Inquiry arrives
The client completes the short mortgage review form.
The big picture
One connected flow, seven simple steps.
A lead should never get lost between an ad, a phone call, a text, a note, and a folder. Broker OS connects those pieces into one working path.
You get notified
Your phone buzzes and the lead appears on your board.
Client gets a reply
An automatic text confirms you received the request.
You call and qualify
Tap the phone number, add notes, and update the stage.
You request documents
Pick a deal type and text the client their private upload link.
You review the file
Track progress, accept good files, and reject anything unclear.
You close or nurture
Move the lead to Funded, Nurture, or Not a Fit.
The safety net: lead capture is the priority. If a notification or text ever fails, the lead is still saved to the board.
Your daily routine
The simplest way to run Broker OS.
Use this routine at the start of the day, after a lead alert, and before you finish for the evening.
Open your board
Use the same passphrase on your phone or computer. Your browser remembers it on that device.
Clear missed callers first
Start with Calls needing follow-up. Add an unknown caller to the pipeline, call through Orb, or mark the call handled.
Work New Lead next
Open the client, call while the inquiry is fresh, then change the stage and add the useful facts to Notes.
Start documents for qualified leads
Choose Refinance or Equity take-out. Then tap Text client to send the private upload link.
Review every Docs chip
A chip like Docs 3/5 shows progress. Tap it, accept readable files, and reject anything that needs to be sent again.
Remind only when needed
Once Orb approves the reminder wording and the feature is unlocked, tap Remind now on an incomplete file to send a real reminder after the confirmation prompt.
Keep the stage honest
Move each lead to the stage that reflects what is actually happening. Put future follow-ups in Nurture, not in New Lead.
Lead intake
What happens when someone fills out the form.
The form asks only for the information you need to make the first call: name, phone, email, mortgage goal, and permission to contact them.
Form submitted→Lead saved→Phone push→Auto-text→Booking option
What you get
- A new card in New Lead
- Name, phone, email, and stated goal
- A phone push you can tap to call
- A timestamp showing how fresh the lead is
What the client gets
- A confirmation screen
- Your approved automatic text
- A STOP opt-out line
- A 15-minute booking button when booking is active
The form is consent-based. The automatic message responds to a request the client just submitted. It is not a cold marketing text.
Pipeline board
Your working home base.
The board refreshes every 30 seconds. It works on desktop and mobile, and mobile shows one stage at a time so the cards stay readable.
Contact fast
Tap the phone number to call or the email address to open a new email.
Save the context
Add notes directly on the lead card. The note saves when you leave the field.
Move the work
Choose a new stage from the dropdown. The board saves the move immediately.
New LeadNot contacted yet.
ContactedYou reached out or connected.
Qualified / InterestedThe opportunity is real and worth progressing.
Docs InThe client has sent documents and the file is moving.
Funded / ClosedThe mortgage funded or the file closed successfully.
NurtureNot ready now, but worth calling later.
Not a Fit / LostNo longer an active opportunity.
Delete means forever. The X on a lead card permanently removes that lead after a confirmation. There is no undo. Use it only for test, duplicate, or junk leads.
The working board stays focused. Pipeline opens on Active leads with only New, Contacted, Qualified, and Docs In, using four fluid columns that fit without sideways scrolling. Nurture has its own compact list. Closed keeps Funded and Lost out of daily work. Grouped list remains available as a secondary layout, and mobile still shows one chosen active stage at a time.
Speed-to-lead
Calls and booking keep moving even when you are busy.
Call forwarding
Calls to the Orb lead number route through to your real phone. The client sees the business number, not your personal routing setup.
Missed-call text-back
If you do not answer, Broker OS can text the caller automatically with your approved message and booking link.
Your voicemail greeting
If you do not answer, callers hear your own recorded greeting instead of a robotic message and can leave a voicemail after the beep.
Duplicate protection
The same caller will not get repeated missed-call texts within ten minutes.
Tracked booking
The booking link routes to your Google appointment schedule. Broker OS records when it is clicked.
Calls needing follow-up
Broker OS shows every missed caller until they reply, you call them through Orb, or you mark the call handled. Unknown numbers can be added directly to New Lead.
Use Call through Orb when you want automatic callback tracking. A callback from your personal phone cannot be detected by Broker OS. If you call another way, return to Broker OS and tap Mark handled.
When there is no booking button: the booking link is not active. The form and lead capture still work normally.
Document capture
Collect a complete file without email ping-pong.
Document capture is live for Refinance and Equity take-out. Purchase is visible as coming soon and cannot be selected yet.
