a specific stage in their lifecycles.