Overview
Broki controls access with three roles (Admin, Team Member, and the older Mortgage Advisor role) plus a set of permissions that admins can switch on or off for each team member on Settings > Roles & Permissions. This article is the reference for what the roles are, what each permission group controls today, and how the organization-wide Apply defaults and Reset all buttons work.
To change one person's role or permissions step by step, see User roles and permissions.
At a glance
There are three roles: Admin (every permission, and those permissions cannot be turned off), Team Member (the starting role), and Mortgage Advisor (an older role with the same defaults as Team Member).
Permissions are set per person. There are no custom roles.
Some toggles do nothing. Stage moves are controlled by Change File Status, not Move Files Between Stages.
Apply defaults only changes members whose permission list is incomplete. Reset all returns every non-admin member to their role defaults.
Before you begin
Only an admin can open this page and change permissions, and those permissions are stored per person.
Only admins can open Roles & Permissions and change permissions.
Permissions are set per person, not per role. There are no custom roles. A role only decides the starting (default) permissions and whether the person is an admin.
Admins always have every permission. Their permissions cannot be restricted.
The three roles
Broki has three roles. A role sets the starting permissions and whether the person is an admin.
Admin. Full access to everything, including Roles & Permissions, removing members, changing other members' email addresses, and choosing the organization team lead. Admin permissions cannot be turned off.
Team Member. The role every invited person starts with. Defaults are generous: team members can see and work on all files, contacts, and partners, and open most Settings pages. By default they cannot manage the team, manage collaborators, edit organization-wide settings, manage organization integrations, or create custom field definitions.
Mortgage Advisor. An older role kept for existing members. It has the same default permissions as Team Member. It is no longer offered when you edit a member, so new members are always Admin or Team Member.
You change someone's role on Settings > Members. See User roles and permissions.
Step-by-step instructions
These steps open Roles & Permissions, show legacy permissions, and apply or reset defaults for the organization.
Open Roles & Permissions
Open Roles & Permissions to see each team member and their permissions.
Go to Settings > Roles & Permissions.
The page shows Roles & permissions with the subtitle "Manage what each team member can access and modify across the platform".
The left column lists every member with their role and three coverage dots for Pipeline, Documents, and Financial permissions.
Select a member to see their permissions on the right. The panel shows their role and either All permissions enabled or the number of permissions that differ from the defaults.
Show legacy permissions
Show legacy permissions to see the older groups that control Settings pages and admin actions.
Many permissions that control Settings pages and admin actions are in groups named Legacy - …. They are hidden by default.
Tick Show legacy permissions at the top of the page.
The legacy groups appear below the standard groups. Some are also marked Beta.
Apply defaults to members with missing permissions
Apply defaults fills in permissions for members whose permission list is incomplete, for example someone who joined before a new permission was added. Members whose permissions are already complete are left alone.
Before you continue: For each member whose list is incomplete, Broki sets every permission back to their role's default, so any custom changes you made for that member are replaced.
Select Apply defaults.
You see "Default permissions applied".
Select the affected members and re-apply any custom changes they need.
Reset everyone to defaults
Reset all returns every non-admin member to their role's default permissions.
Before you continue: This removes every custom permission change you have made for every non-admin member.
Select Reset all.
Confirm the message "This will reset all permissions to default values based on roles. Are you sure?".
You see "Permissions reset to defaults".
Confirm it worked: Selecting a team member shows no permission overrides.
See what each permission controls
This reference shows what each permission controls today. Permissions only take effect where Broki checks them. Some toggles on this page are placeholders that don't change anything yet. They are listed under See which permission toggles have no effect.
See what Pipeline Management permissions do
Pipeline Management permissions control which mortgage files a person sees and whether they can change or delete them.
View Files They Own or Advise and View All Files: which mortgage files appear on the pipeline, in search, and on the dashboard. Turn off View All Files to limit someone to files they own or advise.
Change File Status: moving files between stages on the pipeline.
Delete Files: deleting files from the pipeline.
View Archived Files: the archived views on the pipeline and contacts pages.
See what Documents permissions do
The Documents permission that Broki checks is Manage Document Requirements.
Manage Document Requirements: managing document templates and task templates.
See what Contacts permissions do
Contacts permissions control which contacts a person sees.
View Contacts They Own or Are Assigned To and View All Contacts: which contacts appear on the contacts list and in email recipient pickers.
See what Partners and Realtors permissions do
Partners & Realtors permissions control which partners a person sees and whether they can add or assign partners.
View Partners They Own and View All Partners: which partners appear on the partners list and in email recipient pickers.
Add New Partners: adding partners.
Assign Partners to Files: the realtor, lawyer, and partner selectors on a file.
See what list permissions do for conditions, portfolio, templates, and to-dos
Each pair in Conditions, Portfolio & Checklists and Email Templates & To-dos limits a list to the person's own items or shows everything in the organization.
View conditions they own or are assigned to / View all conditions
View portfolio files they own or advise / View all portfolio files
View email templates they created / View all email templates
View only to-dos assigned to them / View all to-dos
See what Velocity and Finmo permissions do
Velocity and Finmo permissions let someone use the file owner's connection when they don't own the file.
Use Organization Velocity Credentials and Use Organization Finmo Credentials: let someone who doesn't own a file push it to Velocity or Finmo using the file owner's connection.
