Organisation settings

Settings > Profile and terms holds your organisation's details and the settings that shape what applicants, assessors and verifiers see. The page opens on the Details tab.

Labels that name Application, Milestone and Verifier use your organisation's own term if you've renamed it.

Before you start

You need the Can access Organisation settings permission to open the page. Without it you see Organisation settings only. If you can open the page but not change a setting, the setting says You don't have permission to change this setting.

The tabs

The tab bar across the top of the page leads to the rest of the organisation's settings. You see only the tabs your permissions open:

Details — this page.
Registrations — the registration types applicants choose from.
SSO — single sign-on for your members.
API Access and API & MCP — keys and AI-assistant connections.
Terminology — the words your organisation uses. See Terminology.
Emails, Email logs, Integration logs and Audit log.
Data retention — how long each kind of record is kept. See Data retention.
Funder networks — see Funder networks.
Sandbox — a copy of your configuration to test in. See Your organisation's sandbox.
Registers — the business and charity registers applicants' numbers are looked up in. See Business and charity registers.
Privacy evidence — the record of applicant profiles shared with you from Backed. See Privacy evidence.

Change your details and settings

Go to Settings > Profile and terms.
Select Edit Details.
Change what you need. The settings are grouped: Organisation details, Localisation, Information sharing, Application settings, Application numbering, Assessment settings, Forms, Contract settings, Verifier settings, Collaboration, Milestones, Support footer, Jurisdiction reporting and Payments. A group whose module is turned off for your organisation is not shown.
Select Save. You see Organisation settings saved.

If something needs fixing, the page says Some settings need your attention before they can be saved. and marks the setting. If someone else saved the settings while you were editing, you see Someone else saved these settings: your changes stay in the form, so select Reload, then make them again.

Some settings to know about:

Support footer text and Support email address appear at the foot of every Applicant Portal page while Show the support footer is on. Select Preview to see the footer. On a phone the footer shows two lines with More to read the rest. Your Support email address is also the first contact applicants see when they select Support at the bottom right of a page, ahead of Backed's own support.
Conflict of interest help text is the starting text for new assessment rounds. Changing it does not change rounds that already exist.
Contract number format uses # where the number goes, for example CON-#.
Show a countdown to the closing date, under Application settings, shows applicants how long is left before the grant closes, such as Closes in 3 days 4 hours, at the top of the application form.
Reading level target, under Forms, is a school year from 6 to 12 (year 10 unless you change it). The form builder marks text that reads above it, and the Publish Grant step lists it. Nothing is blocked. A number outside 6 to 12 is refused with Choose a reading level target from year 6 to year 12.
Accept Backed profiles is off unless you turn it on. When it is on, an applicant who keeps a profile with Backed sees Use my Backed profile on your registration form and can share answers from it, with their consent. Turned off, nothing is offered and a share sent to you is refused.
Show scheduled payment dates to applicants, under Payments, is off by default. When it is on, applicants see the scheduled date of each payment that hasn't been paid yet on their grant's Payments page; while it is off, they see each payment's status without its date. The same switch is on the Payments tab, where it saves as soon as you change it. See Show scheduled payment dates to applicants.

Application numbering

The Application numbering group sets how new applications are numbered.

Application number format has a Prefix (up to 10 letters, digits, - or /, or empty for numbers only) and Digits (3 to 8; shorter numbers are padded with zeros). As you type, the group shows the next number, for example Next number: CGR-00042.
If that number already belongs to an application, even a deleted one, the group says Application number CGR-00042 is already in use. Change the prefix or padding. and Save is refused with the same message. Change the prefix or the digits until the next number is free.
Allow a prefix per Grant lets each grant round set its own Number prefix, which replaces this one for that round's new applications. See Create a grant round.
Show Application numbers to applicants: turned off, applicants see no number on their dashboard, their applications, their emails or their PDF. Administrators always see it.

Numbers already issued never change. Only new applications use a new format.

What you call Verifiers sets the singular and plural word for verifiers. Leave both empty to go back to Verifier and Verifiers.

Languages and formats

The Localisation group sets the languages people can read the interface in, and the formats everyone sees until they choose their own under Your account.