Choose the deal type
On the lead card, select Refinance or Equity take-out. Broker OS creates the checklist, a private upload link, and a client folder in Google Drive.
Send the link
Tap Text client to send the link immediately after the confirmation prompt. Use Copy link if you want to send it yourself another way.
Let the client upload
The client taps each checklist item and attaches a PDF or photo. Photos are compressed before upload when possible. Progress saves as they go.
Watch progress on the card
The Docs chip shows progress, for example 3/5. Red means less than half, amber means in progress, and green means all required items are in.
Accept or reject each file
Every client on Documents starts collapsed. Tap the client summary to open the checklist, then use ✓ to accept or X to reject. If you reject a file, add a short reason so the client knows what to fix.
Finish the file
When every required item is uploaded, your phone gets a completion push. A later rejection reopens the checklist until the replacement arrives.
Follow up on missing items
When reminders are unlocked, Remind now sends a polite text listing only the missing items and the same private upload link. Broker OS records the reminder count and next scheduled date. Manual and automatic reminders are built but remain switched off until Orb approves the wording, cadence, and test.
Client view
A clean mobile checklist with Required and Optional labels, progress, upload status, and clear re-upload instructions.
Your view
Progress and file review stay on the same lead card you already use.
File storage
Uploads land in that client's Google Drive folder rather than being attached to texts or exposed on the board.
Next release: P3
Renewal Radar keeps Spencer's own funded book visible.
P3 is built on a separate release branch and is not available in production yet. It imports only Spencer's existing funded clients, watches maturity dates, and creates reviewable T-6, T-3, and T-1 renewal drafts.
Review queue
Each due touch shows the client, renewal date, subject, body, and the market-rate context used. Spencer can edit or skip it before anything reaches Gmail.
Renewal timeline
Funded clients are sorted by maturity date. Missing dates remain visible and never schedule silently.
Draft-first Gmail flow
The integration can prepare a draft in Spencer's mailbox after OAuth and compliance approval. It has no send endpoint. Spencer checks the Gmail draft and presses Send himself.
Manual market context
Only an operator-entered benchmark is used. Every generated rate sentence says it is general market context, not a rate offer or approval.
Not production-active yet. The funded-book import, scheduled scan, and Gmail-draft write each default to off. Do not import real client data or connect Spencer's mailbox until the bounded test and principal-broker/compliance approval are recorded.
Current scope
What is live, and what is not live yet.
This line matters. Anything in Coming later is part of the Broker OS roadmap, but Spencer should not expect it to work today.
Broker OS is now one production workspace. Today, the focused Active / Nurture / Closed pipeline, Documents, call follow-up, and Renewal Radar all live together. Old board and renewal bookmarks now open this workspace.
Available today
- Public mortgage review form
- Consent capture and lead storage
- Phone push for new leads
- Approved automatic first-response text
- Private seven-stage pipeline board
- Tap-to-call and tap-to-email
- Lead notes, stage changes, and permanent deletion
- Call forwarding, Spencer's voicemail, and missed-call text-back
- Google appointment booking link
- Refinance and equity take-out document checklists
- Private client upload pages
- Google Drive filing
- Document progress, accept, reject, and completion alerts
Waiting on compliance approval
- Confirmed one-tap document reminders
- Automatic document reminder schedule
Available in Broker OS
- Focused Active, Nurture, and Closed pipeline
- Call follow-up queue
- Renewal review queue and timeline
- T-6, T-3, and T-1 app drafts
- Manual rate-context grid
Present but still locked
- Own-book funded-client import
- Scheduled renewal scan
- Draft-only Gmail preparation
These three write paths remain off until their recorded compliance, mailbox, and release approvals are complete. Broker OS has no email-send endpoint.
Not available yet
- Purchase document checklist
- Annual nurture and rate-drop watch
- Realtor partner portal
- Call-to-file notes
- AI document reading and income calculations
- Lender policy Q&A
- Compliance note drafting
- Meta native lead-form connection
Quick fixes
What to do when something looks wrong.
I entered the wrong board passphrase.
Try it again carefully. If it still fails, ask Jaret to confirm or reset the board access. Do not share the passphrase in a public channel.
Renewal Radar does not open.
Open Broker OS from its hosted production link, sign in, and tap Renewals. A downloaded or local HTML file cannot reach the private backend. The hosted login reports a wrong passphrase or service problem instead of failing silently.
A new lead is not showing on the board.
Tap Refresh and check New Lead. The board also refreshes itself every 30 seconds. If it is still missing, send Jaret the approximate submission time, not the client's full private information.
