Smartr365 User Manual · 3. Select “Mortgage Rates” To update: 1. On the field on the left, enter a Loan to Value Percentage 2. On the field on the right, enter a mortgage rate

Smartr365

User Manual v04

Contents 1. FINALISING YOUR ACCOUNT ........................................................................................................... 4

2. SETTINGS ......................................................................................................................................... 4

2.1 Branding .................................................................................................................................. 4

2.2 Billing Details ........................................................................................................................... 5

2.3 SmartrCriteria ......................................................................................................................... 6

2.4 Twenty7Tec ............................................................................................................................. 6

2.5 ULS Details .............................................................................................................................. 6

2.6 Suitability Report Templates ................................................................................................... 7

2.7 Adviser Settings ....................................................................................................................... 8

2.8 Solicitors .................................................................................................................................. 9

2.9 Create Team ............................................................................................................................ 9

2.10 Acknowledgements ............................................................................................................... 10

2.11 Admin Team .......................................................................................................................... 10

2.12 Service Limits and Usages ..................................................................................................... 12

2.13 Mortgage Rates ..................................................................................................................... 13

2.14 Introducer Procuration and Agent Fee Settings ................................................................... 14

3. THE DASHBOARD .......................................................................................................................... 15

4. INTRODUCER ................................................................................................................................. 16

5. APPLICATION MENU ..................................................................................................................... 18

5.1 Adding a client: ..................................................................................................................... 19

5.2 Kanban View ......................................................................................................................... 21

6. CLIENT APPLICATION ..................................................................................................................... 22

6.1 Application Summary ............................................................................................................ 22

6.2 Applicant Details ................................................................................................................... 24

6.3 Finances ................................................................................................................................ 25

6.4 Outgoings .............................................................................................................................. 26

6.5 New Properties ..................................................................................................................... 27

6.6 Existing Properties ................................................................................................................ 28

6.7 Protection ............................................................................................................................. 29

6.8 Documents ............................................................................................................................ 30

6.9 Application Services .............................................................................................................. 33

6.10 Sourcing ................................................................................................................................ 33

a) SmartrCriteria ....................................................................................................................... 33

b) Twenty7Tec ........................................................................................................................... 33

c) MortgageBrain Anywhere ..................................................................................................... 35

6.11 SolutionBuilder...................................................................................................................... 35

6.12 Conveyancing ........................................................................................................................ 36

6.13 Suitability Reports ................................................................................................................. 37

7. REPORTS ........................................................................................................................................ 39

1. FINALISING YOUR ACCOUNT

Welcome to Smartr365! Once your Smartr365 instance has been created, you will have received an

email from us with your new URL, as well as the email login for your CEO business account.

After following the URL and entering your CEO email login, you will be presented with the login

screen.

As this is your first time logging in (as either the CEO or adviser), unless you are set up with

Office365, you will now need to sign up to set up your account. To do so, click “Sign Up Now”.

Enter in your email and click “Send Verification Code”. You will receive an email from Microsoft

containing a 6-digit code to enter. After this, choose your password and confirm the signup. From

here you will log in, viewing the Dashboard screen. For initial setup, continue to “Settings” on the

menu.

2. SETTINGS

2.1 Branding

The branding page is where you can edit the aesthetics of the platform, as well as certain parameters

for Smartr365’s email templates.

Business Name – Whatever the registered name of your company is.

MailChimp Key – Enter a generated API Key from MailChimp to allow for email campaigns. See here

for more information on generating Mailchimp API Keys.

Website URL – Enter your business website, if applicable. This will appear on all email templates.

Network statement – Enter your network statement, stating your membership of a certain network or

whether you are directly authorised by the Financial Conduct Authority. This will appear on all email

templates.

Referral statement – Enter your referral statement, encouraging others to refer anyone looking for a

mortgage to yourself. This will appear on all email templates.

