The Credit Officer role handles day-to-day field operations in the microfinance system. Credit Officers manage assigned unions, process loans, and maintain relationships with union members.
Core Responsibilities Credit Officers are responsible for:
Union Management : Managing assigned unions and their membersMember Relations : Registering members, maintaining profiles, building trustLoan Processing : Creating loan applications and preparing documentationRepayment Collection : Recording payments and following up on duesField Operations : Visiting unions, conducting member meetings, assessing loan requestsDocumentation : Maintaining accurate records and uploading required documents
Organizational Position Reporting Structure Credit Officers report to Supervisors through the supervisorId field:
model User { id String @id @default ( cuid ()) email String @unique role Role // CREDIT_OFFICER // Links to supervising manager supervisorId String ? supervisor User ? @relation ( "SupervisorToOfficers" , fields : [ supervisorId ], references : [ id ] ) // Manages multiple unions unions Union [] @relation ( "OfficerUnions" ) // ... }
Every Credit Officer should have a supervisorId set. This establishes the reporting line and determines which supervisor can approve their loans.
Union Assignment Union Model Relationship Credit Officers are assigned to unions via the creditOfficerId field:
model Union { id String @id @default ( cuid ()) name String location String ? address String ? // Assigned Credit Officer creditOfficerId String creditOfficer User @relation ( "OfficerUnions" , fields : [ creditOfficerId ], references : [ id ] ) // Union has many members unionMembers UnionMember [] // Union has many loans loans Loan [] // ... }
Viewing Assigned Unions Credit Officers can only view unions assigned to them:
// GET /api/unions // Returns unions where: // - Union.creditOfficerId === currentUser.id (for CREDIT_OFFICER) // - All unions (for ADMIN/SUPERVISOR)
Multiple Union Management A Credit Officer typically manages multiple unions:
Credit Officer: John Doe ├── Union: Downtown Potters (15 members) ├── Union: Market Street Group (22 members) ├── Union: West End Cooperative (18 members) └── Union: Riverside Artisans (12 members)
Credit Officers cannot create, update, or delete unions. Only Admins and Supervisors have that authority. Union assignment is controlled by Admins.
Member Management Union Member Model Members belong to unions and are managed by the union’s Credit Officer:
model UnionMember { id String @id @default ( cuid ()) code String ? @unique firstName String lastName String phone String ? email String ? // Belongs to a Union unionId String union Union @relation ( fields : [ unionId ], references : [ id ] ) // Current officer (redundant but kept for history) currentOfficer User ? @relation ( "CurrentOfficer" , fields : [ currentOfficerId ], references : [ id ] ) currentOfficerId String ? // Profile and verification isVerified Boolean @default ( true ) profileImage String ? // Personal details dateOfBirth DateTime ? gender String ? address String ? city String ? profession String ? // Relations loans Loan [] documents UnionMemberDocument [] // ... }
Adding New Members Credit Officers can add members to their assigned unions:
// POST /api/union-members { "firstName" : "Mary" , "lastName" : "Johnson" , "phone" : "+234-XXX-XXX-XXXX" , "email" : "mary.j@example.com" , "unionId" : "clx..." , // Must be assigned to current officer "dateOfBirth" : "1985-05-15" , "gender" : "Female" , "address" : "45 Market Road" , "city" : "Lagos" , "profession" : "Potter" , "isVerified" : true }
Members must be verified (isVerified: true) before they can receive loans. This is typically done after document verification.
