Administrator Help Guides

Where to look when you are stuck, and how to send feedback to the Backed team.

A tour of the Administrator portal, from the Dashboard to the sidebar's Settings section.

Plan what to bring across from your old system, load your applicants quietly, and check and sign off each load of your records.

How Backed onboards your organisation in three recorded sessions, how to prepare for each, and where to find your plan and recordings.

What Backed's security pack holds, how a reviewer requests it from the trust page, and what happens after they do.

What Backed gives your security and privacy reviewers during onboarding, and the settings and records they will want to see.

Run the six-step setup wizard to choose your role, describe your organisation, set its look, invite your team and draft a first round.

What Backed's public trust page at backed.giving/trust tells your funders, auditors and security reviewers, and how it is kept current.

How a grant moves through Backed, from set-up to reporting, and which guide covers each step.

What Backed is, who uses it, and where to start reading as an administrator.

Keep one list of coloured tags, and let auto-tag rules tag applications from the answers they give.

Manage funding categories, payment categories, contract categories and the field tags your forms use.

What to check before your organisation opens to applicants.

Choose how long your organisation keeps each kind of grants record, and what happens to a record once that period has passed.

Short answers about organisation settings, brand, terminology, joining and security.

Recuse assessors automatically from applications they are connected to, by email domain or by a name in a tagged field.

Decide who can join your organisation without an invitation, what joining asks, and approve or reject join requests.

Turn the weekly digest and the emails Backed sends on your behalf on or off, edit their subject and body, and preview them.

Change your organisation's details, brand and the settings that shape what applicants, assessors and verifiers see.

Export every applicant profile shared with your organisation and every consent withdrawn, with the notice in force, for your privacy records.

Log a request from a person to see, correct, export or erase their information, find what you hold about them, and answer it by its due date.

Require two-factor authentication, check that logs reach your security team, and report a suspected data breach.

Choose the words your organisation uses for grants, applications and the rest, and reword the headings applicants and assessors see.

Choose the columns each list shows by default for everyone in your organisation.

Create a sandbox copy of your organisation's configuration to rehearse a round, train staff or test an integration, then open, refresh or delete it.

Edit how your organisation appears on Rounds, preview its page, and choose which staff run it there.

What happens to your organisation's access when it is suspended, its free trial ends, its subscription ends or it is in a grace period, and how access comes back.

See one person across every role they hold in your organisation, their assignments, conflicts, activity and access, and suspend, restore or remove them.

Set up a Super Admin, a Programme Manager or a read-only auditor with permissions and Admin Groups, and plan groups for six common ways of working.

See every Admin Group in your organisation, add and change groups, set what their members can see with Data Access Rules, and delete groups you no longer need.

Invite administrators, choose what each one can do, end their access on a date, export an access review, and check your own access permissions.

Set the largest Decision, Contract and Milestone amount an administrator can approve, see who has which limit, and route anything above it to a reviewer.

Invite the people who score applications, see each one's account and assessments, and resend, disable or remove their access.

What to check before your administrators start working in Backed.

Short answers about administrators, permissions, invitations and signing in.

See your team, your invitations, join requests, administrators and admin groups in one place, find who needs attention, and open anyone's profile.

See Backed the way an assessor, applicant, verifier or administrator does, move between your own roles, and come straight back with Exit.

Change your profile, appearance, language and formats, sign-in details and two-step verification, end sessions and set your Dashboard preferences.

See everyone with access to your organisation, invite people by email or text message, and manage invitations.

Find an applicant, read their registration, review it, and manage the people who act for them.

What to check before a registration template goes live.

Short answers about registration types, reviews and unclaimed applicants.

Add one applicant by hand, or import many from a CSV file, and choose whether to invite them.

Build the registration form applicants fill in, and set up the registration types that use it.

Move an applicant's applications, contracts and milestones to another applicant, or delete an applicant.

What to check before verifiers start confirming details for applicants.

Short answers about adding verifiers, renaming them and what they can see.

Add the verifiers who check applications on your behalf, invite the people who act for them and see what is assigned to them.

What to check before your programs gather their grants.

Short answers about programs, groups and who can change them.

Group your grants into programs, give each an owner, and see every grant in a program on one page.

Give one applicant a personal deadline after a closed round, with a reason, so they can start, finish and submit their application themselves.