Email disclaimer – Enter your email disclaimer, acknowledging that data transferred over email may

not necessarily be secure. This will appear on all email templates.

https://mailchimp.com/help/about-api-keys/

You can customise the colours of both your system and email templates. You can either drag the two

black circles or enter in a specific colour code. What each colour affects is as follows:

Primary Colour Primary buttons; email headline background

Secondary Colour Menu text

Accent Colour Top banner; secondary menu text

The final section allows you to upload your logo.

Upload Logo – Updates the logo in the top left of the system, as well as on initial login.

Upload Favicon – Updates the small icon seen on the browser tab.

2.2 Billing Details

To facilitate the use of the system and its additional services, enter the card you wish to use for

payment on this section.

2.3 SmartrCriteria

SmartrCriteria only requires your company FCA number. Saving this will enable the use of its criteria-

matching system within Smartr365. See here for more information on SmartrCriteria.

2.4 Twenty7Tec

If you currently have a Twenty7Tec account, you can enter your Company ID and Site ID to link it to

Smartr365. If you would like to use Twenty7Tec, contact your account manager (additional costs may

apply).

2.5 ULS Details

To sign up to ULS’ eConveyancer, enter in the respective fields and finalise signup. This will

immediately allow you to run conveyancing through Smartr365. See here for more information on

ULS’s eConveyancer solution.

https://www.legalandgeneral.com/adviser/mortgage-club/helping-you-grow/smartr-criteria/

http://www.econveyancer.com/about-us/what-is-econveyancer/

2.6 Suitability Report Templates

The Suitability Report creator allows you to design your suitability reports, which you can then load

and pre-populate within each individual application.

All previously designed templates will be presented, with the ability to edit and delete . By default,

newly created templates are set as Inactive. To allow them to be used by advisers, toggle this button

to be Active.

If you have not created any letters, this initial section will be blank.

To create a new template, select Add New Template. You can create as many as you like.

Within a template, any information entered into the blank space will be present on the report when

being reviewed for a case. Any text entered will be uneditable when reviewing it for an application.

Tokens on the right hand side allow you to select the information that is automatically pulled from the

Factfind. To add this to your template, either click the relevant token or drag them onto the template.

Along the top of the template are additional text options. Selecting Editable Text creates a text box

within which the contents can always be changed. Such examples of use would be for a personalised

paragraph, or for instances where there are no relevant tokens.

Optional Content allows you to choose whether or not the text within it will appear for a specific

client’s report. One such example may be a list of options of what advice was pursued, rather than a

free hand editable text.

Comment boxes allow you to add information with a private comment, to perhaps remind you about

the paragraph’s content. Entering information in the red section will only be visible to the adviser when

reviewing the letter, and not for the finalised letter.

Date Picker enables you to select a date from a calendar when reviewing a case.

Note: you can place additional text options within each other.

Upon entering general settings, you will be in the adviser settings.

2.7 Adviser Settings

To add an adviser, enter in the relevant information for an individual adviser. The minimum required is Name and Email. Click “+Add Adviser” to add them to the system.

Note: if you are the business owner and an adviser within the business, you will have to add yourself

as an adviser. This will require a separate email, so make sure you set yourself up correctly.

To edit an adviser, select the edit button next to their name, change the relevant information, and

click “Update”.

To delete an adviser, click the delete button and confirm the action.

To add an adviser to a team, edit the individual, and tick the relevant teams under “Assign Teams”.

Click “Update” to update the information. To set up adviser and admin teams, see Adviser Settings and Admin Teams respectively.

MortgageBrain Anywhere and SolutionBuilder are activated within this section as well. For each

adviser, enter in their login credentials, and update them.

2.8 Solicitors

To add a solicitor, enter in the relevant information for a solicitor. The minimum required is Practice Name, Solicitor Name, and Solicitor Email. Click “+Add Solicitor” to add them to the system.

To edit a solicitor, select the black edit button next to their name, change the relevant information, and

click “Update”.

