This document covers how to invite team members to Broki, configure roles and permissions, set display titles, and use the Executive Assistant feature to automatically assign a team member to every file belonging to another user.
Sections Covered
1. Where to Manage Team Members
2. Inviting a New Team Member
3. Roles — Admin vs. Team Member
4. Display Title — What It Is and What It Is Not
5. Roles & Permissions — Configuring What Each User Can Access
6. Permission Categories Overview
7. The Executive Assistant Feature
8. Step-by-Step: Setting Up an Executive Assistant
9. Best Practices for Team Setup
10. Quick Reference — Where Is That Button?
1. Where to Manage Team Members
Team member management can be accessed in two ways:
Via Get Started page | Get Started page → Team Members and Permissions section → click Invite Team. Opens the invitation module. |
Via Settings | Settings → Members. Full team management page — invite members, view all users, set roles, and configure permissions. |
2. Inviting a New Team Member
📍 Settings → Members → Invite Team Member
1 | Open the invitation module Go to Settings → Members and click the Invite Team Member button (or Invite Team from the Get Started page). |
2 | Enter the team member's full name Type their full name as it should appear in the platform. |
3 | Enter their email address This is the email address they will use to log into Broki. The invitation will be sent here. |
4 | Phone number (optional) Phone number is not required at this stage — it can be added later from the team member's profile. |
5 | Consent to subscription increase A checkbox confirms that you understand adding this team member may increase your subscription cost. Check this box to proceed. |
6 | Click Send Invitation The team member receives an email invitation with a link to create their login and join your Broki account. |
7 | Team member accepts the invitation Once they click the link in the email, they create their own password and are added to your account. They will then appear in your Members list in Settings. |
After a team member joins, set up their permissions, display title, and executive assistant settings right away — before they start working in the platform.
3. Roles — Admin vs. Team Member
Every user in Broki has one of two roles. This is different from display title (see Section 4) and controls what they can access.
Admin | Full access to everything in the platform. Admins cannot have their permissions limited — they can view, edit, and manage all settings, all files, and all team members. There should typically be one admin (the account owner) and potentially a highly trusted second admin such as an operations manager. |
Team Member | Limited access by default. What they can and cannot do is controlled by the permissions you configure for them (see Section 5). Most brokers, assistants, and support staff should be set as Team Members so their access can be appropriately scoped. |
How to change a user's role
Go to Settings → Members.
Find the team member and open their profile.
Find the Role field and select Admin or Team Member.
Save changes.
⚠ Never accidentally change your own role from Admin to Team Member — you may lock yourself out of settings and platform management. If this happens, another admin will need to restore your role.
4. Display Title — What It Is and What It Is Not
Display title is a label you can set for any team member that appears under their name in the client portal's Your Team section. It is purely a visual/UI setting.
What display title IS | A visual label shown to clients in the portal — e.g. 'Mortgage Advisor', 'Client Success Manager', 'Underwriter', 'Executive Assistant'. It helps clients understand who they are dealing with. |
What display title IS NOT | A system role. Display title has no effect on how automations are assigned, who receives tasks, or any platform logic. It is cosmetic only. |
⚠ Important: If you set someone's display title to 'Mortgage Advisor', this does NOT make them the mortgage advisor for the purposes of automation assignment. In Broki automations, 'mortgage advisor' refers to the first non-team-lead person assigned to a file — determined by position on the Advisors tab, not by display title. See the Advisors Tab knowledge base for full details on mortgage advisor logic.
How to set a display title
Go to Settings → Members.
Click on the team member.
Find the Display Title field and enter the title you want to show in the portal.
Save changes.
5. Roles & Permissions — Configuring What Each User Can Access
For users with the Team Member role, you can configure exactly what areas of the platform they can view, edit, or use. Permissions are highly granular — designed to let you give people access only to what they need.
How to access permissions
Go to Settings → Members.
Click on the team member you want to configure.
Scroll to the Roles & Permissions section.
You will see categories of permissions — expand each category to see the individual toggles.
Toggle each permission on or off as appropriate for that person's role.
Save changes.
For small teams where everyone is trusted, the easiest approach is to make everyone an Admin. This eliminates the need to configure permissions and ensures no one is ever blocked from accessing something they need. Only set up granular permissions if you have specific reasons to restrict access.
6. Permission Categories Overview
The following categories are available in the permissions panel. Each category contains multiple specific toggles — the list below covers the main categories and examples of what they control.
