Mortgage brokers face many daily challenges: managing leads, tracking client activities, staying compliant, and delivering accurate results, all while ensuring a top-notch customer experience. These demands require a CRM system that doesn’t just store information but actively boosts efficiency, improves compliance, and supports business growth.
Enter CRM Brain, Mortgage Brain’s cloud-based mortgage broker CRM, designed by a team of industry experts, to replace The Key and shake up how brokers manage their operations. If you’re currently using The Key, here’s everything you need to know about transitioning to CRM Brain and how it can significantly ease your daily workload.
You can also explore CRM Brain’s innovative solutions by watching our video.
Why Has Mortgage Brain Built CRM Brain?
Borrowers want faster, better mortgage products and brokers need technology that keeps pace with these demands. CRM Brain has been designed by industry experts to:
Make day-to-day tasks quicker and easier.
Help with workflows to cut back on admin time.
Be your CRM system for the future – cloud-based CRM technology means it’s scalable and can grow with your business.
Help firms stay compliant whilst protecting your, and your clients’, data.
Empower borrowers to feel part of their own mortgage journey through the online customer portal.
Connect with all other Mortgage Brain modules to ensure data is shared automatically, securely and accurately, across all systems.
Offer a standalone CRM system to those with alternative mortgage technology tools.
Provide mortgage brokers with one single source of data truth.
Discover more ways that our mortgage technology helps brokers to improve their workflow in our article ‘’.
What’s Changing for Brokers?
For existing users of The Key, your migration will be secure and seamless. Here’s what to expect:
Cloud-based CRM
Say goodbye to server-based limitations. CRM Brain is a fully cloud-based CRM, meaning brokers can access their system from anywhere, on any device.
Automatic updates ensure you’re always using the latest features and security enhancements.
Automation
CRM Brain introduces smarter automation tools, reducing manual data entry and repetitive rekeying between systems, ensuring cases progress faster.
You can integrate reminders and notifications to help you stay on top of key client dates and regulatory requirements.
Improved security & compliance
CRM Brain offers improved data protection, audit trails, and securely stores and manages client data.
Permissions and user controls are more flexible and customisable to match firm-specific needs.
Better integrations
CRM Brain is designed to work automatically with both Mortgage Brain systems and select third-party mortgage broker tools, such as protection and conveyancing providers, and valuation tools.
Connects effortlessly to lenders during sourcing and the application process.
Explore enhanced integrations with our new mortgage technology platform, ‘Mortgage Brain Hub,’ allowing users to access all modules with just one login.
One login to access CRM Brain and all Mortgage Brain modules, via Mortgage Brain Hub.
Simple, intuitive dashboard and improved navigation make it easier to manage cases, client data, and reporting.
Brokers moving from The Key will find familiar features, but with a more modern and efficient layout.
Better client relationships
Online client portal means borrowers can, upload their documents and complete essential fact find information, to help the process along.
CRM Brain reduces your admin workload, freeing up time so you can concentrate on nurturing relationships.
How to Prepare for the Transition
Switching to a new CRM offers a great opportunity to have a ‘spring clean’ ahead of the transition. Here are a few tips to help the process:
Clean up your client records ahead of data migration
Remove duplicate client records or leads.
Make sure contact details, addresses, and financial information are formatted consistently.
Update your client information by verifying that all phone numbers, emails, and addresses are current.
Archive old or inactive clients who no longer require ongoing management.
Check that all client data meets regulatory requirements, deleting any unnecessary or outdated personal data.
Review clients
Reach out to clients who haven’t engaged in a while to see if they need any mortgage advice.
Identify and prioritise your high-value clients, such as those with approaching remortgage renewal dates.
Take a look at your processes
How do you track leads? This is a good time to review your lead management process to identify any gaps or inefficiencies. CRM Brain helps you create, manage and assign leads so you never miss an opportunity.
Look at how you schedule annual mortgage reviews, renewal reminders, and client check-ins. CRM Brain will make scheduling automated notifications much simpler.
Check your tasks and workflow management. Does it need any revision or improvement?
File management
Ensure all client-related documents are categorised correctly.
Check documents such as your terms of business, mortgage fact-finding forms, and customer journey documents and update them if necessary.
CRM Brain Training
Mortgage Brain is providing training sessions and onboarding resources to help brokers get comfortable with CRM Brain.
Make sure all users attend the training and understand how to use, and get the best from, CRM Brain.
There are live, interactive webinars, bite-sized training videos, and user guides to help troubleshoot queries.
Assign user roles and access levels.
Ensure that all users are familiar with the support resources available, provided by Mortgage Brain. This will help with managing tasks, updating records, and logging interactions.
Review your past performance metrics, assess your conversion rates, client retention rates, and average deal sizes.
Then use CRM Brain to set new reporting goals based on what data you want from the new system, such as mortgage renewal tracking, lead referrals, or revenue forecasts.
Test & customise
Once migrated, take time to explore and customise CRM Brain’s settings, workflows, and integrations to match your firm’s needs.
Use Mortgage Brain’s support to ensure the system is set up optimally from day one.
Embrace the new capabilities!
Ready to transition to CRM Brain?
Mortgage Brain is rolling out CRM Brain to ensure brokers have the technology they need to thrive. Whether you’re an independent adviser or part of a larger firm, making the transition to CRM Brain will provide greater efficiency, security, and ease of use.
If you’re ready to move from The Key to CRM Brain, and you have any questions about the transition, Mortgage Brain’s team is on hand to help. Get in touch for more information.
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