What to check before a grant round is published.

Set up a new grant round step by step, from its details and application form to its funding, dates and landing page.

Copy an existing grant round into a new draft, with its settings, invitees and landing page, and optionally its assessment rounds and letter choices, but none of its applications.

Find applications that may be the same request made twice, keep one as the primary and archive the others, or dismiss the group.

Ask applicants screening questions before they can start an application, and decide the responses that wait for staff.

Mark a round's funding amounts or dates so that a change waits for a second person to approve it, and see what is waiting.

Short answers about creating, publishing, changing and closing grant rounds.

Give a grant round a landing page that tells applicants about it, choose who can see it and set its link.

Run a round in stages, such as an expression of interest followed by a full application, and move chosen applications to the next stage.

Publish a grant round so applicants can apply, unpublish it to make changes, list it on Rounds, and test, archive or delete rounds.

Remind applicants about a draft nobody has edited, and withdraw it automatically if nobody comes back to it. Off until you turn it on.

Record what GrantConnect, the NSW Grants and Funding Finder and 360Giving need about a round, whether it is on your public register, whether it allows appeals, and its networks.

Read an application, change its owner, amount, verifier or collaborators, unlock it, ask for more information and see its history.

Find, filter and act on applications across all your grant rounds.

What to check before an application template goes live.

Record a committee's outcome on an application with its rationale and any dissent, add meeting notes, and correct a record without losing the original.

Export one application as a PDF, with or without its uploaded files, export its complete record for an Official Information Act request, or prepare a bulk export of a whole round.

Export an application's full record, or a whole round's, as a package your records management system can file, and record the number it files them under.

Tag fields so their answers can fill letters, contracts and reports, and use field events to show or require parts of a form.

Build the pages, sections and fields of an application form or any other template, and preview it as applicants see it.

Short answers about finding, changing, withdrawing and exporting applications.

Ask applicants for references or an auspice acceptance by an emailed link, and read, reopen and share what referees send.

What to do when an application cannot be changed, submitted, found or acted on.

Fill in or correct an assessment on an assessor's behalf, reopen a submitted one, and see its versions.

Set up an assessment round or a singular assessment, publish it to assessors, and follow its progress and scores.

Share finished or in-progress assessments with assessors, applicants and verifiers, with or without the scores and the assessor's name.

Build the assessment form assessors fill in, and score its fields with option scores and weights.

Choose which assessors assess which applications, by hand, by rule, by answer or in bulk, and change assignments after a round is published.

Score an organisation's capacity twice, independently, compare the two sets of scores and reconcile them into a rating.

What to check before an assessment round is published to assessors.

Review the conflicts of interest assessors declare, and revoke or confirm each one.

Short answers about assessment rounds, assignments, scores and conflicts of interest.

See every appeal against a declined application, assign or change its reviewer, and record whether it is upheld or dismissed.

What to check before you send your first funding decision.

Write decision letter templates in any language, choose a signatory, edit one decision's letter, and trace a sent letter to its template, decision and reviews.

Hold sent declines for a set number of days, then release them on time, release one early or cancel it.

Set up the categories and reasons a declined application is given, and what the applicant reads.

Ask for a first draft of a decision message, a letter paragraph, a conversation reply or a report summary, then accept, edit or discard it.

Short answers about creating, sending, reviewing and revoking funding decisions.

Approve or decline submitted applications in a funding decision, send the letters, and revoke or resend them.

Report approved grants to GrantConnect, the NSW Grants and Funding Finder or 360Giving, fix or exclude what stops a file, and download every file you've produced.

Export one application's or one round's decision record, a PDF that cites the audit entry behind every fact, with the same facts as a CSV.

See every funding decision across your grant rounds in one list, with who recommended, reviewed and sent each one, and export it as CSV or XLSX.

Review a grant round's probity checks, attest the items only you can confirm, and download the dated checklist as a PDF.

Follow a contract's signing, counter-sign it, change its details, and complete, replace, terminate or withdraw it.

What to check before you send your first contract.

Set up the requests grantees can make on a contract, such as a variation or an extension, and decide them.

Write the contract templates your contracts are generated from, and keep every saved version.

Create a contract for an approved application or an applicant, link its milestones and funding, choose its document and send it to its signatories.