Pipeline management | View all files vs. own files only, move files between stages, delete files, create new files. |
Documents | View documents, upload documents, approve/reject documents, delete documents. |
Financial | View and edit mortgage amounts, compensation/commission details, income documents. |
Client portal | Access client portal features, send portal updates, manage portal settings. |
Contacts | View and edit contacts, create new contacts, delete contacts. |
Partners | View and manage partner records, assign partners to files. |
Conditions | View and manage lender conditions on files. |
Tasks | Create, view, complete, and delete tasks. |
Settings access | Whether this user can access certain settings sections. |
The permissions list is extensive and most items are self-explanatory based on their names. Go through each category relevant to the team member's role and toggle accordingly.
7. The Executive Assistant Feature
The Executive Assistant feature solves a common pain point for brokers who work with an assistant or processor: normally, for an assistant to see and work on a file, someone has to manually add them to every file via the Advisors tab. The Executive Assistant setting eliminates this entirely.
What it does | When you set a team member as your executive assistant, they are automatically added to every file that belongs to you — as soon as the file is created. They appear on the Advisors tab and can see the file in their own pipeline without you having to manually assign them each time. |
When to use it | Use this for any assistant, processor, or support staff member who works on all (or most) of your files. Instead of manually tagging them on every single file, they just get added automatically. |
Important note | The executive assistant is set up on the assistant's profile — not on your own profile. You go into the assistant's settings and configure who they are the executive assistant for. |
8. Step-by-Step: Setting Up an Executive Assistant
1 | Go to Settings → Members Navigate to Settings → Members. |
2 | Find the assistant's profile Click on the team member who will be acting as your executive assistant (the person you want automatically added to your files). |
3 | Find the Executive Assistant For field Scroll through their profile settings until you find the field labeled Executive Assistant For. |
4 | Select the broker they are assisting Click the dropdown and select the name of the broker whose files this person should be automatically assigned to. In most cases, this will be your own name (the account owner or lead broker). |
5 | Save changes Save the team member's profile. |
6 | Verify it is working The next time a file is created for the selected broker — whether automatically via webhook or manually — the assistant will automatically appear on the Advisors tab of that file and will see it in their own pipeline. |
If you have multiple brokers on your team who each have their own assistant, each assistant needs to be configured with the Executive Assistant For setting pointing to their respective broker. One assistant can also be set as executive assistant for multiple brokers if needed.
This setting applies to new files created after the configuration is saved. Existing files that were already created before the setting was enabled will not be retroactively updated — you would need to manually add the assistant to any historical files if needed.
9. Best Practices for Team Setup
For small teams (2–3 people)
Make everyone an Admin — it is simpler and prevents accidental permission blocks.
Set up display titles so clients know who they are talking to in the portal.
If you have an assistant, set up the Executive Assistant feature immediately so they are auto-assigned to all your files.
For larger teams with varied roles
Keep Admin status for the account owner and any operations managers who need full access.
Set all other team members to Team Member and configure granular permissions based on their role.
Give support staff and processors only the permissions they need — this protects sensitive financial data and reduces the risk of accidental changes.
Set display titles for everyone so clients always understand who is on their file.
For onboarding new team members
Send the invitation and wait for them to accept and create their login.
Immediately set their role, display title, permissions, and executive assistant configuration.
Have them complete their personal profile and email signature setup.
Connect their Velocity or FINMO account.
10. Quick Reference — Where Is That Button?
Button / Feature | Location | What it does |
Invite Team | Get Started page → Team Members section OR Settings → Members | Opens the team member invitation module |
Members | Settings → Members | Full team management page — view all users, invite, set roles, configure permissions |
Full name field | Invitation module | Enter the team member's name |
Email field | Invitation module | Enter the email for the invitation — their login email |
Send Invitation | Invitation module | Sends the invite email to the team member |
Role field | Settings → Members → team member profile | Set Admin (full access) or Team Member (configurable permissions) |
Display Title field | Settings → Members → team member profile | Set the visual label shown under their name in the client portal — cosmetic only, no effect on automations |
Roles & Permissions section | Settings → Members → team member profile | Configure granular access permissions for Team Member users |
Pipeline management permissions | Roles & Permissions → Pipeline Management | Control what they can see and do in the pipeline |
Documents permissions | Roles & Permissions → Documents | Control their access to file documents |
Financial permissions | Roles & Permissions → Financial | Control their access to mortgage amounts and commission data |
Executive Assistant For | Settings → Members → assistant's profile | Select which broker this person is the executive assistant for — auto-assigns them to all that broker's files |
View Client Portal | Inside any file → Actions dropdown | Preview the portal to see how display titles and profiles appear to clients |