---
title: "How to Manage SmartFees™ Users"
slug: "how-to-manage-smartfees-users"
tags: ["SmartFees", "smartfees.com"]
updated: 2026-02-06T14:58:24Z
published: 2026-02-06T14:58:24Z
canonical: "docs.cotality.com/how-to-manage-smartfees-users"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cotality.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Manage SmartFees™ Users

## Overview

As a SmartFees™ Account Administrator, you can manage individual user profiles within your Loan Origination System (LOS) interface or by visiting [smartfees.com](http://smartfees.com). You can:

- Add new users
- Deactivate users
- Update existing user details
- Reset user passwords
- Modify user role permissions

> [!NOTE]
> **Note for Encompass® Administrators**: Setting up individual users is not required for organizations integrated with Encompass®. Instead, configure individual user access in Encompass® Partner Connect (EPC) by following the steps in [How to Set Up SmartFees Credentials in Encompass® Partner Connect (EPC)](/ext/docs/how-to-setup-smartfees-credentials-in-encompass-partner-connect-epc#overview). In most cases, you only need to set up individual Account Admin users who require permissions to perform administrative tasks and manage SmartFees platform features.

---

## Add a new user

[Embedded content](https://cotality.storylane.io/demo/zrv96idt2ado?embed=inline)

1. Log in to SmartFees using your Account Admin credentials. You can do this through your LOS integration (if the SmartFees user interface is accessible) or by visiting [www.smartfees.com.](http://www.smartfees.com)
2. Select the **My Settings** **tab.**
3. Select **Account Users**.
4. Scroll to the **Create a New User** section.
5. Complete all required fields (marked with a red asterisk):
  1. **User Name***. Create a username.
  2. **Email Address***: Enter the user’s email address.
  3. **Unique ID**: This field is not required.
  4. **First Name***: Enter the user’s first name.
  5. **Last Name***: Enter the user’s last name.
  6. **User Role***: Select a user role. Options include Account Admin, User Admin, Loan Officer, Processor. Refer to [User role permissions](/ext/docs/how-to-manage-smartfees-users#user-role-permissions) for more details.
  7. **Branch**: This field is only applicable if additional branches have be created in your SmartFees account.
6. Once complete, click **Add User**.

---

## Deactivate a user

[Embedded content](https://cotality.storylane.io/demo/m0ifyckgjrmh?embed=inline)

1. Log in to SmartFees using your Account Admin credentials. You can do this through your LOS integration (if the SmartFees user interface is accessible) or by visiting [www.smartfees.com](http://www.smartfees.com).
2. Select the **My Settings** tab.
3. Select **Account Users**.
4. In the **Users** section, locate the user that you want to deactivate, and then click the **Edit** link in the **Action** column.
5. Scroll to the **Edit User** section. For the questions *Is Active?* and *Allow access to SmartFees?*, select the **No** radio buttons.
6. Select **Update User** button. The system deactivates the user, and they will is no longer appear in the user list.

> [!NOTE]
> **Tip**: To view all users, including those that are deactivated, clear the **Only Show Active Users** checkbox.

---

## Update an existing user profile

[Embedded content](https://cotality.storylane.io/demo/10fdhu5pqvt5?embed=inline)

1. Log in to SmartFees using your Account Admin credentials. You can do this through your LOS integration (if the SmartFees user interface is accessible) or by visiting [www.smartfees.com](http://www.smartfees.com).
2. Select the **My Settings** tab.
3. Select **Account Users**.
4. In the **Users** section, locate the user profile you want to update, and then click the **Edit** link in the **Action** column.
5. Scroll to the **Edit User** section and update the required user information.
6. Select **Update User** to save your changes.

---

## Reset a user password

[Embedded content](https://cotality.storylane.io/demo/61aum5lhyodx?embed=inline)

1. Log in to SmartFees using your Account Admin credentials. You can do this through your LOS integration (if the SmartFees user interface is accessible) or by visiting [www.smartfees.com](http://www.smartfees.com).
2. Select the **My Settings** tab.
3. Select **Account Users**.
4. In the **Users** section, locate the user who needs a password reset, and then click the **Edit** link in the **Action** column.
5. Scroll to the **Edit User** section, then click **Reset Password**.
6. A confirmation message appears at the top of the page. A temporary password email is automatically sent to the user.

---

## User role permissions

| User Role | Permissions |
| --- | --- |
| **Account Admin** | - All manager user rights - Create or modify branches - Create, modify, and deactivate users - Create and modify files - Search and modify all files in the account - Setup User Preferred preferences - Manage Provider Exclusions (if enabled) - Manage Lender Fees (if enabled) |
| **User Admin** | - All manager user rights - create, modify and deactivate users - Create and modify files - Search and modify all files in the account - Setup their User Preferred preferences |
| **Loan Officer** | - Create and modify files - Search files that they created - Setup their User Preferred preferences |
| **Processor** | - Create and modify files - Search and modify all files in the account - Setup their User Preferred preferences - Designate “Delegates” |

---

## Outcome

You can add, update, deactivate users, reset passwords, and manage user roles in SmartFees through your LOS interface or at [smartfees.com](http://smartfees.com).