Viewing Members Credit Officers can only see members from their assigned unions:
// GET /api/union-members // Returns members where: // - UnionMember.unionId IN (officer's union IDs)
Credit Officers can update member profiles:
// PUT /api/union-members/:id { "phone" : "+234-XXX-XXX-XXXX" , "address" : "New address after relocation" , "profession" : "Potter and Retailer" }
Member Documents Credit Officers upload and manage member documents:
model UnionMemberDocument { id String @id @default ( cuid ()) unionMemberId String unionMember UnionMember @relation ( fields : [ unionMemberId ], references : [ id ] ) documentTypeId String documentType DocumentType @relation ( fields : [ documentTypeId ], references : [ id ] ) fileUrl String verified Boolean @default ( false ) uploadedByUserId String uploadedBy User @relation ( "UnionMemberDocUploadedBy" , fields : [ uploadedByUserId ], references : [ id ] ) // ... }
Loan Processing Creating Loan Applications Credit Officers create loan applications for members in their unions:
// POST /api/loans // loan.routes.ts:24-30 // Requires: requireStaff (ADMIN, SUPERVISOR, CREDIT_OFFICER) { "unionMemberId" : "clx..." , // Must be from officer's union "unionId" : "clx..." , // Officer's assigned union "loanTypeId" : "clx..." , "principalAmount" : 50000.00 , "termCount" : 6 , "termUnit" : "MONTH" , "startDate" : "2024-03-01T00:00:00Z" , "processingFeeAmount" : 2500.00 , "penaltyFeePerDayAmount" : 50.00 , "notes" : "Working capital for pottery expansion" }
Loan Model Structure model Loan { id String @id @default ( cuid ()) loanNumber String @unique // Member and Union unionMemberId String unionMember UnionMember @relation ( fields : [ unionMemberId ], references : [ id ] ) unionId String union Union @relation ( fields : [ unionId ], references : [ id ] ) // Loan details loanTypeId String ? loanType LoanType ? @relation ( fields : [ loanTypeId ], references : [ id ] ) principalAmount Decimal @db.Decimal ( 14 , 2 ) termCount Int termUnit TermUnit // Status tracking status LoanStatus @default ( DRAFT ) // Creation and assignment createdByUserId String createdByUser User @relation ( "CreatedLoans" , fields : [ createdByUserId ], references : [ id ] ) assignedOfficerId String ? assignedOfficer User ? @relation ( "AssignedLoans" , fields : [ assignedOfficerId ], references : [ id ] ) // Relations scheduleItems RepaymentScheduleItem [] repayments Repayment [] documents LoanDocument [] // ... }
Loan Status Workflow Credit Officers participate in this workflow:
Loan Status Values enum LoanStatus { DRAFT // Officer is still editing PENDING_APPROVAL // Submitted to supervisor APPROVED // Supervisor approved ACTIVE // Disbursed and being repaid COMPLETED // Fully repaid DEFAULTED // Member failed to repay WRITTEN_OFF // Uncollectible CANCELED // Application canceled }
Viewing Loans Credit Officers can only see loans they created or are assigned to:
// GET /api/loans // Returns loans where: // - Loan.createdByUserId === currentUser.id, OR // - Loan.assignedOfficerId === currentUser.id
Updating Loan Details Credit Officers can update loans in DRAFT status:
// PUT /api/loans/:id // loan.routes.ts:57-63 { "principalAmount" : 60000.00 , // Increased amount "notes" : "Updated: Member requested additional capital for new kiln" }
Once a loan is submitted for approval (PENDING_APPROVAL), Credit Officers cannot modify loan terms. Only status changes by supervisors are allowed.
