Overview
Broki gives people access in two different ways: team members join your organization through an emailed invite and use one of your billable seats, while collaborators are other Broki organizations that you connect to with their collaborator code so they can work on specific mortgage files you assign to them. A collaborator is never an individual guest login inside your organization — it's an organization-to-organization relationship.
This article explains how invited team members create or link their account, and how admins set up, accept, edit, and revoke collaborator relationships. For managing roles and permissions after someone joins, see Team members and invites and Roles and permissions.
Also called: collaborator organization.
At a glance
These are the facts to remember about team invites and collaborators.
Team invites are sent from Settings > Team & Access > Members. People always join as Team Member.
The billing notice shows the new monthly total before the invite is sent. The seat is billed when they accept.
A collaborator is another Broki organization. Accepting the invite shares no files until you assign specific mortgage files.
Team invites and collaborator invites expire after 30 days.
Before you begin
Check these points before you invite a team member or a collaborator.
To invite team members you need access to Settings > Team & Access > Members and the permission to manage the team. By default only admins have it.
To set up collaborators you need to be an admin or have the Manage Collaborators permission. Team members don't have it by default.
Each team member you add increases your subscription. Broki shows the new monthly total before the invite is sent.
Invited team members always join with the Team Member role. Change their role or permissions after they accept.
For a collaborator relationship, both brokerages need their own Broki organization. You need the other organization's collaborator code, which their admin can copy from their own Collaborators page.
Step-by-step instructions
Follow these steps to invite a teammate or connect another organization.
Invite a team member
Invite a team member from Members when they should join your organization.
Go to Settings > Team & Access > Members.
Under Invite team member, enter the Full name and Email address. Phone is optional.
Select Send invitation.
A billing notice shows your current number of users, the new number, and the monthly increase. Select OK to continue or Cancel to stop.
You see "Invitation sent to" followed by the address. The person appears in Team members as "Invitation pending" with the status Pending.
Before you continue: the person receives an email immediately, and your subscription is updated when they accept.
You can also select your name at the top of the sidebar and choose Add team member, if your role allows inviting.
To manage a pending invite, hover over its row:
Resend invitation sends the email again.
Cancel invitation withdraws it.
The check-mark button fixes an invite where the person already has an account but isn't showing as a team member.
If the email can't be delivered, Broki shows a message with the invite link so you can copy it and send it to the person yourself.
Accept a team invite as a new user
Accept a team invite as a new user when you do not already have a Broki account.
Open the invite email and select the link.
The Create your account page shows "Join" followed by the organization name and who invited you.
Enter your Full name. Your Email address is filled in and locked to the invited address.
Enter a Password and Confirm password. The strength meter shows Weak under 8 characters and Strong at 8 or more.
Select Create secure account.
Enter the 6-digit code emailed to you and select Verify email.
You see "Account created successfully! You now have access to all team features." and Broki opens.
Accept a team invite when you already have an account
Accept a team invite when you already have an account so the same email can belong to more than one organization.
Open the invite email and select the link.
If you're not signed in, Broki shows "Account found! Redirecting to login to join organization..." and opens the sign-in page with the title "Sign in to accept invitation".
Sign in with your password and the emailed code.
You see "Logged in successfully! Joining organization..." and then "Successfully joined the organization!".
If you're already signed in when you open the link:
The Join your team screen shows Ready to join.
Select Accept & join organization.
If you're signed in with a different email than the invite, you see Account mismatch. Select Log out & use invited email, then sign in with the invited address.
Find your collaborator code
Find your collaborator code so another brokerage can invite your organization.
Go to Settings > Team & Access > Collaborators.
Under your organization's collaborator code, select the copy button. You see "Copied".
Send the code to the admin of the other brokerage so they can invite you.
If you think the code has been shared too widely, select Regenerate. You see "Collaborator code regenerated". Send the new code to anyone who still needs to invite you.
Invite another organization as a collaborator
Invite another organization as a collaborator so they can be assigned to specific files later.
Go to Settings > Team & Access > Collaborators.
Under Invite a collaborator organization, enter the Contact name, Contact email, and Their collaborator code (format XXXX-XXXX-XXXX).
Under Pipeline access, select at least one of your pipelines.
Under Tab permissions, choose which mortgage file tabs they can open. Use Select all or Clear all. The counter shows how many of the 8 are on.
Grantable tabs are Mortgage Summary, Application, Documents, Compliance, Task Hub, Presentation Hub, Notes, and Application Status. All are on by default except Presentation Hub.
These tabs stay off and can never be granted: Communications, Homeowner Portal, Teams, Commission, Referrals, Logs, E-Sign, and AI Underwrite.
Select Send invitation.
