Team Management

Team Management Overview

Team Management allows you to assign the team members who will work on a borrower’s loan file. For your convenience, Maxwell provides several points in the workflow where you can manage the team assigned to a file:

• Assign team members during file creation

• Manage team members on the loan file Team tab

• Manage team assignments from the Pipeline view

Before reviewing how to assign teams, let’s start with the basics of managing users and creating team templates.

Manage Users & Create Teams

NOTE:

Only certain roles have permission to manage teams and users. These roles typically include Loan Officers, Managers, and Admins.

This section provides a basic overview of user management for creating and assigning teams. For advanced user management and permission settings, refer to admin user management.

User Management

To access User Management from the Pipeline view, click User Management in the left-hand navigation menu.

Once in user management you can see a table of all the users available in your organization. From there two basic actions you can do to quickly manage your teams.

1. + Add a New User

1. Edit an existing user

Both options open the user profile page, where you can enter the user’s basic information and assign their role, permissions, and team templates.

Team Templates

If you have dedicated teams that work together consistently, you can use team templates for added efficiency. Instead of assigning individual team members one by one, simply select a team template and it will automatically populate all assigned roles and team members.

Creating a Team Template

1. Log in as a user who has Manage Team Member permissions.

2. From the Pipeline view, select User Management in the left-hand navigation.

3. Click the Team Assignment Templates tab.

4. Click + Add New Team in the upper-right corner of the table.

1. Create team name and assign roles

Team Assignment

Assigning Team Members at Loan File Creation

We’ve added Team & LO Assignment section to all loan file creation workflows in the POS. This allows lenders to select the appropriate team or team members at the time of file creation.

• Reduces extra steps: Users no longer need to navigate to the Loan File → Team tab to assign team members manually.

• Ensures pipeline assignment: When an LOA, Manager, or Admin creates a loan file, the system now requires an LO assignment at creation, preventing files from being left unassigned or “orphaned.”

How It works

1. Create the Loan File The lender user creates a file in the POS using one of the existing methods:

   • Create New Application

   • Import from 3.4 MISMO

   • Import from LOS ID (when available)

2. Enter Borrower Information Add borrower contact details and choose whether to send the borrower an email notification upon file creation.

3. Select the Site and Assignment After selecting the site, an Assignment section appears where the user can:

   • Search and select a Team Template (if available), OR

   • Manually assign a Loan Officer (primary agent) and other team members working on the file. All fields are searchable.

     • Automatic LO Assignment When a Loan Officer creates the file, they will automatically be assigned as the LO to reduce extra steps.

     • LO Requirement Every file must have a Loan Officer assigned to ensure it’s properly added to a pipeline.

4. Create File Once all required fields are completed , select Create File to finalize.

The Assignment section will also appear in files created from a 3.4 MISMO or LOS ID Import

Note: This feature is currently available only to team members with permissions to both create loan files and manage team members.

If you or someone on your team needs access to this feature, please contact [email protected] to request a permissions update.

Team Tab

You can modify team assignments at any point during the life of the loan by using the Team tab in the loan file.

1. Log in as a user with Manage Team Members permission.

2. Open the loan file and click the Teams tab.

3. Click Manage Team in the upper-right corner of the table to update team assignments.

1. From the Manage Team window add/edit team roles as necessary

NOTE: You can add multiple people to the same role. Some users do this for out of office coverage, training, multi-lingual support or any other scenarios when additional support is needed.

Manage Team from Pipeline

You can also manage the team directly from the Pipeline view without opening the loan file. In the Pipeline, click the … menu on the right side of the screen and select Manage Team to open the team management window.