Languages: tick each language people may choose. English (Australia) is always on and can't be unticked. Te reo Māori can be turned on for organisations that fund in New Zealand; words that are not translated yet show in English.
Default language: what everyone reads until they choose for themselves. It offers only the ticked languages. Unticking the language that is the default sets the default back to English (Australia).
Date format: Day month year, DD/MM/YYYY or YYYY-MM-DD. The group shows today's date in the format you pick.
Clock: 12-hour or 24-hour.

Select Save with the rest of the page. A change of default language is recorded in the audit log.

Jurisdiction reporting

The Jurisdiction reporting group turns on the publications your organisation reports its awarded grants to. Each one is off until you turn it on. Backed produces the files; you upload them yourself.

GrantConnect (Commonwealth) and NSW Grants and Funding Finder: once on, each round's Reporting panel gains a section for it. See Round reporting.
Open data (360Giving): once on, three more fields appear.
- 360Giving identifier prefix, such as 360G-riverbend. The page says at once if the prefix does not start with 360G- followed by letters, numbers or hyphens.
- Organisation identifier (org-id.guide), such as AU-ABN-51824753556. When the page knows your ABN it proposes this identifier.
- Licence, the address of the licence your data is published under. CC BY 4.0 is proposed.

A proposed value is only in the form: nothing is stored until you select Save, and you can change it first. Save waits until each 360Giving field can be saved.

Geography

The Geography group decides whether your organisation's addresses are placed on the map.

Geocoding is on by default. While it is on, each saved address, an applicant organisation's address or an application's address question, is sent to the geocoding provider to place it on the map and work out its local government area, electorates and remoteness area. The provider is a subprocessor. Turn Geocoding off and no address is sent, no pin can be placed and the dashboard's Map widgets are hidden. Points already placed stay while their address is unchanged. An address changed while geocoding is off loses its point and waits, and a removed address loses its point. Turn Geocoding back on and the waiting addresses are sent and placed.
Re-run enrichment works out the regions of every placed point again against the latest boundaries, after Backed loads a new edition. It asks you to confirm, then says how many points it worked out. No address is sent to the provider and no point moves. You need permission to edit the organisation's settings.

An address the provider could not place shows Address not located on its record. See An application and Applicants.

Your brand

The Brand group holds your Logo, Email Logo, Letterhead and Favicon, and your Primary colour and Accent colour. They are shown on your portals, sign-in pages and emails.

Each image lists the file types and size it accepts. Emails use your Logo while Email Logo is empty.
Your Logo needs Alternative text: a short description, up to 150 characters, that screen readers announce. Save won't store a new Logo without it. Application PDFs and decision letters use it for the logo. A Logo saved before this field existed shows a reminder to add it; until you do, PDFs describe it as your organisation's name followed by "logo".
New images are virus checked before they can be saved; Save waits until the check finishes.
A colour is a hex value such as #1B5878. Leave it empty to use the platform colour. Save waits until each colour can carry readable text.

Hosting and data protection

The Hosting and data protection panel shows your organisation's hosting region and where its data is kept and processed. Nothing in it is a setting, so it reads the same while you edit.

Where data is kept lists the database, backups, uploaded files, email, and logs and error tracking, each with the service that holds it and its region. Runtime logs are kept by the hosting providers, outside Australia; error tracking is When configured, in Australia.
Where data is processed lists the API, sign-in service, portal, administration app and public website, which are set to run in Sydney, and the background jobs, job queue and malware scanning, which run outside Australia because that provider has no Australian region. The portal and malware scanning are marked Not deployed in production.
Assumed, to be confirmed marks a region chosen when a service was set up that has not yet been confirmed in the provider's own console. When configured marks a service that receives data only once it is set up.

Connected services

Below the settings, the Slack section connects a Slack channel for notifications: select Add to Slack, and once connected you can turn on Post each submitted Application to connected channels and see the Post history. Under it, the Microsoft Teams section connects a Teams channel with a workflow's webhook address; see Connect Microsoft Teams. Xero, QuickBooks and MYOB are listed too; connecting them is not available yet, and the page says so. You need the permission to manage integrations to connect or disconnect a service.

Under Automation platforms, the Zapier and Make cards link to each app's directory listing (Open Zapier, Open Make, each in a new tab) and to its help page (How Zapier works with Backed, How Make works with Backed). There is nothing to connect here: a Zap or scenario connects with an API Credential from the API Access tab. See Zapier and Make.