2.9 Create Team

You may wish to grant certain advisers the ability to view other people’s applications (i.e. as a

manager). Under “Team Settings” enter the team name on the left-hand box, and select the team

leader from the dropdown menu of advisers. Click “+Add” to add the team. To add advisers to the

team underneath the overseer, see Adviser Settings. Assigning an adviser to a team will allow the

overseer to see their applications and activity.

To edit a team, select the edit button next to their name, change the relevant information, and click

“Update”.

To delete a team, click the delete button and confirm the action.

2.10 Acknowledgements

Any files uploaded under “Acknowledgements” will be presented for any client to accept upon logging

into Smartr365. Select a file and date range for which it is valid and click “Upload”. If you need to

remove the acknowledgment, click “Expire” to the corresponding file.

Note: Only .pdf documents can be uploaded as acknowledgements.

2.11 Admin Team

The Admin Team page allows you to add administrators and assign them to advisers. This will allow

them to perform tasks and update cases on the adviser’s behalf.

To access the page:

1. View “General Settings”

2. Hover over “Settings”

3. Select “Admin Team”

To add a new admin team:

1. Select the “Team” submenu

2. Enter in a Team Name, Contact Name, Telephone and Email for the admin.

3. Click “+Add”.

To assign an adviser to an administrator:

1. Select the “Adviser List” submenu

2. Select the black edit box to the corresponding adviser.

3. Select the relevant admin teams under “Assign Admin Teams”

4. Click update

After this, the administrator will be able to view the applications of any adviser they have been

assigned to.

2.12 Service Limits and Usages

This page allows you to set the authorisation limits for Digidentity and MOGOplus. By default, these

are set to 0.

To access the page:



3. Select “Service Limit and Usages”

To update:

1. Click the black edit box on the corresponding adviser

2. Edit the value under “MOGO limit” and/or “DIGI limit”

3. Click “+Update Limit”

The adviser will then be able to authorise the use of either service this amount of times.

2.13 Mortgage Rates

The mortgage rates page allows you to set a specific mortgage rate corresponding to a Loan To

Value amount.

To access the page:



3. Select “Mortgage Rates”

To update:

1. On the field on the left, enter a Loan to Value Percentage

2. On the field on the right, enter a mortgage rate

3. Click “+Add”

To remove a section, click the red “X” next to the corresponding entry.

2.14 Introducer Procuration and Agent Fee Settings

On this page, one is able to set procuration and agent fees for specific introducers. These rates will

calculate the introducer fees when generating business reports.

To access the page:



3. Select “Introducer Procuration and Agent Fee Settings”

To update:

1. Select the black edit box on the corresponding introducer

2. Change the values in “Procuration Fee” and/or “Agent Fee”

3. Select “Update”

3. THE DASHBOARD The Dashboard displays headline figures that allow either the business owner to monitor the entire

business, or the individual adviser their own clientele.

The information is generated as you fill out applications. No information is entered directly onto the

dashboard. To change the timeframe, select “Last 31 Days” to alter what date range is selected for

the data.

Your Remortgage Contact Opportunities are automatically updated based on the remortgage contact

dates set for any completed applications.

4. INTRODUCER

The Introducer page allows you to add introducers onto your Smartr365 system, enabling them to add

leads autonomously.

To add an introducer:

1. Enter the information for an introducer

I. The compulsory fields are Company Name, Name, and Email

2. Under “Role”, select whether they are the CEO (owner) of the company, a branch

manager, or an individual negotiator. Every introducer needs a CEO

3. Select “+Add Introducer”

To enable you to add leads that have come from introducers, you will then need to add a branch to

that introducer company.

To add a branch:

1. Select the “Introducer Branch” submenu

2. Select a company from the “Company” dropdown menu

3. Select a manager from the “Manager” dropdown menu

4. Enter a Branch Name

5. Select “+Add”

Lastly, an introducer needs to be assigned to this new branch name

To assign an introducer to a branch:

1. Select the “Introducers” submenu

2. Select the black edit box next to the relevant introducer

3. Select the correct branch under the “Assigned Branch(s)” menu

4. Select “Update”

5. APPLICATION MENU

The Applications page shows all clients, past and present – as the superuser/CEO, you are able to

view all clients within the business. This view can be changed:

The upper tier of filters changes which product types are shown: Mortgages, Life, Buildings,

Pensions, or Investments.