You see "Collaborator invitation sent". The relationship appears under your outgoing relationships with the status pending.
Before you continue: the contact receives an invite email that's valid for 30 days.
If you see "Invite created — they can accept it in Settings. The email did not send", the invite still exists. Ask the other admin to open their Collaborators page and accept it there.
Accepting the invite doesn't share any files. Collaborators see nothing until you assign them to a specific mortgage file — see Collaborators tab.
Accept a collaborator invite from the email
Accept a collaborator invite from the email when you are an admin of the invited organization.
Select the link in the invite email.
If you're signed out, sign in as an admin of your organization. Broki returns you to the invite.
The Collaborator invitation card shows who invited you and explains that no files are shared until they assign files to your organization.
Select Accept invitation.
You see "Collaboration accepted — no files are shared until they assign files to you." and the pipeline opens. The other organization's pipelines are added to your collaborator pipelines switcher.
Accept or decline a collaborator invite from Settings
Accept or decline a collaborator invite from Settings when the invite is already waiting on your Collaborators page.
Go to Settings > Team & Access > Collaborators.
Under incoming invitations, find the row that says "Pending — pipelines:".
Select Accept or Decline.
Edit collaborator access
Edit collaborator access to change which pipelines and tabs are shared.
Go to Settings > Team & Access > Collaborators.
Find the active relationship. It shows how many pipelines and tabs are shared.
Select Edit access, adjust pipelines and tabs, and select Save changes. You see "Collaborator permissions updated".
Before you continue: removing a pipeline in Edit access also unassigns their files in that pipeline.
Revoke a collaborator relationship
Revoke a collaborator relationship when the shared work is finished.
Go to Settings > Team & Access > Collaborators.
Find the active relationship.
Select Revoke. You see "Collaborator revoked".
Before you continue: Revoke takes effect immediately and there's no confirmation step.
Choose whether a collaborator's stage moves run your automations
Choose whether a collaborator's stage moves run your automations with the switch on each active relationship.
Each active relationship has the switch "When this partner moves a file to another stage, run my automations". It's off by default.
Off: when the collaborator moves one of your files to another stage, none of your stage emails are sent and none of your automations start. Moves made by your own team are not affected.
On: their stage moves trigger your stage emails and automations the same way your team's moves do.
Before you continue: turning this on means stage moves by the other organization can email your borrowers and partners.
Practical examples and other ways to use it
These examples show a new teammate, a person in two brokerages, and an outside processing company.
Adding a new processor. An admin at Sample Mortgage Group invites Jordan Example from Members. Jordan creates an account from the email, and the admin then opens Roles & Permissions to adjust what Jordan can see.
A broker who works with two brokerages. Alex Sample already uses Broki at their own brokerage. When a second brokerage invites [email protected], Alex signs in with the existing password and joins the second organization without creating a new account.
Sharing files with an outside processing company. Your brokerage connects to Example Processing Ltd. using their collaborator code, grants Documents, Task Hub, and Notes on one pipeline, and then assigns only the files they're processing.
Suggestion: keep the automations switch off for collaborators until you've tested a stage move together, so a borrower doesn't receive a stage email you didn't expect.
Common mistakes and how to avoid them
These mistakes send people to the wrong signup path or share more than you meant.
Sending a team member to the signup page. Signup creates a brand-new organization, and they won't see your files. Send an invite from Members instead and ask them to use that email. Never share the general signup link with staff.
Treating collaborators as guest users. A collaborator must be a Broki organization with its own collaborator code; you can't invite an individual by email alone. For an individual who needs regular access, invite them as a team member.
Expecting files to appear after a collaborator accepts. Accepting shares nothing. Assign the collaborator on each mortgage file that should be shared.
Removing a pipeline to "pause" a collaborator. Removing a pipeline unassigns their files in it, and you'll have to reassign them later. Revoke the relationship only when the work is finished.
Opening the invite while signed in as someone else. Broki shows Account mismatch and won't join. Select Log out & use invited email first.
Troubleshooting
Use this section when an invite, a permission message, or a collaborator code fails.
"Invitation unavailable"
This message appears when a team invitation is unavailable.
Possible causes
The invite expired. Team invites are valid for 30 days.
The invite was already used, or an admin cancelled it.
The link was cut off when it was copied.
Check first
Look for a newer invite email.
To fix
Ask your admin to select Resend invitation or send a new invite from Members.
Open the link from the newest email.
If you already have an account, select Go to sign in, sign in, and then open the invite link again.
Confirm it worked
You see Create your account or Join your team instead of the error.
Contact support if
A brand-new invite also shows "Invitation unavailable". Include the invited email address and the approximate time.
"Account mismatch"
This message appears when the signed-in account doesn't match the invited email.
