Checklists play a key role in ensuring every stage of a deal is completed, from the initial sale to final settlement. This article explains the main checklist features in BrokerEngine, when to use them, how they connect to tasks, and best practices for using them effectively.
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
Know how to create a lead or deal card.
Video walkthrough
Learn about checklists.
Displaying a checklist
The first step is to open the Checklist menu within a lead or deal card.
Go to the side panel, click the Boards icon, and select a board (e.g. Leads or Deals). Locate a card on a stage and double-click the name. The card displays full view mode.
Go to the panel on the right and click the Checklists icon. Click an arrow to expand a folder and display checklist items.
Reviewing checked items
BrokerEngine adds a green checkmark when a team member marks an item as complete. A yellow folder icon shows partial progress on the checklist. A green folder icon indicates that all items are complete.
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 complete as well.
One checklist per team member
Assign all the items in a checklist to a single team member. This helps to avoid confusion and support accountability. To avoid miscommunication, you can create 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 the aggregator software. This helps 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 the 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.
When creating a task template, you can designate a checklist that must be marked as complete before the task can be considered finished. For example, suppose you always hand over an account to a different team at the deal processing stage. In that case, 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.