The lower tier of filters allows dissection via Introducers, Lenders, Advisers, Solicitors, Statuses,

and/or Date Range.

Filters can be changed by clicking and selecting further criteria if required.

To update the application list to correspond with filter changes, select “Apply Filters”. You can always

remove all filters by selecting “Clear Filters” next to it.

Further navigation is possible by moving to the next page, and by increasing the view range per page.

The current maximum per page is 200.

5.1 Adding a client:

1. Select the Add New Lead button

2. Enter lead information. Compulsory fields are noted by an asterisk.

3. Select what type of referral the lead has:

4. Introducer – has been sent by someone outside the company who isn’t an existing client

5. Client – has been sent by a former/existing client

6. Adviser – has been found and added by the adviser themselves.

7. Select the application type

8. Select “Save New Lead”

You can view a client’s applications by clicking on the client. This will expand to display all

applications according to which product is being filtered.

Selecting “View” will show you the application and client details. For more details, see Application.

The page icon will display your notes.

Selecting “View Notes” or saving what you have entered will display a timestamped history of notes

regarding this client.

Selecting the option “Email to Client” will open an email template after selecting “Save”. For more

information, see Email Templates.

Further options can be accessed by selecting the ellipsis . This expands options to download

the application , send an email , refer it to a protection adviser , transfer a lead to

another adviser , or split commission .

5.2 Kanban View

Alternative to the default list view, you can also view your cases in Kanban. Select the Kanban icon

next to “Clear Filters” and “Apply Filters”:

Your clients and their applications will then be sorted based on their status. Drag and drop

applications along as they progress, and expanding a client opens up further information on the

application.

6. CLIENT APPLICATION

6.1 Application Summary

The Application Summary provides a snapshot of the client’s general personal information, as well as

a summary of the specific application. The “Current Residential Address” and “Address” sections are

populated after entering information further in the application.

In order to set up a joint application, select “View” from the application menu, and select “+ Add a

Client”. After saving this new information, both clients will have separate FactFinds that they will enter

independently if invited at this stage.

To have them share the application, select , select the other client, and confirm.

sends an email invitation to the client to fill out their FactFind. A template will

appear:

The email can be previewed by selecting “Preview” after entering in a subject field.

Once sent the client will receive an email to begin the process.

6.2 Applicant Details

Applicant Details allows you to expand on further personal information. Personal Details, Address

History, and Dependants can all be saved independently by selecting the “Save” button at the

bottom of each section.

To add Address History:

1. Click “+Add Address”

2. Enter any relevant information

3. Click Save

Note: Rather than searching by postcode, you can select “Enter address manually” to do so.

To update the Address History:

1. Click the edit icon next to an existing address entry

2. Change any relevant information

3. Click Save

To add Dependants:

1. Click “+Add Dependant”


3. Click Save

To update Dependants:

1. Click the edit icon next to an existing dependant


3. Click Save

6.3 Finances

Finances allows you to update the client’s financial information for an application. All subsections

within it can be saved independently by selecting the “Save” button at the bottom of each section.

To add Current Employment:

1. Click “+Add Current Employment”

2. Select the Employment Type to expand further employment details


4. Click Save

To update Current Employment:

1. Click the edit icon next to an existing employment entry


3. Click Save

To delete Current Employment:

1. Click the delete icon next to an existing employment entry

2. Confirm the deletion

To add Pensions:

1. Click “+Add Pensions”

2. Enter the relevant information

3. Click Save

To update Pensions:

1. Click the edit icon next to an existing pension entry


3. Click Save

To add Investments:

1. Click “+Add Investments”


3. Click Save

To update Investments:

1. Click the edit icon next to an existing investment entry


3. Click Save

Payslips Deductions, Employment Benefit, Credit History, and Saving Arrangements are all

updated by simply entering information into the relevant fields and selecting Save.

