Overview
You can change what one team member can do in Broki by changing their role on Settings > Members and by adjusting their individual permissions on Settings > Roles & Permissions. This article walks through those per-person tasks: making someone an admin, restricting or copying one member's permissions, resetting one member, and setting up executive assistants and the team lead.
For the full list of roles and what each permission controls, see Roles and permissions.
At a glance
Change a role, display title, executive assistant, or team lead on Settings > Members. Change individual permissions on Settings > Roles & Permissions.
Admins always have every permission. To restrict someone, their role must be Team Member.
Copy from another member copies only the permission groups currently shown on the page.
After you change someone's access, ask them to reload Broki. A display title does not change permissions.
Before you begin
You must be an admin to change one person's role, permissions, executive assistant, or team lead.
You must be an admin to change roles, change permissions, set an executive assistant, or set the team lead.
Each person has one role: Admin or Team Member. Some older accounts show Mortgage Advisor, which has the same defaults as Team Member.
Admins always have every permission. To restrict someone, their role must be Team Member.
After you change someone's access, ask them to reload Broki so their browser picks up the change.
Step-by-step instructions
These steps change one team member's role, permissions, display title, executive assistant, or team lead.
Change a team member's role
Change a team member's role on Members when they should be an admin or a team member.
Go to Settings > Members.
In Team members, hover over the person's row and select Edit member (pencil icon).
In Role, choose Admin (Full access) or Team Member (Limited access).
Before you continue: Making someone an admin gives them every permission, including removing members and changing permissions. Changing an admin to Team Member applies Team Member permissions to them.
Select Save.
You see "Team member updated successfully".
Confirm it worked: The Role column shows the new role. Ask the person to reload Broki so the new role applies. If you changed your own role, Broki reloads for you with "Your role was changed — reloading to apply your new permissions."
Restrict or expand one member's permissions
Restrict or expand one member's permissions on Roles & Permissions. Each change saves immediately.
Go to Settings > Roles & Permissions.
Select the person in the left column.
To reach a group quickly, select it in the Jump to row. Each group shows how many permissions are on, for example "6 of 8 enabled".
Turn individual permissions on or off. Each change saves immediately, and you see "Permission updated".
To change a whole group at once, use Enable all or Disable all on that group.
To see permissions that control Settings pages and admin actions, tick Show legacy permissions at the top.
Ask the person to reload Broki.
Before you continue: Turning off a permission can hide files, contacts, or pages the person is using right now.
Confirm it worked: The panel header shows the number of active permission overrides for that member. After reloading, the person sees the change.
Check Roles and permissions to confirm the permission you want actually controls something. Some toggles are placeholders with no effect.
Copy permissions from another member
Copy permissions from another member when a new person should have the same access as someone already set up.
On Roles & Permissions, select the person you want to change.
Select Copy from another member.
In Copy permissions from, select the member to copy.
Before you continue: This overwrites the selected person's permissions for every permission group currently shown on the page. If Show legacy permissions is off, legacy permissions are not copied. Tick it first if you want everything copied.
You see "Permissions copied from team member".
If you copy from an admin, every shown permission is turned on. You can't copy onto an admin; you'll see "Admin permissions cannot be changed".
Reset one member to their role defaults
Reset one member to their role defaults when you want to remove that person's custom permission changes.
On Roles & Permissions, select the person.
Select Reset to defaults.
Confirm "Reset this team member's permissions to defaults for their role?".
Confirm it worked: The member shows no active permission overrides.
Set a default display title
Set a default display title when clients should see a title such as Mortgage Broker. The display title is shown to clients in the client portal. It doesn't change permissions.
On Settings > Members, select Edit member for the person.
In Default display title, choose a title such as Mortgage Broker, Loan Processor, or Customer Relations.
Select Save.
The title can be changed for an individual file on that file.
Make someone an executive assistant
Make someone an executive assistant when they should get notifications and files for one advisor. Executive assistants receive file and calendar notifications for their advisor, are auto-assigned to that advisor's files, and see the advisor's pipeline by default.
