Applicants

Applications > Applicants lists every applicant registered with your organisation. An applicant is an organisation or an individual, and one or more people act for it. The word Applicant is your organisation's own term if you've renamed it.

Find an applicant

Go to Applications > Applicants. An applicant appears once someone registers, or once you add or import one. Select View on a row to open its record. Select Profile on a person's row, an individual applicant or a member listed under an organisation, to open that person's profile.

The applicant record

The record's header shows its Registration Status and its Registration Type. It has five tabs:

Details — the registration answers, its Bank account, its Finance system identifiers (Accredo Bank Account Number and Microsoft Nav Vendor ID; see Accredo), its Organisation stage, its Register card and internal comments.
Applications — the applicant's funding history (see below).
Entity Users — the people who act for it, with their Account Status: Active, Unclaimed (created but not yet signed in) or Disabled.
Files — the files attached to the record.
Capacity — an organisation's capacity assessments, newest first, with their status and rating. See Capacity assessments.

If another applicant may be the same organisation or person, the header also shows Possible duplicate. See Possible duplicates below.

What the business and charity registers say

The Register card on the Details tab shows what the public business and charity registers last said about the applicant: the Australian Business Register, the ACNC Charity Register, the NZBN Register and the New Zealand Charities Register, whichever your organisation has turned on.

For each register, its latest answer: Found, Not on the register, Not verified or Not valid, the ABN, NZBN or charity number asked, Checked on with the date, and how it was asked (on a form, by staff, on submission or in a re-check). A found answer lists what the register holds, such as the entity name, status, GST and DGR.
Changed since the last answer names what moved since the register's previous answer.
Not verified next to the heading means a register didn't answer the last check. Nothing was blocked by it: Backed asks again in the next monthly re-check.
History lists the twelve newest answers.
Check now asks the registers again straight away. The answer appears once the check has run, so reload the page after a moment. You need permission to edit applicants.

The same card sits beside each of the applicant's applications, with the grant round's register requirements (see Eligibility screener). To turn a register on, see Business and charity registers.

Map location

While Geocoding is on in Organisation settings, the Map location card on the Details tab shows where the applicant's address was placed on the map, and who placed the pin if it was placed by hand.

Address not located: the geocoding provider could not place the address. It is left out of Map widgets and the region columns of reports until it has a point.
Pending: the provider has not answered yet. Backed keeps asking.
Place on map or Move pin opens a map with a pin. Drag the pin to the address, or type its latitude and longitude, then select Save pin. The regions are worked out again from the new point. You need permission to edit applicants.

If Geocoding is off, the card is not shown and no pin can be saved.

Funding history

The Applications tab lists every application the applicant has made that your data access lets you see, newest first: its number, title, grant, status, the Requested and Approved amounts, and under Related:

Contracts and Milestones — the contracts and milestones lists, showing only that application's. Each appears only if you can open that list.
Copied from and Copied to — the application it was started from, and any started from it, when you can see them.

An application in a grant your data access does not reach is left out. Payments are not listed yet.

Answers shared from a Backed profile

When your organisation accepts Backed profiles, an applicant can fill a registration from a profile they keep at Backed, choosing what to share answer by answer. The record's Sharing tab lists each time they shared or updated a profile, and any consent they withdrew since:

Date and Action: when it happened, and whether a profile was shared, an update was shared, or consent was withdrawn. A withdrawal reads Consent withdrawn on its date; nothing more arrives from that profile unless the applicant shares again, and what was shared stays under your retention.
Fields: each answer by its field key and version. The values themselves are on the Details tab, as registration answers.
Notice version: the version of the Profile sharing notice the applicant accepted.

The whole organisation's record of shares is under Privacy evidence.

Review a registration

When a registration type is reviewed, each submitted registration waits for an administrator. Open it from Registrations to review on the Dashboard, or from the applicant's record.

Read the Answers.
Select Approve to approve it. You see Registration approved.
Or, to ask for changes, tick each answer that must change under Answers to reject, add a note for each, write a Message to the applicant and select Request resubmission. The applicant sees each answer flagged with your note.

Approve and Request resubmission are available only while the registration is submitted.

Standalone milestones

A registration's page also lists, under Milestones, the applicant's standalone milestones: those that belong to no application and no contract. Each shows its title, linked to its milestone page, its status, its due date, its Funding amount and its payment status, by due date, with the same Totals as an application's milestones. You need permission to access milestones to see the section.

Manage the people who act for an applicant

On the Entity Users tab:

Invite Applicant adds a person. Someone who already has an account is added straight away; anyone else gets an account and an invitation email.
Resend Invitation Email or Generate Invitation Link for someone who has not signed in. A generated link is shown once: copy it and send it yourself.
Grant Assessor Role lets them also score applications in the Assessor portal with the same sign-in.
Remove stops them acting for this applicant; their account stays.
End access removes them from every applicant they act for.
View entities and roles shows every applicant or verifier the person acts for, since when and whether they sign for it, and every role they hold in your organisation.

Email domains and requests to join

The Entity Users tab also lists the applicant's Email domains, each with its Status (Proposed or Verified), who added it and who verified it, and when. Someone who signs in with a confirmed address at a verified domain, and doesn't yet act for an applicant, is offered to join the organisation instead of registering it again.

Add a domain: enter the domain, such as example.org.au, and select Add domain. A domain you add is verified at once. Public email domains such as gmail.com can't be added, and a domain already verified for another applicant can't be added again.
Verify a domain one of the organisation's members proposed.
Remove a domain to stop the offer. Nobody who already acts for the organisation loses access.

Requests to join lists the people waiting for a decision. Select Approve to add them to Entity Users, or Decline. The organisation's own members can decide them too; if one already has, you see This request has already been approved or declined.

Possible duplicates

Backed flags two applicants as possible duplicates when they share an ABN or NZBN, or when their names are at least as alike as your organisation's Possible duplicate threshold (85% by default, under Settings > Profile and terms, Registrations). Each is flagged on the other's record.

Possible duplicates, shown on every tab of the record, lists each other applicant, linked to its record, and why it was flagged. For each one:

Transfer Records opens the transfer with that applicant already chosen. Once the records move, the pair is settled. See Transferring applicant records.
Not a duplicate clears the flag on both records. The pair is never flagged again.

Other actions

Edit bank account records the applicant's bank account number. The number is checked by your organisation's currency: an organisation in Australian dollars takes a 6-digit BSB and account number; one in New Zealand dollars takes bank, branch, account and suffix, for example 01-0123-0123456-00; any other currency takes the digits with spaces or hyphens. Leave it blank to clear it.
Edit founding date and stage sets the founding date; the stage (Seed, Early, Growth, Advanced) is worked out from it unless you override it with a reason.
Change Registration Type starts a new registration form on another type's template. The answers already given are kept on record but not carried across.
Transfer Records and Delete are described in Transferring applicant records.

Email the people behind these records

To email everyone on this list, or the ones you tick, select Broadcast. See Broadcasts.