An application

An application's page shows everything about one application: its answers, its details and what has happened to it. Application is your organisation's own term if you've renamed it.

What you see

The page shows the Application Number, the timeline (Started, Submitted) and its tabs:

Answers — the applicant's answers, page by page.
Details — the Owner, who it was Submitted by, the amounts, the Collaborators, the verifier and the decisions, assessments, contracts and milestones that belong to it. At its foot, the Automations panel lists the last ten times an automation fired for the application and what each action did; Show all opens the full log filtered to it. See Automations.
Eligibility — the screener answers, its verdict and the Staff verdict. If no screener was answered, it says so. See Eligibility screener.
References — only when the form asks for referees: each referee, the status and dates, and Reopen. See Referee requests and references.
Communications – after References (or Eligibility): every email, unemailed letter and conversation message about the application, newest first, read-only. The Reply address card is here too; it used to be on Details. See An application's communications.
Funds — the last tab, only when Funds is turned on and you can access payments: the funds the application is allocated to, each with its year and amount. See Allocating applications to funds.

Each uploaded file in Answers links to its download and has View, which opens it full screen: a PDF or an image shows in the viewer, other files say Preview not available with Download. A replaced file shows Version n of m; History lists each version, who uploaded it and when, with Download for each. Only the applicant can restore an earlier version, while the application is a draft.

If the register check flagged the application, an Eligibility check failed message above the tabs gives the reason, such as Register identifier missing. Only staff see it. See Registration templates and types.

If the application is in an open duplicate group, a Possible duplicate message above the tabs links to the round's Duplicates tab. An application archived as a duplicate shows Archived as duplicate and the day it was archived. See Duplicate applications.

Once the application has a decision, its Decision panel offers Export decision record: a PDF of how the decision was reached, each fact citing its audit entry. See The decision record.

A sent letter under Application Decisions opens with View letter. Above the letter it names the template it was Generated from, who sent the decision and when, and its Review requests in order. Open the Decision goes to the decision's page, and Open the Application’s Assessment records to this page's Assessments section if you can access both applications and assessments. See Trace a sent letter.

When the application has an open appeal, an Appeal panel under Application Decisions shows its status and reviewer. Open the appeal goes to the appeal's page, and Open appeals to Funding Decisions > Appeals. A task about an appeal opens this page on that panel. See Appeals.

Once the application has an approved amount, the Sources of funds panel shows whose money it is and what is Unattributed, your organisation's own, and the Co-funders panel below it shows its funded total with each co-funder's share. See Sources of funds and Co-funders on grants and rounds.

While Geocoding is on, the Map location card shows where the application's address questions were placed on the map. Address not located means the geocoding provider could not place one, and Pending that it has not answered yet. Place on map or Move pin opens a map: drag the pin, or type the latitude and longitude, then Save pin. You need permission to edit applicants. See Applicants.

The Actions panel lists what you can do now. If there is nothing, it says Nothing can be done to this Application right now.

Draft a reply with AI

If your organisation has Administrator drafting switched on and you may post in the application's Conversation, the message box offers Draft with AI. Accept adds the suggestion to the box, Edit lets you change it first, and Discard drops it. Nothing goes to the applicant until you select Send.

Collaborators

The Collaborators row in Details shows how many collaborators the application has and their names, or No collaborators yet. A collaborator marked Suspended keeps their place on the application but cannot open it while collaboration is turned off.

Manage Collaborators, in the Actions panel and in the Collaborators row, opens the list of collaborators. Search for an applicant or an organisation, tick the ones to add, untick the ones to remove, and select Update. If adding collaborators is turned off for the application's round, you can still remove existing ones.

To add someone who has never registered, select Can't find them? Invite a new applicant beneath the search box. Choose the Type of applicant, Company (with its Company name) or Individual, enter their First name, Last name and Email address, and select Send invite. You see Invitation sent to and their address, and you're back at the list with your changes kept. They get an email naming the application, with a link to set a password and register; the link expires in 7 days, and inviting the same address again sends a new link and cancels the old one. Once they've registered they're added as a collaborator. An address that already belongs to someone registered with your organisation sends nothing and shows This person already has an account. Search for them instead. The link isn't offered while adding collaborators is turned off.