On Settings > Members, select Edit member for the assistant.
In Executive assistant for, choose the advisor they support. Only members with the Admin or Mortgage Advisor role are listed.
Select Save.
To undo it, choose None - Regular Team Member and save.
Set the organization team lead
Set the organization team lead when one admin should hold that role. Also called: team lead.
On Settings > Members, select Edit member for an admin. The option only appears for admins.
Under Organization team lead, select Set as team lead. This saves straight away; you see "Team Lead updated".
The button changes to Current team lead.
One admin can be the team lead at a time. The team lead can also create organization-wide Smart Docs rules. See Smart Docs, Vault, and Media Library.
Practical examples and other ways to use it
These examples set up one person's access to match how they work.
Onboard a new advisor with the same access as a colleague. After they accept their invite, open Roles & Permissions, tick Show legacy permissions, select the new person, and use Copy from another member.
Let an assistant see only one advisor's work. Make them an executive assistant for that advisor, then turn off View All Files so they see files they own or advise.
Hand over admin duties. Make the new person an admin first, then change your own role. Broki won't let the only admin step down.
Common mistakes and how to avoid them
These mistakes leave someone with the wrong access after you save.
Trying to restrict an admin. Admin permissions can't be changed. Change the role to Team Member first, then adjust permissions.
Copying without legacy permissions shown. Only shown groups are copied. Tick Show legacy permissions before copying.
Forgetting to reload. The member keeps their old permissions until their browser reloads. Ask them to reload after every change.
Looking for Mortgage Advisor in the Role list. It is no longer offered. Use Team Member and adjust permissions.
Troubleshooting
Use this section when a role or permission change does not do what you expected.
"You cannot change your role from Admin when you are the only admin."
You see "You cannot change your role from Admin when you are the only admin." when you are the organization's only admin.
Possible causes: You are the organization's only admin.
To fix:
Edit another member and set their Role to Admin (Full access).
Edit yourself and change your role.
A member still sees something after I turned it off
A member still sees something after you turned it off when they haven't reloaded, the toggle has no effect, or they are an admin.
Possible causes: They haven't reloaded; the toggle has no effect; or they are an admin.
Check first: Their role badge on Roles & Permissions, and the list of placeholder toggles in Roles and permissions.
To fix:
Use a permission that is enforced (for example Change File Status rather than Move Files Between Stages).
Ask them to reload Broki.
Confirm it worked: After reloading, the item is gone for them.
A member can't see files, contacts, or a Settings page
A member can't see files, contacts, or a Settings page when the matching view or Settings permission is off.
Possible causes: View All Files, View All Contacts, or View All Partners is off; or a Settings permission under Legacy - Settings is off.
To fix:
Select the member on Roles & Permissions.
Turn on the missing permission. For Settings pages, tick Show legacy permissions first.
Ask them to reload Broki.
The person I want isn't in "Executive assistant for"
The person you want isn't in Executive assistant for when they don't have the Admin or Mortgage Advisor role.
Possible causes: The list only shows members with the Admin or Mortgage Advisor role.
To fix: If the advisor is a Team Member, their name won't appear. Contact support if you need an executive assistant for a Team Member.
Limitations and important behavior
These limits apply when you change one person's role or permissions.
There are no custom roles. Different access for different people is set per person.
Mortgage Advisor can't be chosen for new role changes.
Organization team lead can only be set on an admin, and only one admin holds it.
Display titles are labels only and don't affect access.
A member removed from the organization loses access regardless of their permissions. See Team members and invites.
Frequently asked questions
These are questions about changing one person's access.
Do I need to set permissions when I invite someone? No. New members join as Team Members with default permissions. Adjust them after the invite is accepted.
Can a team member change their own permissions? No. Only admins can change permissions and roles.
Will changing someone's display title change what they can do? No. Titles are shown to clients only.
Related articles
These articles explain the permission list, invites, profiles, and Smart Docs organization rules.