Role Assignment in a Loan | Baseline Support Centre

Overview

Loan Role Assignments give every loan a set of named role slots — Loan Officer, Processor, Underwriter, Closer, Funder, or whatever functions your team uses — with team members being assignable for each.

Three things power the feature:

Roles — configured under Settings > Roles and Permissions. An admin picks which roles exist in your team and marks them as a Team Role to make it assignable.
Teams — reusable presets built under Settings > Teams. A team is a saved bundle of people-in-roles (e.g. a "West Coast Originations" team with Jane as Loan Officer, Mike as Processor, Priya as Underwriter). Teams are optional; they save clicks when the same group of people work loans together.

Loan assignments — the actual per-loan selections made in the Loan Team drawer. Fill them by applying a Team preset in one click, picking people role-by-role, or a mix of both.

Role assignments are independent of permission levels — putting someone in the Underwriter slot records responsibility only; it doesn't grant or restrict access to the loan.

Why it matters

Native role assignments give every loan a standard set of role slots so responsibility is visible at a glance, filterable in the pipeline, and usable downstream in tasks, automations, and merge tags. When a preset is applied, every role on a new loan is populated in one click, thereby increasing efficiency.

How to set up Teams and assign Roles

Configuring Roles (admin only)

Do this first if your workspace has no roles set up yet, or when you need to add a new function.

Go to Settings > Roles and Permissions.
1. To learn more about how to set up Roles with Permissions, please click here.
Find the role you want to make assignable (e.g. Underwriter, Processor) or create a new one.
Mark the role as a Team Role to make it available for loan assignment. Roles that aren't marked as Team Roles won't appear in the Loan Team drawer or in Team presets.
Optionally, map individual users to a role. Users mapped here surface at the top of that role's dropdown when assigning on a loan — the mapping is a sorting hint only, not a restriction (anyone can still be assigned to any role).
Save.

If you later uncheck a role from being a Team Role, that role disappears from Settings > Teams and from every loan's drawer. Anyone previously assigned to that role on a loan is automatically moved to Subscribers so nothing is silently dropped.

Creating a Team preset (admin only)

Teams are optional but you can create one when the same group of people tend to work loans together and you want to staff a loan in a single click.

Go to Settings > Teams.
Click New Team.
Give the team a name — e.g. "West Coast Originations", "Fix-and-Flip Pod".
For each role, pick the person (or people) who should fill it. Every role that's marked as a Team Role in Settings > Roles and Permissions appears here.
Save.

The team is now available in the Team preset dropdown of the Loan Team drawer on every loan.

Editing a team later does not update loans that already have that team applied — presets are copied onto a loan at the moment they're applied, not linked. To push changes onto an existing loan, re-open the drawer and re-apply the team with Replace.

Opening the Loan Team drawer

Click the avatar area on any loan (also available on Pipeline cards and rows in the Loans List). The Loan Team drawer slides in from the side. It contains one section per configured role, plus a Subscribers section.

Applying a Team preset

If your workspace has saved Team presets:

In the Loan Team drawer, open the Team preset dropdown at the top.
Select a team. The role slots below populate with that team's assigned members.
Click Apply to save. Selecting a new preset replaces the current assignments.

Assigning members manually

Click a role field (e.g. Underwriter) to open its dropdown.
Users are grouped into two sections:
- Users mapped to that role (via Settings > Roles and Permissions) appear first.
- All other active users appear below.
Search by name to filter — the two-section grouping is preserved in search results.
Check a user to assign. Check additional users to add more — a role can hold multiple people.
Uncheck a user to remove them from the role.

The same member can exist in multiple roles at the same time and each role can have multiple members assigned.

Adding Subscribers

Subscribers is a separate section at the bottom of the drawer for people who should receive loan updates without holding a specific role. Add subscribers the same way as role assignees: click, search, check.

Clearing assignments

The Clear action removes all current selections in the drawer (except for subscribers). Use it when you want to start fresh rather than swap teams.

Deleting teams will not affect the existing loans. Members of that team assigned to roles will remain in those roles. Although, removing a team member from the system will remove them from all associated roles.

What's changed

The old single-avatar Owner picker is replaced by the Loan Team drawer. Existing owner data is preserved and still visible; new assignments happen through the drawer.
Automations that previously used "Assign Account Owner" are being migrated to set loan role assignees instead.
- We will also have a new automation in the future for assigning team presets in a loan.
If a role is later unchecked from Settings > Roles and Permissions, anyone assigned to that role on existing loans is moved to Subscribers rather than removed outright.

Permissions

Permission level	Can do
Admin	Full access. They are able to configure roles and set teams.
Member	Can add, edit, and remove role assignments and subscribers on any loan they can access.
Individual	Can view the drawer but not edit role assignments or subscribers, either from the loan or from the Loans List.

FAQ

Does assigning someone as Underwriter give them extra access to the loan? No. Role assignments are independent of permissions. If someone couldn't see the loan before, assigning them a role doesn't change that.

What happens to my existing loans when we start using this? Existing owner data carries over. You can open any loan and start assigning specific roles when you're ready — nothing breaks in the meantime.

Can multiple people hold the same role on one loan? Yes. Any role can have multiple assignees.

If I edit a Team preset in settings, do my existing loans update? No. Presets copy members onto the loan at the moment they're applied. To update a loan, re-apply the preset with Replace.

Can I still just pick "an owner" without a role? Subscribers is the closest equivalent for people you want on the loan without a specific function. Otherwise, use the role that fits.