> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/registrations/applicants.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. `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](../../integrations/accredo.md)), 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](../assessments/capacity-assessments.md). If another applicant may be the same organisation or person, the header also shows `Possible duplicate`. See [Possible duplicates](#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](../funding-rounds/eligibility-screener.md#require-register-facts)). To turn a register on, see [Business and charity registers](../../integrations/registers.md). ## Map location While `Geocoding` is on in [Organisation settings](../organisation/organisation-settings.md#geography), 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](../organisation/privacy-evidence.md). ## 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. 1. Read the `Answers`. 2. Select `Approve` to approve it. You see `Registration approved`. 3. 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](transferring-applicant-records.md). - `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](transferring-applicant-records.md). ## Email the people behind these records To email everyone on this list, or the ones you tick, select `Broadcast`. See [Broadcasts](../communications/broadcasts.md). ## See also - [Registration templates and types](registration-templates.md) - [Importing and adding applicants](importing-and-adding-applicants.md) - [Accredo](../../integrations/accredo.md)