MBMS
Getting Started Guide

How MBMS actually works

One loan file followed from first contact to settlement, in the order you'll actually click through it — plus jobs, tasks, documents, and who can do what.

01 · Client to Settlement

The journey, start to finish

This walks through one real application from first contact to settlement — the order you'll actually click through it in.

  1. 1
    You (broker)

    A new prospect gets in touch

    Someone wants a home loan. You don't need any of their details yet — just send them a link and let them fill in their own information and sign the privacy agreement themselves.

    Click New Client → Send Onboarding Link. If you'd rather enter their details yourself, use New Client → Manual Entry instead and send them a shorter link that's just for signing.
  2. 2
    Client

    The client signs the privacy agreement

    They open the link on their phone or computer, enter their details, and draw their signature. Nothing more is needed from you here — a client record is created automatically the moment they sign.

    You'll get a notification: “[Name] signed their privacy agreement.”That's your cue to open their file.
  3. 3
    You (broker)

    You open their file and start the application

    Confirm the basics — loan amount, whether it's a purchase or refinance, any deadline — and the application moves into In-Progress. This is also when you'd request the documents you need from them.

    From the client's page, click New Application, then Request Documents to send them a checklist of what to upload.
  4. 4
    Client

    The client uploads their documents

    They use their own link to upload files at their own pace. You'll see progress update live — the application moves itself to Docs Received the moment everything's in.

    Moves automatically — nothing to check in on.
  5. 5
    You (broker)

    You review and approve each document

    Open each file, check it's legible and correct, and approve or reject it. A rejected document sends the client a reason and asks them to re-upload — the application quietly drops back to In-Progress until it's fixed.

    Only approved documents can later be sent to the lender — anything pending or rejected is blocked from that step.
  6. 6
    You (broker)

    You complete the compliance checklist

    Ten quick items — fact find, credit guide, privacy statement and so on — confirming you've met your regulatory obligations for this client. This has to be fully ticked off before the file can go any further.

    Open the application and click Compliance Checklist. The badge on the application shows how many of the 10 items are done at a glance.
  7. 7
    You (broker)

    You send the file to the lender

    Pick a lender, and MBMS zips up the approved documents and drafts an email for you to send from Outlook. Once you confirm it's sent, the application moves to Submitted.

    From the application, click Submit to Lender, choose the lender, review the pre-filled email, and send it.
  8. 8
    Lender

    The lender reviews it

    This happens outside MBMS — you're waiting on the lender now. When they respond, you record the outcome yourself: conditions to satisfy first (Conditionally Approved), or straight through to Approved, with a settlement date attached.

  9. 9
    You (broker)

    The loan settles

    Settlement day arrives, the loan pays out, and you record the final amount. The application moves to Settled — the end of this file's journey.

    Done.

02 · What Else Can Happen

Not every file ends in Settled

These aren't failures — they're normal outcomes that can happen from almost any point in the journey above, not just at the end.

Pauses

On Hold

Waiting on the client, a document, or something outside your control? Put the application On Hold from New Lead or In-Progress. It sits there until you're ready to pick it back up — nothing is lost.

Client changes their mind

Withdrawn

The client decides not to proceed. This can happen at any stage — even from On Hold. The file stays on record, just marked as withdrawn rather than deleted.

Lender says no

Declined

The lender turns the application down. Like Withdrawn, this can happen from any live stage, and the file is kept for the record.

03 · At a Glance

Who does what

Client

Signs the privacy agreement and uploads documents — both through their own private link, no login needed.

Broker

Runs the whole file day-to-day: requests documents, reviews and approves them, completes compliance, and submits to the lender.

Manager / Admin

Same as a broker, plus can override the compliance checklist gate and manage what other staff are allowed to do.

04 · The Day-to-Day Work

Jobs, Tasks & Documents

The work that happens inside a client or application — assigning work to each other, and the back-and-forth of collecting documents.

Jobs — work that produces a file

A Job is for anything where the finished output is a document — a valuation report, a signed form. Created from a client or application page and handed to someone on the team.

