---
title: How to Manage User Roles and Permissions
description: DRAFT
---
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1. [SphereLOS Knowledge Base](https://www.spherelos.com/kb?hsLang=en)
2. [Getting started](https://www.spherelos.com/kb/getting-started?hsLang=en)
October 1, 2026
# How to Manage User Roles and Permissions
## This step-by-step guide explains how to access, create, and manage user roles within the system. It covers permissions across loans, reports, settings, custom fields, documents, views, and shortcuts—making it easy for system administrators to tailor role-based access and streamline user workflows
### 1. Getting Started
- **Log in** as a **System Admin**.
- Go to **Settings**.
- In the left-hand menu, click **Users**, then select **User Roles**.
---
### 2. Creating or Editing a Role
- To **create a new role**, click **Add New Role** (top right).
- To **edit an existing role**, click the **Edit pencil icon** next to the role name.
---
### 3. General Information
- In the **Create New User Role** or **Manage Role** section:
- **Edit the role name** if needed.
- Add a **short description** for internal reference (optional).
---
### 4. Loans Permissions
*Control what users can do inside a loan file.*
- Click the **Loans** tab under **Permissions**.
- Customize loan level permissions
- Turn each permission on or off using the Granted toggle
- To update all at once, click **Grant All / Revoke All** at the top right of the **Permissions** section
#### **Add Conditions**
1. Click the **Edit pencil** next to a permission.
2. Click **Add New Group**.
3. Select fields from the **Available Fields** list.
4. Click the **+ icon**, then **Add Selected**.
5. Choose an operation (e.g., Equals, Except, Modified, was not modified).
6. Set a value for the field ((e.g., Loan Status = Lead, Prospect, Pre-Approval).
7. Click **Save**.
8. Add more conditions using **Add New Group** or **Add New Group Item**.
### 5. Reports Permissions
*Control whether users can access reports.*
- Click the **Reports** tab.
- **View Reports**: Toggle **on** to display the **Reports** tab in the top navigation bar for that role, Toggle **off** to hide it.
- **View Summary reports**: Toggle **on** to show dashboard report; toggle **off** to hide them for that user role.
### 6. Settings Permissions
*Control whether a role can add contacts through the **Contacts** tab in the top navigation bar.*
- Click the **Settings** tab.
- Toggle access to allow or restrict adding company or personal contacts, such as **title companies, appraisers, or HOI agents**.
---
### **7. Custom Fields Permissions**
*Control whether a role can view or manage custom fields, and under what conditions.*
- Click the **Custom Fields** tab.
- Control access:
- - **View Permission** **\>** toggle individually or use **Check All / Uncheck All**.
- **Manager Permission \>** toggle individually or use **Check All / Uncheck All**.
#### Add Conditions
1. Click the **Edit pencil** next to a custom field.
2. Choose an operation (Equals or Except).
3. Select a **Loan Status**.
4. Click **Save**.
---
### 8. Documents Permissions
*Control access to document folders uploaded in the Documents section of the loan file.*
- Open the **Documents** tab.
- Choose access level:
- **No Access**
- **View Only**
- **View and Manage**
- Toggle individually Use **Check All / Uncheck All** for bulk toggling.
**Example**: A role may view Credit Reports, but only System Admins can manage them.
---
### 9. Views
*Set pipeline views based on the role’s workflow — control which views they can access and choose a default view to streamline their process.*
- Open the **Views** tab.
- Toggle access for each pipeline view or use **Check All / Uncheck All** for bulk toggling.
- Set a **default view** for the role.
**Example**: Set the **Processing** view as default for a **Processor** role.
---
### 10. Shortcuts
*Set up shortcuts for this role to give users one-click access to key loan file sections.*
- Open the **Shortcuts** tab.
- Use **Enable All / Disable All** for bulk changes.
- Or toggle shortcuts individually.
Note: Sh*ortcuts can also be customized at the individual user level, based on personal needs.*
---
### 11. Finalizing User Role Settings
- Click **Save** (top right) to apply changes.
- Use:
- **Deactivate User Role** → temporarily disable.
- **Delete User Role** → permanently remove.
- Click **Back to User Roles** to return to the list.
---
### **Questions? Contact us at support@spherelos.com — we’re here to help.**
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