The document text failed.
Tap Copy link and send the upload link yourself. A failed document text does not remove the lead or the checklist.
A document reminder was skipped.
Automatic reminders may be switched off, or messaging may be temporarily unavailable. You can still tap Copy link and send the upload link yourself. A skipped reminder never changes the checklist or removes a file.
The client cannot upload a file.
Ask them to try a PDF or a clear photo. Each file must be 4 MB or smaller after any image compression. If a PDF is too large, they can reduce it or send that file to you directly.
The client uploaded the wrong or blurry document.
Open the Docs chip, reject that item, and add a short reason. The item reopens on the client's checklist so they can upload a replacement.
The booking button is missing.
The booking link is turned off or unavailable. Lead capture, notifications, and the board still work.
A funded client says Needs date in Renewal Radar.
The import did not include a valid maturity date. In the private admin console, edit the client and enter the date as YYYY-MM-DD. The client will not schedule a draft until that date is valid.
Prepare Gmail draft is locked.
The compliance switch or Spencer's one-user Gmail OAuth connection is not active. The renewal copy stays safely in the review queue and no email is sent.
I accidentally deleted a lead.
Deletion cannot be undone from Broker OS. Contact Jaret immediately so he can check whether a source record still exists elsewhere.
Privacy and control
Designed for real client information.
Board access
The lead board is protected by a passphrase. The manual contains no passphrases, tokens, or client records.
Client links
Each document request gets its own hard-to-guess link scoped to one lead. Do not post a client's link publicly.
Secrets stay server-side
Google and messaging credentials are stored in the hosted system, not in the browser.
Search privacy
The form, board, upload page, and this guide are marked so search engines should not index them.
Own-book only
Renewal Radar is for clients Spencer has already served. Cold or purchased prospect lists never belong in the funded book.
Keep client information in Broker OS. Do not paste private financial details, IDs, or client document links into public chat channels.
Release notes
What's new in Broker OS.
Single Broker OS Production WorkspaceJuly 30, 2026
Promoted the approved workspace to production, retired the V1 board and standalone Renewal Radar pages, and redirected their old bookmarks into the single current workspace. Renewal write switches remain off.
V2 Current Build + P3 IntegrationJuly 27, 2026
Made V2 the active development baseline and added Renewal Radar as a fourth workspace view with its review queue and maturity timeline. This build was later promoted as the single production workspace.
P3 Build: Renewal RadarJuly 27, 2026
Built the own-book import, maturity timeline, T-6/T-3/T-1 draft generator, manual rate context, and draft-only Gmail preparation. Every P3 write switch defaults off pending compliance and OAuth approval, and the backend has no send endpoint.
V2 Preview: Focused Pipeline NavigationJuly 25, 2026
Moved Nurture, Funded, and Lost off the daily Kanban. Active leads now fit in four fluid columns without a sideways board scroll. Added dedicated Nurture and Closed subviews while keeping Grouped list as an alternate layout.
V2 Preview: Grouped Pipeline + Call Follow-upJuly 25, 2026
Added the stage-grouped list option and a Calls needing follow-up queue that distinguishes captured and uncaptured callers and demonstrates tracked Orb callbacks, add-to-pipeline, and mark-handled actions.
V2 Preview: Collapsible Client FilesJuly 25, 2026
Made every client on the V2 Documents page collapsible and collapsed by default. The closed summary keeps the client, file type, progress, and review status visible.
P2b: Document Follow-upJuly 21, 2026
Built confirmed one-tap reminders, missing-item text, reminder history, and the scheduled chase engine. Both send paths stay switched off until Orb's compliance approval is recorded.
Mobile layout polishJuly 21, 2026
Balanced the small-screen licence line and removed narrow-screen overflow from the journey demo.
P1: Spencer's VoicemailJuly 20, 2026
Connected the Orb number to Broker OS and replaced the robotic missed-call message with Spencer's own greeting and voicemail recording.
P2a: Document CaptureJuly 12, 2026
Added per-lead checklists, private upload links, Google Drive folders, progress chips, file review, and completion alerts.
P1: Speed-to-LeadJuly 12, 2026
Activated call forwarding, missed-call text-back, tracked booking, and the Google appointment link.
P0: Live Lead EngineJuly 6, 2026
Launched the consent-based intake form, live pipeline board, phone push, automatic first-response text, notes, stage moves, and lead deletion.
This is a living manual. Broker OS release checks require this page to be updated in the same change as any new or changed feature. The guide ships with the product, so its web address stays the same.
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