> For the complete documentation index, see [llms.txt](https://help.tahua.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.tahua.io/knowledge-base/administrator-help-guides/applications/inviting-a-new-collaborator-to-an-application.md).

# Inviting a New Collaborator to an Application

You can now invite someone to collaborate on an Application even if they have never used the Portal before. This explains how the invitation works, and exactly what a Collaborator can and cannot see.

Previously, a Collaborator had to already have an account on the Portal before they could be added to an Application — you could only search for people who were already registered. You can now invite someone who has never used the Portal, and they will be added to the Application automatically once they have registered.

Collaborators can also now see more of the Application's progress than before. See [What a Collaborator can access](#what-a-collaborator-can-access) below.

## Inviting someone who doesn't have an account

Both the Applicant who owns the Application and an Administrator can do this.

{% stepper %}
{% step %}

### Open Manage Collaborators

Find the Application and click **Manage Collaborators** — from the Actions panel, from the dropdown on the Applications list, or from the Collaborators row on the Application's Details tab.
{% endstep %}

{% step %}

### Search first

Type the person or organisation into the search box. If they already have an account, select them, click **Update**, and you are done — nothing else is needed.
{% endstep %}

{% step %}

### If they aren't there, invite them

Click **Can't find them? Invite a new applicant** underneath the search box. A short form appears.

Choose the **Type of applicant** — Company or Individual — then fill in:

* **Company name** (Company only)
* **First name**
* **Last name**
* **Email address**

Click **Send invite**.
{% endstep %}

{% step %}

### They register, and are added automatically

The person receives an email telling them they have been invited to collaborate on the Application, and asking them to set a password and register.

They then complete the registration form your organisation uses for that Funding Round — the Individual or Organisation registration template, depending on the type of applicant you selected.

As soon as they submit their registration, they are added to the Application as a Collaborator automatically. This happens on submission, before you approve the registration. You do not need to go back into Manage Collaborators to add them.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
The registration form they are asked to complete is the one configured against the relevant Funding Round in your organisation's registration settings — so an invited Collaborator provides the same details as any other applicant of that type.
{% endhint %}

## What a Collaborator can access

Adding someone as a Collaborator gives them access to **that one Application only**. It does not give them access to your organisation's other Applications. If you want someone to see everything, invite them into the organisation itself under Manage Members instead.

A Collaborator can:

* view, edit and submit the **Application** form
* see the **status** of the Application as it progresses
* respond to **requests for more information**
* read and send messages in the Application's **conversation**, if conversations are enabled
* open **Decision Letters** issued on the Application
* see the list of **Decision Conditions** on the Application
* see the name of the owning organisation, and the names of other Collaborators

{% hint style="warning" %}
**A Collaborator can also withdraw the Application, and accept or decline an offer of funding**, in the same way as the owner. If an Applicant asks who should be added as a Collaborator, make sure they understand this.
{% endhint %}

A Collaborator **cannot**:

* add or remove Collaborators. Only the owner of the Application, or an Administrator, can manage who has access.
* delete the Application
* open or complete **Decision Conditions**. They can see the list, but not complete them.
* see **Milestones**, either Application Milestones or Contract Milestones
* see the **Contract** or anything attached to it, or any **Payments**

If a Collaborator needs any of these, they need to be a member of the Applicant organisation instead. See [Contract vs Application Milestones](/knowledge-base/administrator-help-guides/milestones/contract-vs-application-milestones.md) for the difference between the two Milestone types.

## Collaborators on a private Grant

{% hint style="warning" %}
**On a private Grant, a Collaborator can view the Application but can't edit or submit it** until they are also on the Grant's invited list. This applies to existing Applicants added as Collaborators and to people invited through **Can't find them? Invite a new applicant**. Being added as a Collaborator doesn't add them to the Grant's invited list.
{% endhint %}

To let a Collaborator edit an Application on a private Grant, add their organisation to the Grant's Applicants list. See [Inviting Applicants to a Private Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/inviting-applicants-to-a-private-grant.md).

If the Grant's mailout is enabled, adding them after the Grant is published sends them the private Grant notification email straight away. Let them know to expect it, so they don't think they've been asked to submit a separate Application.

## Who receives emails about the Application

Emails about the Application go to the **owner's organisation only**. This includes submission confirmations, Decision Letters, requests for more information, offer reminders and new message alerts.

Collaborators receive the **Added as a collaborator** email and a portal notification when they're added. New invitees also receive the **Collaborator Invitation Email** first. You can edit both from your email templates. After that, Collaborators need to sign in to see what has changed.

## See also

* [How to Manage Application Collaborators](/knowledge-base/administrator-help-guides/applications/how-to-manage-application-collaborators.md)
* [How to Collaborate on an Application](/knowledge-base/applicant-help-guides/grant-applications/how-to-collaborate-on-an-application.md)
* [Contract vs Application Milestones](/knowledge-base/administrator-help-guides/milestones/contract-vs-application-milestones.md)