Approve a change to a sensitive field, such as a bank account number or a form answer marked for review, that needs a second person.

Short answers about creating, sending, signing and changing contracts.

What to check before you send milestones to applicants.

Show each grantee what they committed to in their application or contract beside the milestone deliverable they report on, and review commitment, actual and variance side by side.

Short answers about creating, sending, reviewing and sharing milestones.

See what is due, overdue, waiting for review and approved this month across every grant, and open any of them in the milestones list.

Set up reusable milestones with a deliverables form, a funding amount and self-service options.

Create a milestone for one application, give the same milestone to many applicants in a batch, and manage each milestone.

Read an Application's, a Grant's or a Program's outcomes against their targets by financial year, and export them for your annual report.

Build a framework of domains, outcomes and indicators, import one from a CSV or start from a starter, version it, attach it to a Grant with targets, and bind Milestone deliverables to its indicators.

Scale what you ask of a grantee to the size of the grant, and generate each grant's milestone schedule from its band.

Approve or decline each deliverable of a submitted milestone, then approve the milestone or ask for a resubmission.

See every email, unemailed letter and conversation message about one application, newest first, and its reply address.

Create a task, send an email, move a record to the next stage or change its status automatically when something happens, and see what each one did.

Email everyone behind a filtered list of applicants, applications, assessors, contracts or milestones, now or at a time you choose, and see what happened.

What to check before Backed starts emailing your applicants, assessors and staff.

See every email Backed has sent for your organisation, what was in it and what became of it.

Short answers about the emails Backed sends, turning them off, reminders and email logs.

Leave notes for other administrators on applicants, applications, decisions, contracts and milestones, mention people and attach files.

Send emails automatically a set time before or after a date, such as a closing date or a milestone's due date.

Let people reply to conversation emails, reset a record's reply address, and file or discard the emails that wait in the inbound quarantine.

Send your organisation's emails from your own domain, check its DNS records and choose who each email comes from.

Keep track of your own work and the work Backed raises for you, and assign tasks to other administrators.

Send a text beside some emails, choose and check each text, and see every text sent in SMS logs.

Generate the pack your board or steering committee is given for a quarter, and see what each pack held.

Write an Epic's report for a quarter from its partners' returns, generate it, finalise it, and reopen it if something changes.

What to check before partners file their first quarterly return.

Record the organisations that co-fund your projects, release each quarter to them, and see what a co-funder reads and when.

Change the words an Epic uses for what partners deliver, and keep its strategy tree word for word with the strategy your organisation signed off.

Set up the Epics your quarterly reporting runs on, place funded applications as projects, and keep partner profiles.

Short answers about Epics, projects, quarters and board packs.

Record what came out of a meeting with a partner, raise follow-ups, and keep the record of every decision an Epic asked for and its outcome.

Open each Epic's reporting quarters, set the dates partners and captains work to, and follow the quarter's returns and report.

Choose who reads the quarterly reports, invite partner contacts and co-funder users, and appoint an acting captain while a Captain is away.

Find where something was said across the quarterly reports you can read, and see how the reports are being used, Epic by Epic.

Read what partners say about reporting, keep the reporting reference lists, and record how long reporting information is kept.

Create a report and its data tables by choosing a data source, ticking columns and naming each one, append them, then read, filter, sort, group and export the rows.

What to check before your team builds and shares its own data reports.

What to check before your board and managers rely on Backed's reports.

See every Report you can open, grouped by folder, start one from a Standard Report, create a Data Table, organise Reports into folders, and open or delete a Report.

Search every field and tag on your templates, see where each is used, write a tag's definition and export the list as CSV.

Short answers about the portfolio report, exports, downloads and meeting packs.

Save a named set of visualisations as a Governance Dashboard and share it, read-only, with your board or trustees through their Admin Groups.

See where your applications are on a map, report on their local government area, electorates and remoteness, and place an address the search could not find.

See your awarded grants across any two dimensions of a classification taxonomy, find the gaps, and export the figures.

Define a roll-up across a program, chosen rounds or every round, generate a portfolio report, one report per source of funds and a reconciliation, then finalise or regenerate it.

List each approved grant in a period with its recipient, purpose, approved amount, decision date and payment dates, from the Gaming trust grants Standard Report.