Loan Documents Credit Officers upload supporting documents:
model LoanDocument { id String @id @default ( cuid ()) loanId String loan Loan @relation ( fields : [ loanId ], references : [ id ] ) documentTypeId String documentType DocumentType @relation ( fields : [ documentTypeId ], references : [ id ] ) fileUrl String verified Boolean @default ( false ) uploadedByUserId String uploadedBy User @relation ( "LoanDocUploadedBy" , fields : [ uploadedByUserId ], references : [ id ] ) // ... }
Repayment Collection Recording Repayments Credit Officers record payments from members:
// POST /api/repayments { "loanId" : "clx..." , "amount" : 10000.00 , "paidAt" : "2024-03-15T14:30:00Z" , "method" : "CASH" , "reference" : "RCP-2024-0315-001" , "notes" : "Collected at weekly union meeting" }
Repayment Model model Repayment { id String @id @default ( cuid ()) loanId String loan Loan @relation ( fields : [ loanId ], references : [ id ] ) receivedByUserId String receivedBy User @relation ( fields : [ receivedByUserId ], references : [ id ] ) amount Decimal @db.Decimal ( 14 , 2 ) currencyCode String @default ( "NGN" ) paidAt DateTime method RepaymentMethod reference String ? notes String ? allocations RepaymentAllocation [] // ... }
Payment Methods enum RepaymentMethod { CASH // Cash collection TRANSFER // Bank transfer POS // POS machine MOBILE // Mobile money USSD // USSD payment OTHER // Other methods }
Repayment Schedule Credit Officers monitor upcoming payments:
// GET /api/loans/:id/schedule // Returns RepaymentScheduleItem[] with:
model RepaymentScheduleItem { id String @id @default ( cuid ()) loanId String loan Loan @relation ( fields : [ loanId ], references : [ id ] ) sequence Int // 1, 2, 3... dueDate DateTime principalDue Decimal @db.Decimal ( 14 , 2 ) interestDue Decimal @default ( 0 ) @db.Decimal ( 14 , 2 ) feeDue Decimal @default ( 0 ) @db.Decimal ( 14 , 2 ) totalDue Decimal @db.Decimal ( 14 , 2 ) paidAmount Decimal @default ( 0 ) @db.Decimal ( 14 , 2 ) status ScheduleStatus @default ( PENDING ) closedAt DateTime ? // ... }
Schedule Status enum ScheduleStatus { PENDING // Not yet paid PARTIAL // Partially paid PAID // Fully paid OVERDUE // Past due date }
Data Access Restrictions What Credit Officers Can Access Entity Access Scope Unions Only unions where Union.creditOfficerId === currentUser.id Members Only members belonging to assigned unions Loans Only loans created by or assigned to the officer Repayments Only repayments for loans they manage Documents Only documents for their members and loans
What Credit Officers Cannot Access Credit Officers cannot:
View other officers’ unions, members, or loans
Access supervisor reports or analytics
See system-wide statistics
Approve or reject loans
Disburse loans
Assign loans to other officers
Create or manage users
Access system configuration
Credit Officer Permissions Summary ✅ Can Do
View assigned unions
Add and manage members in assigned unions
Upload member documents
Create loan applications (DRAFT status)
Submit loans for approval (PENDING_APPROVAL)
Update loans in DRAFT status
View loans they created or are assigned to
Upload loan documents
Record repayments for their loans
View repayment schedules
Update own profile
❌ Cannot Do
Create, update, or delete unions
View other officers’ data
Approve or reject loans
Disburse loans
Assign loans to other officers
Delete users or members
Regenerate loan schedules
Access supervisor reports
View system-wide analytics
Manage system settings
Create other users
Best Practices
Visit each union weekly or bi-weekly. Face-to-face interaction builds trust and helps identify members who may need support.
Always upload required documents before submitting loans for approval. Missing documents delay approvals and frustrate members.
Timely Repayment Collection
Record repayments immediately after collection. Don’t wait until end of day. This keeps data current for supervisors.
Monitor repayment schedules and follow up with members 2-3 days before due dates. Prevention is better than collection.
Build strong relationships with union members. Understanding their businesses helps you prepare better loan applications.
Write detailed notes in loan applications. Explain the purpose, member’s business, and why you believe they’ll repay. This helps supervisors make informed decisions.
Common Workflows New Member Onboarding
Meet member at union meeting
Collect member information and documents
Create member profile in system
Upload documents (ID, photo, etc.)
Mark member as verified
Member can now apply for loans
Loan Application Process
Assess member’s loan request
Create loan in DRAFT status
Upload supporting documents
Review calculations and schedule
Submit for approval (PENDING_APPROVAL)
Wait for supervisor approval
Once approved and disbursed, begin collections
Weekly Collections Routine
Review upcoming due dates for the week
Visit unions on scheduled collection days
Collect payments from members
Record each repayment immediately
Update members on their loan balance
Follow up on any overdue payments
Admin Role Learn about administrator capabilities
Supervisor Role Understand your supervisor’s responsibilities and approval process