While your organisation's Collaboration setting is turned off, an application in a round that follows that setting offers no Manage Collaborators, and its Collaborators row lists the names, each marked Suspended. A round with its own Allow applicants to add collaborators setting keeps its collaborators' access either way: ticked, you can add and remove; unticked, you can only remove.

Its milestones

The Milestones section lists the application's milestones, its own and its contracts', by due date. Each shows its title, linked to its milestone page, its status, its due date (Overdue beside a late one), its Funding amount and its payment status.

Under the list, Totals adds up the Funding amount and what has been Paid, with one line for each currency, never converted. An in-kind milestone's declared value is shown on its own In kind line and is never counted in the cash totals.

When an approved extension request moved a milestone's due date, the row shows the new due date and Moved by request, with the date the request was approved. Select it to open that request on its contract's Requests tab.

When the application has been paid, Request repayment asks the grantee to return money, and the Repayments panel lists each request with its remittance reference and status. An application paid more than its approved amount shows Overpaid with the amount in its tranche summary. See Refunds, repayments, holds and void and reissue.

Generate a milestone schedule from a reporting band

When the application has an approved Funding Decision and its round or program has reporting bands, its Milestones section offers Generate schedule. You need permission to create milestones.

Select Generate schedule. Backed proposes one draft milestone for each slot of the band the granted amount falls in, with its due date and its share of the amount. The applicant sees nothing yet.
Open a draft milestone to change it on its milestone page, or select Remove to drop it.
Select Send schedule to publish the milestones and send the applicant the Milestones Created email, or Discard to drop the draft and start again.

If the granted amount has since moved into another band, for example after a variation, the section names the band the current amount falls in. The milestones already generated stay as they are. See Reporting bands for what is refused and why.

Change the application's details

Select the Application Number to edit it. Press Enter to save or Escape to cancel.
Change the Approved Amount sets the amount approved, in dollars.
Transfer Ownership moves the application to another applicant whose registration has been approved.
Change the Verifier assigns a verifier, or removes one. While the application is With the Verifier, Submit Application sends it to you without waiting for them.

Classify it

The Classification panel shows the application's staff coding and the applicant's proposal for each taxonomy its round uses. Codes the application took from its round show Proposed: select Confirm to accept them, or Edit to choose other terms. When the applicant has proposed terms too, Confirm the applicant's proposal uses theirs instead. A term a newer taxonomy version dropped shows Retired. You need Full Access to the application to change its coding. See Classification.

Let the applicant change it

Use the Application Editing menu:

Unlock with message lets the applicant edit the application until a Deadline, then it locks again. They are sent your Message.
Request more information asks the applicant to fill in a Supplementary Information template you choose. The application shows More information requested until they send it. Their responses appear under Requests.
Edit as Admin opens the application for you to change. The applicant is not notified and changes save automatically. Select Exit when you are done.

When an applicant asks to edit a submitted application, an Edit request appears. Select Allow Editing or Decline; either way, the applicant is told.

Work as the applicant

Act as an Applicant opens the application as the applicant sees it, so you can fill it in for them. The page shows Acting as and their name. Select Resubmit to submit their changes.

Copy into a new Application starts a new application for the same applicant in a grant you choose, with every matching answer copied, and opens it so you can finish it for them. You need Complete Application on Behalf, and the grant must allow copying from previous applications.

History and comments

See Application History lists everything recorded on the application: what changed, who changed it, and when. Each message in the application's Conversation is listed with its time; select Open conversation to read it. A sent decision letter shows Email, which opens its email log entry if you can see email logs.
An application the round's Stale drafts settings withdrew shows Withdrawn automatically in the history, with the reason and no person named. See Remind and withdraw stale drafts.
A change made with an accepted or edited AI output shows AI assisted in the history. Select View the decision log entry to open that output's entry on the Decision log tab of AI assistance, which names the capability that made it. You need Can access Organisation settings to read the log. It keeps references, versions and hashes, never the prompt or the output.
Export in the history saves it as a CSV or Excel file, using the filters the history shows, and the file downloads at once. You need Can generate reports. If the history is too large for one file, narrow the filters and export again. See Export one record's history.
Internal Comments holds notes for your team. Applicants never see them. See Internal comments.
Committee, last on the page while Assessments is turned on, holds your committee's outcomes, with the rationale and any dissent, and its meeting notes. Assessors and applicants never see it. See Committee records.