> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/applicant/collaborating.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 collaborator is another applicant, a person or an organisation, who works on your application
with you. You choose them from the applicants already registered with the organisation, and you
remove them from the same place.

Labels that name `Grant`, `Application` and `Individual` use your organisation's own term if
you've renamed it.

## Before you start

- `Manage Collaborators` appears only on applications you own, and only while collaboration is
  allowed for the application's grant. The organisation sets this for all its grants, and a grant
  can set its own.
- Members of your organisation already share its applications: see
  [Your organisation's members](your-organisation-members.md). Collaborators are for people outside
  it.

## Add or remove collaborators

You can open `Manage Collaborators` from two places:

- in `Applications`, from the application row's actions menu;
- on the application page, from its `Actions` (behind `More actions` on a smaller screen).

Then:

1. Under `Search for a person or organisation`, type at least two characters of a name or email
   address. Matching registered applicants and applicant organisations appear as you type.
2. Tick a result to add it. It moves to `To add`.
3. Under `Current collaborators`, untick anyone you want to remove.
4. Select `Update`. You see `Collaborators updated.`

Nothing changes until you select `Update`: closing the popup or selecting `Cancel` discards your
changes. If someone else changed the collaborators while you had the popup open, it says so and
reloads the list; make your changes again.

### Invite someone who isn't registered

If the person you want to collaborate with has never used the Portal, they won't appear in the
search. Invite them instead:

1. Beneath the search box, select `Can't find them? Invite a new applicant`.
2. Choose the `Type of applicant`: `Company` or `Individual`. For a company, enter its
   `Company name` too.
3. Enter their `First name`, `Last name` and `Email address`.
4. Select `Send invite`. You see `Invitation sent to` and their address, and you're back at the
   list.

The invitation is sent straight away; it doesn't wait for `Update`, and anything you've ticked or
unticked in the list is still there. `Back` returns to the list without sending anything. If the
email couldn't be sent, the popup says so and keeps what you entered: select `Send invite` again.

They get an email naming the application, with a link to set a password and register. The link
expires in 7 days. Inviting the same address again sends a new link, and the old one stops working.
They don't appear in the list until they've registered; then they're added as a collaborator. Someone
invited to collaborate registers as described in
[Registering](registering.md#invited-to-collaborate-on-an-application).

If a field is missing, the form says so under it, for example `First name can't be blank`, and
sends nothing. If the address already belongs to someone registered with the organisation, the
form says `This person already has an account. Search for them instead.` and sends nothing: search
for them by name or email address.

### When adding is turned off

If the popup says `Adding collaborators is turned off for this Grant. You can still remove existing
ones.`, the grant no longer allows new collaborators. There is no search box and no
`Can't find them? Invite a new applicant`: you can only untick current collaborators and select
`Update`.

## If you're a collaborator

An application you collaborate on appears in `Applications` and in `My Applications` on your
`Dashboard`, with the owning organisation named under its title, such as
`Collaborating with Wattle Trust`.

As a collaborator you can:

- view the application, and edit and submit it while it is open to changes;
- answer a request for more information;
- add and read `Notes`, use `View Conversation` and `Download PDF`;
- read decision letters and complete decision conditions;
- see the application's milestones on your `Milestones` page, without payment details, and
  complete them.

You can't withdraw or delete the application, ask to edit it, accept or decline an offer, or manage
its collaborators; only the owner can. You don't see its contracts or payments, or the owning
organisation's other applications and members.

## See also

- [After you submit](after-you-submit.md)
- [Your organisation's members](your-organisation-members.md)
- [Registering](registering.md)