6.4 Outgoings

Outgoings houses any expenditure and commitments for the client.

To add Expenditure:

1. Click “+Add Expenditure”

2. Select the client


4. Click Save

Regarding specific fields:

Utilities – the cumulative total of house utilities, i.e. water, electric, and gas.

To update Expenditure:

1. Click the edit icon next to an existing expenditure entry


3. Click Save

To delete Expenditure:

1. Click the delete icon next to an existing expenditure entry


To add Commitments:

1. Click “+Add Commitment”


3. Click Save

To update Commitments:

1. Click the edit icon next to an existing commitments entry


3. Click Save

6.5 New Properties

The New Properties section is where you can enter information on your new/current applications with

a client.

To add a New Mortgage

1. Click “+Add Mortgage”

2. Add relevant information

3. Click Save

To update a New Mortgage

1. Click the edit icon next to an existing commitments entry


3. Click Save

To delete a New Mortgage

1. Click the delete icon next to an existing expenditure entry


Hometrack generates the valuation, equity and Loan to Value % depending on what information has

been added.

To add a Buildings and Contents product

1. Click “+Building & Contents”


3. Click Save

To update a Buildings and Contents product

1. Click the edit icon next to an existing buildings & contents entry


3. Click Save

To delete a Buildings and Contents product

1. Click the delete icon next to an existing buildings & contents entry


A new Banking section is added for every mortgage application that has been added

To update Banking:

1. Click the edit icon next to an existing banking entry


3. Click Save

6.6 Existing Properties

Here you are able to add any existing/past applications to the system. The functionality is identical to

the New Mortgages section, except for the ability to set the status of the application.

6.7 Protection

The Protection section allows you to add existing and new protection products for a client.

To add Protection:

1. Click “+ Add Protection”


3. Click Save

To update Protection:

1. Click the edit icon next to an existing protection entry


3. Click Save

Any protection products added on this section create a product that is also selectable from the

Application Menu after filtering by protection.

Note: Currently Smartr365 does not automatically permit joint applications. Joint applications will need

to be added twice, once for each client.

6.8 Documents

All forms of documents are able to be uploaded onto the system. To add a new document, select

Upload and select the correct file. Multiple documents can be added at the same time

You are then able to select the purpose of the document, which will determine the folder(s) it is placed

into. By default, “Unprocessed Documents” is selected, however multiple purposes can be chosen.

The file can also be further defined under “Type”. If selecting an expiry date, the file will be noted as

invalid once the date has passed.

Select Save for the files to be uploaded.

Once a document is uploaded, they are displayed in the corresponding file(s), where you can:

Toggle the document’s visibility for the client – toggling yes or no underneath “Visible” selects whether

the client can view the platform on their client portal.

Toggle the document requiring acknowledgment – toggling yes or no underneath “Acknowledgement”

chooses whether the client must read the document and confirm before continuing with the client-

facing FactFind.

Selecting more reveals the options to Download, Replace, and Delete a document:

Download the document to save and view the document locally.

Replace the document to select a new file that will overwrite what has been selected.

Delete the document to remove them from the application. They can always be restored in the

document log.

To edit an existing document, select the icon:

Documents can be moved between files by just dragging and dropping.

If a client has multiple properties, documents can also be dragged onto the respective address to

copy the documents over. The Import button will also be present as another alternative to selecting an

application’s documents to pull through.

The Document Log provides a full history of all documents uploaded and deleted. Those that are

deleted are highlighted in red, with the option to Restore them.

6.9 Application Services

The Application Services section displays further integrations within Smartr365 to continue an

application. “Verification & Statements” allows you to authorise the use of Digidentity and MOGOPlus

for an individual client’s FactFind. Selecting “Authorise” allows the client to have the option to digitally

verify their identity and digitally upload bank statements respectively.

