How to create user roles, invite users and assign tasks to them? – effi

User Management lets you set up roles for your team, invite them into Effi and share the work on your leads. Once your team is set up, you can send them tasks and notes from any lead or from the Task Dashboard. This article covers creating roles, inviting users, managing existing users and assigning tasks.

Before you start

Who can do this: users with the Broker Business Administrator or Team Management permission can create roles and invite users. Anyone with access to a lead can send a task or note on it.
Broker roles are for client-facing staff who can be assigned leads (for example brokers and associate brokers).
Non-Broker roles are for staff who aren't client-facing or authorised to discuss a client's loan requirements, such as admin assistants, credit analysts, paraplanners and support staff. Non-Broker users can't be assigned new leads. Instead, you link them to the brokers they support.
Permissions control what each role can see and do. Every role needs at least one permission.
Feature availability: some permissions and screens depend on the features switched on for your business. If something in this article doesn't match what you see, contact Effi Support.

You'll need: your team member's name and email address, and about 10 minutes.

At a glance

Roles and users are managed in Settings > User Management. Create your roles first, then invite users and give each one a role. Tasks are sent from a lead's Messaging tab or from the Task Dashboard.

Part 1: Create a user role

Step 1: Open User Management

Select your profile picture in the top right corner (1), then select Settings (2).

Select the User Management tab (1). The Users page (2) opens by default and lists everyone in your business with their role and status. You'll use Invite/Create User (3) in Part 2.

Step 2: Start a new role

Select Roles (1). Here you'll see every role, its type, how many users have it and when it was last changed.
Select Create New Role (2).

Step 3: Set up a Broker role

Under Role Type, choose Broker (1).
Enter a Role Name (2), for example "Associate Broker".
Tick at least one permission (3):
- Leads: access lead management, including lead reassignment, messaging clients, requesting and receiving documents and bank statements, and viewing and editing the financial snapshot.
- Clients: manage and view existing clients and their data.
- Analytics: view the performance of each broker in the organisation.
- Broker Business Administrator: manage lenders, lead purchases, brokers, subscription, Email Automation, SMS Automation and users, and view all leads.
- Team Management: manage lenders, brokers and users, and view all leads, for the brokers assigned to this role.
- Associate Broker: view and manage their assigned leads, assign leads to Main Brokers and sync leads to aggregators.
Scroll down and select Create Role.

Step 4: Set up a Non-Broker role

Under Role Type, choose Non-Broker (1). A note (2) reminds you that this role suits non-client-facing staff and can't be assigned new leads.
Enter a Role Name, for example "Admin Support".
Tick Leads, Clients or both (3).
Select Create Role (4).

Step 5: Edit, duplicate or delete a role

On the Roles page, select the three dots next to a role to open its menu ((3) in the Roles screenshot above):
- Edit: change the role name or permissions.
- Duplicate Role: copy the role as a starting point for a similar one.
- Delete: remove the role.

Please note: changing a role's permissions affects every user who has that role.

Part 2: Invite a user

Step 6: Open the invite form

Go to Settings > User Management > Users and select Invite/Create User.
Make sure the Invite User tab is selected.

Step 7: Enter the user's details

Enter the user's First Name and Last Name (1).
Enter their Email (2).
Choose the Role Type: Broker or Non-Broker (3).
Choose a Role (4). Only roles of the selected role type are listed. Broker Business is filled in for you.
Select Invite User (5).

Step 8: Assign brokers to a Non-Broker user

When you choose a Non-Broker role, extra fields appear so you can link the user to the brokers they'll support.

After choosing the Role (1), check the permissions included with it.
In Assign Brokers (2), start typing a broker's name and select them. Repeat for each broker this user supports.
The brokers you've added appear under Assigned Brokers (3). You need at least one.
Select Invite User (4).

Step 9: Edit or deactivate a user

On the Users page, select the three dots next to a user (1).
Choose Edit to change their details or role, or Deactivate to remove their access (2).

Tip: use the Search by User, Role and Status filters to find someone quickly.

Part 3: Assign a task to a user

Step 10: Open a lead's Task/Note

Go to Leads in the left menu and open the lead.
Select the Messaging tab (1).
Select the arrow next to + New (2), then select Task/Note (3).

Step 11: Write and send the task

Enter a Subject (1). This short title is what appears on the Task Dashboard.
Choose a Priority: Low, Medium or High (2).
Under Send Task/Note To (3), type and select the user (or users) who should receive it.
Tick Visible to selected Users only (4) if only those recipients should see it.
Write Your Message (5).
Optional: add Checklist items (6). Type each item and press Enter or select + Add.
Optional: keep Add to Calendar ticked and set a due date (7), and attach a file with the paperclip (8).
Select Add (9).

Please note: tasks and notes are never visible to applicants.

Step 12: Check the task's progress

On the lead's Messaging tab, open tasks show under Pending Tasks (1).
Select the Tasks filter (2) to see only tasks in the lead's history, or View all tasks (3) to open the Task Dashboard.

Step 13: Manage tasks from the Task Dashboard

Select the Task Dashboard icon in the top bar (1) to see every task across your leads, grouped by status (for example Pinned and Overdue).
Select + Add task (2) to create a task without opening a lead first. Here you'll also choose the Lead and a Due Date, which are required.
Switch between List and Board views (3), and use Filters or search to find tasks.

Best practices

Create your roles before inviting anyone, so each person gets the right access from day one.
Give roles clear names that match your team's job titles.
Give each role only the permissions it needs.
Use Duplicate Role to build similar roles quickly instead of starting from scratch.
Use Non-Broker roles for support staff, and keep their assigned brokers up to date.
Deactivate users as soon as they leave your business.
Write task subjects as clear actions (for example "Chase updated payslips") and set a due date.

Frequently asked questions

I can't see the User Management tab. You need the Broker Business Administrator or Team Management permission. Ask your administrator to check your role.

The role I want isn't in the Role list when I invite someone. The list only shows roles that match the Role Type you selected. Switch between Broker and Non-Broker, or create the role first.

Why can't I assign a lead to a Non-Broker user? Non-Broker roles can't be assigned new leads. They work on the leads of the brokers they're assigned to.

I can't select Invite User for a Non-Broker user. Add at least one broker under Assign Brokers.

The person I want to send a task to isn't in the Send Task/Note To list. Check they've been invited and their status is Active on the Users page.

Can my clients see tasks and notes? No. Tasks and notes are never visible to applicants.

Need help?

Contact Effi Support at support@effi.com.au and include the user's name and email, the role you're working with, and a screenshot of what you're seeing.