Role-based access control (RBAC)

RBAC lets your organization assign a defined persona to each Dashboard user so that capabilities in Analyze, Inspect, and Encompass import are gated by job function. Each user sees and can act on only what their role requires, giving lending teams least-privilege access by design, a clear auditable structure for compliance reviews, and a faster onboarding experience where new users are productive with the correct permissions from their first login.

System Roles is enabled per organization by your Ocrolus account manager. Contact your account manager to request enablement and to align on a duplicate-email resolution strategy before go-live.

RBAC offers the following capabilities:

Pre-built personas

Six roles that map to common lending-team structures. No configuration required to start.

Capability-level gates

Permissions control specific actions: edit income, create conditions, import to Encompass, and more.

Managed from one place

Admins assign and reassign roles right on the Team page in Organization Settings.

Safe by default

Restrict powerful actions to the roles that should have them, without blocking day-to-day work.

Key concepts

Term	Definition
System role	A pre-built permission profile assigned to a user. Each role bundles a specific set of capabilities across Analyze, Inspect, and Encompass import.
Permission	A specific action that a role can or cannot perform. For example, editing income values or importing conditions to Encompass.
Duplicate email	A conflict that occurs when an Encompass user's email address already exists in a different Ocrolus organization, requiring resolution before account linking completes.

System roles

RBAC offers six system roles, each reflecting a real seat on a lending team. Assign the role that matches each user's day-to-day responsibilities.

Role	Primary responsibility	Access summary
Loan Officer	Originates and sells loans	Views income but cannot edit values or set conditions
Processor	Gathers and clears conditions	Imports income, adds notes, uploads documents
Underwriter	Makes credit decisions	Full Inspect review; sets and waives conditions
Loan Officer (LO) / Processing Assistent	Supports LOs and processors	Read-only or limited edit, depending on org configuration
Closer / Funder	Reviews the final loan package	Minimal access to Inspect and Analyze data
Lending Operations Manager	Oversees the whole team	Full admin: configures access, audits usage

Capability matrix

The table below shows the access level each role has for high-impact capabilities. Verify the exact configuration against your organization's live permissions before go-live.

Capability	Loan Officer	Processor	Underwriter	LO Asst.	Closer	Lending Ops Mgr
Delete documents	No access	Read and write	Read and write	No access	No access	Full control
Edit income values (Analyze)	Read only	Read and write	Full control	Read only	Read only	Full control
Add comments	Read and write	Read and write	Read and write	Read and write	Read only	Full control
Import income to Encompass	No access	Read and write	Read and write	No access	No access	Full control
Import Inspect to Encompass	No access	No access	Read and write	No access	No access	Full control
Create manual conditions	No access	Read and write	Full control	No access	No access	Full control
Change condition status / waive	No access	No access	Full control	No access	No access	Full control
Import conditions to Encompass	No access	No access	Read and write	No access	No access	Full control
View Inspect	Read only	Read only	Full control	Read only	Read only	Full control
Org-level configuration edit	No access	No access	No access	No access	No access	Full control

Full control: Unrestricted access to view, create, edit, and delete.

Read and write: Can create and view access. Cannot delete or manage access.

Read only: Can view but cannot make changes.

No access: Hidden from the user's view entirely.

Use cases

Each system role maps to a real workflow on the lending team. Here is how permissions play out in practice.

Loan officers get a clean and read-only income view. Review Analyze income data without any risk of editing calculated values or triggering actions reserved for underwriting.
Processors can import and annotate without touching conditions. Import income to Encompass, upload supporting documents, and add notes, without access to condition management, which stays restricted to underwriters.
Underwriters have full control over conditions. Set, edit, and waive conditions in Inspect and push them to Encompass. No other role has this level of access by default.
Lending Ops Managers onboard new users instantly. Assigning a persona takes one action in Organization Settings. A new user is productive with the correct permissions from their first login.
Access reviews and compliance audits are straightforward. Every user's effective permissions are visible in the Roles table at a glance, making periodic access reviews quick and auditable.

Known issues

The current release has a few boundaries worth knowing before you roll out. Most are already scoped for an upcoming phase.

Limitation	Detail
No custom roles	Only the six system personas are available. Org-specific permission sets are planned for a future phase.
No pre-login role assignment	A user profile is created on first login. Admins cannot pre-assign a role before that point.
Broad default on first login	First-login users receive a default role that grants broad access until an admin assigns a restricted role.
No admin-side Encompass user creation	Encompass users are created by webhook or by logging in, not from the Ocrolus admin page.
No role-assignment reminders	There is no automated prompt to assign a role after a user's first login.

Key concepts

System roles

Capability matrix

Use cases

Known issues

See also