See what legacy permission groups do
Legacy permission groups appear when you tick Show legacy permissions. They control older file, document, Settings, and admin actions.
Legacy - Files: View Pipeline (pipeline and dashboard), Edit Mortgage File (opening and editing a file), Create Mortgage File.
Legacy - Basic: Upload Document, Download Document.
Legacy - Checklists: Manage Checklist Templates.
Legacy - Integrations: Access Integrations (the Connections page and connecting Gmail), Manage Twilio Integration.
Legacy - Automations: Manage Automations and Manage Workflows (the Automations page).
Legacy - Admin: Assign Advisor, Manage Team (invite, edit, and remove members), Manage Collaborators, Access Admin Settings (opening Settings at all), Edit Settings (needed with Company Settings to edit Company Profile), View Reporting, View Global To-Do (Task Hub).
Legacy - Calendar: team calendar and booking permissions.
Legacy - Partners: Edit Partner Details.
Legacy - Settings: Team Management Settings, Company Settings, Billing Settings, Pipeline Configuration, and Integrations Settings decide which Settings pages appear. See Settings overview and search.
Legacy - Beta: Access Commission Dashboard.
See which permission toggles have no effect
These toggles appear on the page but nothing in Broki checks them yet. Changing them does not grant or remove access.
Every permission in Financial, Client Portal, Security & Audit, and Data Management.
In Documents, everything except Manage Document Requirements (for example Upload to Any File or View Sensitive Documents). Use Upload Document and Download Document under Legacy - Basic instead.
In Pipeline Management: Move Files Between Stages, Restore Deleted Files, and Perform Bulk Actions. Stage moves are controlled by Change File Status.
In Partners & Realtors: Edit Own Partners, Edit Any Partner, Delete Own Partners, Delete Any Partner, View Partner Performance, and Manage Partner Relationships.
In the legacy groups: Delete Partners, Add Note, View Contacts, Manage Notifications, Access DocuSign Integration, Access Conversations, Access Reports, Access eSign Platform, Account Settings, Permissions Management, and Notification Settings.
Practical examples and other ways to use it
These examples use individual permissions to limit one person's access.
Limit a junior advisor to their own files. Turn off View All Files, View All Contacts, and View All Partners for that person, and leave the "they own" versions on.
Let an assistant work files but not touch setup. Turn off Pipeline Configuration and Company Settings under Legacy - Settings so pipeline, branding, and document setup pages disappear for them.
Stop someone deleting files. Turn off Delete Files in Pipeline Management.
Start over after testing. Use Reset all to return every non-admin member to the role defaults.
Common mistakes and how to avoid them
These mistakes make a permission change look like it didn't work.
Turning off Move Files Between Stages to stop stage changes. It has no effect. Turn off Change File Status instead.
Relying on a placeholder toggle. Toggles listed under "Toggles that currently have no effect" don't restrict anything. Check this list before you rely on a restriction.
Expecting a change to apply instantly. The member's browser keeps their permissions for a while. Ask them to reload Broki after you change permissions.
Looking for Settings permissions in the main groups. They are in the legacy groups. Tick Show legacy permissions.
Troubleshooting
Use this section when a restriction you set doesn't apply, or a permission change won't save.
A restriction I set isn't working
A restriction isn't working when the toggle has no effect, the member hasn't reloaded, or the member is an admin.
Possible causes: The toggle is a placeholder; the member hasn't reloaded; or the member is an admin.
Check first: Look for the toggle in "Toggles that currently have no effect". Check the member's role badge.
To fix:
Use the working permission listed in this article instead.
Ask the member to reload Broki.
If the member is an admin, change their role to Team Member on Settings > Members first.
Confirm it worked: The member no longer sees the restricted page, files, or action after reloading.
"Admin permissions cannot be changed"
You see "Admin permissions cannot be changed" when you try to copy permissions onto an admin.
Possible causes: You tried to copy permissions onto an admin.
To fix: Admins always have every permission. Change the person's role to Team Member first if you need to restrict them.
"Failed to update permission"
You see "Failed to update permission" when the change could not be saved.
Possible causes: The change could not be saved, for example because you are no longer an admin or your connection dropped.
To fix:
Reload Broki and check your own role.
Try the change again.
Contact support if: You are an admin and the error keeps appearing. Include the member's name, the permission, and the time.
Limitations and important behavior
These limits apply to roles and to how permission changes take effect.
There are only three roles and no custom roles. To give two people different access, change their individual permissions.
Permissions are per member. Changing a member's role does not create a new role-wide rule.
Most permission checks happen in the Broki app screens. Treat permissions as a way to tailor what people see and do, and keep sensitive access (such as the admin role) to people you trust.
If you change your own role, Broki reloads your page with the message "Your role was changed — reloading to apply your new permissions." Other members don't reload automatically; ask them to reload.
Frequently asked questions
These are questions admins ask about roles.
Can I create a custom role like Processor? No. Use the Team Member role and adjust that person's permissions. You can also set a Default display title such as Loan Processor on Members; titles don't change permissions.
Why can't I restrict an admin? Admins always have all permissions. Change their role to Team Member first.
What does the Mortgage Advisor role do? It is an older role with the same defaults as Team Member. It is no longer offered for new role changes.
Related articles
These articles cover changing one person, inviting members, and the Settings pages permissions control.