Note: Use of Digidentity and MOGOPlus come at an additional per-use cost. Contact your account

manager for more details

6.10 Sourcing

Sourcing is accessible via the system if you have opted into it during your initial onboarding. If you did

not do so but would like to use sourcing, please contact your account manager.

You can also access sourcing directly from the Sourcing page on the front-page menu.

You will have the choice of three options: criteria searches via SmartrCriteria, and mortgage sourcing

via Twenty7Tec and/or MortgageBrain Anywhere. Your options will depend on your agreed plan.

a) SmartrCriteria

After selecting SmartrCriteria, a separate tab will immediately open, through which you can run

through criteria searching. See here for more information on SmartrCriteria.

b) Twenty7Tec

You will initially be presented with criteria fields to enter. If the information for the application is

already entered this point, you will see it auto populating the relevant fields. Any necessary fields are

noted by an asterisk. Select to begin sourcing.

https://www.legalandgeneral.com/adviser/mortgage-club/helping-you-grow/smartr-criteria/

The results of the sourcing are sortable by selecting on an arrow next to the corresponding field you

wish to sort by, and the results can be filtered from the top.

To view an application in full, click on the mortgage offer in question. This will open the product

details.

At the top, one can navigate to download a payment schedule, evidence of research, and an

illustration. On each of these the information is preloaded based on pre-existing adviser details or the

details of the mortgage product – regardless, all fields can be edited. Clicking “Generate” provides the

option to save or download it as a document, while also automatically saving in the application’s

“Documents” section.

c) MortgageBrain Anywhere

Selecting MortgageBrain Anywhere will begin loading it in another browser tab:

Once it has successfully loaded, select “Continue to MortgageBrain” to load it for you:

From here, you can access MortgageBrain Anywhere:

6.11 SolutionBuilder

When viewing Life Products, the Application Services Menu displays SolutionBuilder. Click “Launch

Solution Builder” to begin – within here you can begin protection quotes.

View Quotes to see any quotes that you have saved from within SolutionBuilder.

Selecting “View Details” will view more information on the saved quotes, allow you to download

associated documents, and also directly apply to the provider.

6.12 Conveyancing

You will be able to access conveyancing after having signed up with United Legal Services via the

CEO settings. Creating a new application will prompt you to choose a quote type and country, before

opening further criteria – the property will have automatically been selected. After reviewing the fields,

select “Create Application” to provide a panel of valid solicitors to run conveyancing through.

The solicitors can be sorted by selecting an arrow next to the corresponding field you wish to sort by

(e.g. Rating). Selecting “More Info” opens a new tab providing further information of the solicitor’s

offer, and selecting “Save” downloads the quote into the application’s document store.

To instruct a solicitor, select the “Instruct” option to review final details, select a specific case handler

(if you wish), and add any notes you deem necessary. After selecting “Instruct”, the solicitor in

question will be required to quickly carry out the instruction, or otherwise provide a prompt update..

Under “Order Tracking”, you are able to check on the status of any instructions you have issued.

6.13 Suitability Reports

You will be able to choose from any active suitability report templates. After choosing one, it will load

and pre-populate with any applicable Factfind information:

In this case, the client and adviser name have populated their tokens, but there is no information given for the address or post code.

There are three options available – Save Draft, Preview, and Finalise.

To be able to preview and finalise a document, you must review the pending tokens. To do so, just

click the red sections of the letter.

If you have any optional content, select the tick box next to to it to include it in the final letter.

Save Draft to save your progress. If you then leave and return, your progress will remain. If you

change the information of a token you have approved, it will be unapproved.

Preview lets you view what the end document will appear as.

Generate creates the document under Compliance Documents on the application’s document store.

7. REPORTS

Reports are categorised under “Business”, “Mortgages”, “Protection”, and “Referrals”. After expanding

and selecting a specific report, filters require to be set. Any noted in red with an exclamation mark are

required to generate a report. After all required fields are entered, the “Generate” button will be active

– clicking this will generate a full report in the specific area.