  1. 1
    Manager / Broker

    You create the job and assign it

    Give it a title, a due date, and pick who's doing it. They're notified straight away.

    From a client or application page, click Add Job.
  2. 2
    Assignee

    They start the job

    Marking it started just changes its status so everyone can see it's actually underway.

    Open the job and click Start Job.
  3. 3
    Assignee

    They attach the finished file and submit it

    The completed document gets uploaded to the job, then it's handed back for sign-off.

    Click Upload Document, then Submit for Review.
  4. 4
    Manager / Broker

    You check it and approve or reject it

    Approve and the job is done. Reject with a reason and it goes back to the assignee to fix and resubmit — no need to start over.

    Open the job and click Approve or Reject.

Rejected → assignee resubmits → back to approval, no restart needed.

Use a Job when…

  • The output is a document or file to attach
  • e.g. a valuation report, a signed disclosure form

Use a Task when…

  • It's a checklist-style action, tracked with notes instead of a file
  • e.g. “Call the client to confirm income”

Collecting documents from a client

Every client or application can have its own document request — a checklist you send them, that they fill in from their own link.

  1. You build the checklist and send the link.
  2. The client uploads at their own pace.
  3. You review each file and approve or reject it individually.
  4. A rejection sends the client the reason and asks for just that file again.
  5. Once every item is approved, the request completes automatically.
Active — still waitingComplete — all approvedExpired — resend the link

05 · Admin Reference

Permissions & access

Every account is Admin, Manager, or Employee. Employee is the only role that's configured permission by permission.

Full access

Admin

Sees and can do everything. Only Admins can override the compliance checklist requirement or promote someone else to Admin.

Broad access

Manager

Full access to applications, clients, and reporting by default. Three sensitive extras stay off until an Admin grants them.

Configurable

Employee

Starts with no access beyond what's explicitly granted — every permission below is off until switched on.

Settings→Team→Permissionsnext to their name

Applications

View all applications

Off by default

See every application in the organisation, not just the ones assigned to them.

Edit applications

Off by default

Change details on an application — title, notes, status — for the ones they can see.

Change status freely

Off by default

Skip stages instead of following the normal order.

Force approve documents

Off by default

Approve or reject client-uploaded documents, and see the organisation-wide Documents queue.

Clients

View full client details

Off by default

See sensitive fields on a client's record — date of birth, home address.

Create and edit clients

Off by default

Add a new client manually, or edit an existing client's details.

Logs & Reports

View audit log

Off by default

See the organisation-wide Audit Log page.

View upload logs

Off by default

See the Upload Logs page, tracking every client document upload.

View reports and analytics

Off by default

See the Reports page — completion rates, team performance, PDF export.

Administration

Manage lenders

Off by default

Add or edit the lender list used across applications and submissions.

Manage team members

Off by default

Invite new staff, approve pending accounts, deactivate people, and change roles.

Reset to defaults

The Permissions window has a Reset to Defaultbutton that clears every custom grant back to the role's starting point in one click.

Promoting to Admin

Gives unrestricted access to everything, and can only be undone by another Admin demoting them afterwards.

06 · Admin Reference

Organisation setup & branding

Your logo and colour show up on every page a client sees — the onboarding form, the document upload page, and the privacy agreement — plus your own sidebar and login screen in the desktop app. Setting it up takes a minute.

Settings→Branding

Logo

PNG, JPEG, WEBP or SVG, up to 2MB. Use a square or near-square mark — it's shown small, next to your organisation name.

Primary colour

A hex code, e.g. #0047B3. Pick it from your own logo or letterhead so client-facing pages feel like they came from you, not from MBMS.

Phone, website, address

Shown in the footer of client-facing pages, so a prospect can verify who they're dealing with before they upload anything sensitive.

Save Branding

Applies everywhere immediately — no need to resend links you've already shared with clients.

Where it shows up

Client-facing pages

The onboarding form, document upload page, and privacy agreement a client opens from their link — all carry your logo and colour, not MBMS's.

Desktop app

Your logo appears in the sidebar and on the login screen for everyone on your team.