Possible causes
You're signed in to Broki with a different email than the one the invite was sent to.
Check first
Compare your signed-in email with the address in the invite.
To fix
Select Log out & use invited email.
Sign in with the invited address, or create the account if you don't have one.
Confirm it worked
You see "Successfully joined the organization!".
Contact support if
The invited email is correct and the mismatch persists.
"This email is already registered. Please log in first, then use this invitation link again."
This message appears when this email is already registered.
Possible causes
You already have a Broki account with this email.
Check first
Try signing in with the invited email.
To fix
Sign in with your existing password and the emailed code.
Open the invite link again if Broki doesn't join you automatically.
Confirm it worked
The organization's data appears after sign-in.
Contact support if
You see "Account setup incomplete. Please contact support or try logging in with your original password." and signing in doesn't work.
"You do not have permission to manage the team."
This message appears when you do not have permission to manage the team.
Possible causes
Your role doesn't include managing the team.
You were just given access and your permissions haven't refreshed.
Check first
Refresh the browser.
To fix
Refresh the page.
If it still shows, ask an admin to grant the permission or send the invite for you.
Confirm it worked
Invite team member appears on the Members page.
Contact support if
You're an admin and still see the message after refreshing.
"You need admin access or the Manage Collaborators permission to configure org collaboration."
This message appears when you need admin access or the Manage Collaborators permission.
Possible causes
You aren't an admin, and Manage Collaborators is off for your role.
Check first
Ask an admin which permissions your role has.
To fix
Ask an admin to turn on Manage Collaborators for you, or to handle the collaborator setup.
Confirm it worked
The collaborator code and invite form appear.
Contact support if
An admin sees this message.
"Only an organization admin can accept this invitation."
This message appears when only an organization admin can accept this invitation.
Possible causes
You're viewing an incoming collaborator invite without admin access or the Manage Collaborators permission.
Check first
Confirm who the admins are in your organization.
To fix
Ask an admin to accept it from Settings > Team & Access > Collaborators.
Confirm it worked
The relationship shows as active.
Contact support if
No one in your organization can accept it.
"Invalid or expired collaborator invitation."
This message appears when a collaborator invitation is invalid or expired.
Possible causes
The collaborator invite is more than 30 days old, was revoked, or was already answered.
Check first
Check the Collaborators page for a pending incoming invitation.
To fix
Ask the inviting organization to send a new collaborator invitation.
Confirm it worked
The Collaborator invitation card appears with Accept invitation.
Contact support if
A fresh invite also shows this message.
"Select at least one pipeline to grant"
This message appears when you need to select at least one pipeline to grant.
Possible causes
No pipeline is selected under Pipeline access.
Check first
Look at the Pipeline access list.
To fix
Select at least one pipeline.
Select Send invitation again.
Confirm it worked
You see "Collaborator invitation sent".
Contact support if
You have no pipelines listed to choose from.
Tips and best practices
These tips keep new access matched to the job and limited to the files that need it.
Change roles right after someone accepts. Invitees always start as Team Member, so adjusting permissions straight away keeps their access matched to their job.
Grant collaborators the fewest tabs they need. Every tab you add exposes more borrower data to another organization.
Review collaborator relationships when a project ends. Revoking promptly ends a relationship you no longer need, so it can't be used by mistake.
Tell invitees to check spam. Invite emails, verification codes, and collaborator invites all come by email.
Limitations and important behavior
These limits apply to invites, seats, shared tabs, and collaborator automations.
Team invites expire after 30 days. Re-inviting an address that still has a valid pending invite resends the same invite; an expired one is replaced with a new one.
Invited people always join as Team Member. Admin rights can only be given after they join.
Adding a team member increases your subscription. The billing notice shows the new total before the invite is sent.
Collaborators are other Broki organizations. Accepting a collaborator invite shares no files until you assign them to specific mortgage files.
Communications, Homeowner Portal, Teams, Commission, Referrals, Logs, E-Sign, and AI Underwrite can never be shared with a collaborator.
Collaborator invites expire after 30 days.
By default, a collaborator's stage moves don't trigger your stage emails or automations.
Frequently asked questions
These questions are about seats, admin invites, and what revoke does.
Does a collaborator use one of my seats? No. A collaborator is a separate Broki organization; the billing notice only appears when you invite team members.
Can I invite someone straight in as an admin? No. Everyone joins as Team Member. Change the role in Members after they accept.
Can one person belong to two brokerages? Yes. The same email can belong to more than one organization.
What happens when I revoke a collaborator? The relationship ends immediately and its status changes to revoked.
Can a collaborator see my Communications tab? No. Communications is never shareable with a collaborator.
Related articles
These articles cover members, roles, the file collaborators tab, and billing.