> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/milestones/reporting-bands.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

A reporting band sets the reports a grant of a given size owes you. A $5,000 grant can owe one short
final report while a $250,000 grant owes a report each quarter, and nobody writes a custom schedule
for either. You set the bands once on a grant round or a program, and Backed proposes each grant's
milestones from the band its granted amount falls in.

`Milestone`, `Program`, `Grant`, `Application`, `Contract` and `Condition` are your organisation's
own terms if you've renamed them.

## How bands work

A round or program holds a list of bands. Each band covers an amount range: it starts at its
"from" amount and runs up to, but not including, its "to" amount. The top band has no upper limit
and reads "and above". Bands can't overlap, so each amount falls in at most one band. Bands are
kept in order of amount, lowest first: a band you add takes its place by its range when you save,
so bands are never reordered by hand.

Each band holds one or more slots, in order. A slot is one report the grantee owes:

- the milestone template it is made from, which gives the milestone its title, description,
  deliverables form and how its amount is determined;
- when it is due: an anchor (the Contract's start, the Contract's end or the date of the Funding
  Decision) and an offset from it in months and days;
- its share of the grant amount, as a percentage. A slot with 0 % is a report with no payment
  attached. A band's shares can add up to 100 % at most.

The band's summary line says how many reports it asks for.

## Set bands on a round or a program

1. Open the round's `Details` tab (see [Round reporting](../funding-rounds/round-reporting.md#reporting-bands)),
   or the program page (see [Programs](../programmes/programmes.md#reporting-bands)).
2. In the `Reporting bands` panel, select `Edit bands`, then `Add band`, and enter its amount range.
3. Select `Add slot` for each report the band asks for, and choose its milestone template, anchor,
   offset and share. Use `Move up` and `Move down` to order the slots, and `Remove` to drop a slot
   or a band.
4. Select `Save bands`.

A round with no bands of its own uses the bands of the program its group belongs to. A round's own
bands replace the program's entirely. The panel says which set applies to the round.

Changing a band never changes milestones already generated from it.

## Generate a schedule for an approved application

Once an application has an approved Funding Decision, and its round or program has bands, its
`Milestones` section offers `Generate schedule`.

1. Open the application and select `Generate schedule`. Backed picks the band the granted amount
   falls in and proposes one milestone per slot. Each takes its title, description, form and amount
   type from the slot's template, and its due date from the anchor and offset. Its amount is the
   slot's share of the granted amount, rounded to the cent, with any remainder added to the last
   slot that pays.
2. Check the proposed milestones. They are drafts: the applicant can't see them. Open one to change
   it on its milestone page, or select `Remove` to drop it from the schedule. A milestone someone
   has already worked on can't be removed.
3. Select `Send schedule`. The milestones are published and the applicant is sent the
   `Milestones Created` email.

To start again, select `Discard`. The draft milestones are removed and you can generate the
schedule again. A sent schedule can't be discarded; change each milestone on its own instead.

## When the grant moves into another band

If the granted amount changes after the schedule was generated, for example after a variation, and
now falls in a different band, the `Milestones` section says which band the current amount falls
in. The schedule itself never moves. Change, add or remove milestones yourself if the grant should
now report differently.

## Use a band on a contract

At the `Milestones` step of a contract's setup, select `Use reporting band` to create the same
milestones from the band as contract milestones. The grantee sees them once the contract is
executed. See [Create and send a contract](../contracts/create-and-send-a-contract.md#milestones).

## Who can do this

- Saving a round's bands needs permission to edit and publish the round. Saving a program's bands
  needs permission to manage the program. Anyone who can see the round or program can read its
  bands.
- Generating, discarding and sending a schedule, and `Use reporting band`, need permission to
  create milestones.

## What Backed refuses

- Overlapping bands: `Reporting bands can’t overlap. Each band starts where the one below it ends.`
- Shares above 100 %: `The shares of a reporting band can’t add up to more than 100%.`
- A slot without a milestone template: `Choose a Milestone Template for each slot in a band.`
- An application without an approved Funding Decision:
  `A schedule can be generated only for an Application with an approved Funding Decision.`
- An in-kind grant, which has no amount to share out:
  `An in-kind grant has no schedule to generate. Add each Milestone by hand.`
- An amount no band covers:
  `No reporting band covers this grant’s amount. Add each Milestone by hand, or add a band that covers it.`
- A second schedule while one is a draft:
  `A schedule has already been generated for this grant. Discard the draft schedule to generate it again.`
- A change to a sent schedule: `This schedule has been sent. Change each Milestone on its own instead.`
- A template deleted since it was put in a band:
  `A Milestone Template this band uses is no longer available. Update the band, then try again.`

## See also

- [Milestones and batches](milestones-and-batches.md)
- [Milestone templates](milestone-templates.md)
- [An application](../applications/an-application.md#generate-a-milestone-schedule-from-a-reporting-band)