Build a meeting's agenda of applications, generate and share its pack or ministerial brief, record the minutes and go on to decisions.

Email a report's file on a daily, weekly, monthly or quarterly schedule, and see what each run did in its run log.

Read the budget report for a grant, a program or everything in a financial year or custom dates, drill into any figure, and put a Budget tile on your Dashboard.

What to check before applications are coded against your taxonomy.

Build or import the taxonomies your applications are coded against, code a round so its applications start coded, and re-code when terms change.

Short answers about taxonomies, versions, coding and funder networks.

Join a funder network, accept its data-sharing agreement, share your awarded grants and read the network's combined portfolio.

Check which of your awarded grants are ready to share with a funder network, fix or exclude the rest, and share them.

See every recorded change in your organisation, who made it and when, open an entry for its detail, export a round's or an application's audit trail, and download your exports.

What to check before your organisation's imported records and audit log go live.

Short answers about what the audit log records, exporting it, and migration runs.

Request an import from SmartyGrants, Blackbaud Grantmaking or CSV files, then check each load against its reconciliation summary and sign it off.

See who prepared and approved a batch, tag it, check its payments, mark it as paid, delete a payment, and read the batch's history and internal comments.

See every payment on one list, in a batch or not, filter it by paid date, status and batch, and export it to reconcile a month.

Add milestones, applications and contacts to a payment batch, and enter each payment's amount and date.

See unpaid cash payments by the month they are scheduled for, in each currency, and the in-kind deliveries still to come.

What to check before your organisation pays its first batch through Backed.

How a grant round, a contract and a payment batch hold their currency, where the codes show, and why amounts in two currencies are never added together.

Export an approved payment batch as a CSV or Excel file, or make an ABA or NZ Direct Credit bank file, and see which payments are left out and why.

Short answers about the Payments menu, payment batches and deleting a batch.

How Backed works out the GST on a payment, and how to change a payment's GST treatment, GST amount or tax rate.

Award goods or services instead of cash, record what is given, how many and what it is worth, and see it apart from cash.

Keep your own index figures for contracts that rise with an index, one value per period, and choose how a round or contract is indexed.

See when a contract year is due for indexation, preview and apply it, and read the base, uplift and indexed amounts it leaves behind.

See what a milestone has been paid, add a payment outside a batch, and edit or delete a payment with its history kept.

Find your payment batches by status or tag, start a new one, create one from your Funds' tags or a distribution cycle, and delete a batch that is not yet approved.

Send each recipient of an approved payment batch a letter listing their payments, preview it, and send it again.

Who can prepare, approve, mark paid and export payment batches, how data access reaches each payment, and how bank accounts stay out of reach of the people who pay them.

Record money a grantee returns, ask a grantee to repay, hold a tranche from payment, and void and reissue a payment the bank sent back.

Check each payment and its bank account, approve or decline payment fields, then approve the batch or send it to someone else for review.

See whether a recipient's bank account is verified, record how you verified it, and confirm unverified accounts when you approve a payment batch.

Open a fund to see its details, its rules, payments, ledger, donor reports, donors and their grant recommendations, history and the funds below it, and generate a payment batch from it.

Create a fund or change one, with its amount, tags, donor anonymity, parent fund, distribution settings and your own custom fields.

Allocate an application to one or more funds for a year, use its matching funds, suggest allocations for a grant, and plan a fund's year on its annual sheet.

What to check before your organisation allocates and distributes from its funds in Backed.

Pledge a co-funder from your register to a round, give it a share of an application, and read the funded total without counting its money as yours.

Set up your own fund fields, choose which appear as columns on the fund list, put them in order and remove the ones you no longer need.

See each fund's balances and unpaid total, then find the payments made from a fund by fund and status.

Update fund amounts or record market values from a CSV file, such as one exported by your investment manager, and check every row before anything changes.

Distribute every fund whose next distribution date has come in one step, see what the cycle would do before you confirm it, and look back at the cycles already run.

Record the upstream agreements and funds your grants are paid from, attribute each approved application across them, and read the totals per round and program.

See every fund your organisation manages, with what each has to distribute, has paid and has left, totalled per currency.

An invited donor signs in to see their own fund's balances, ledger, distributions and published reports, recommend grants from it and follow each recommendation's outcome.