> 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/verifiers/verifiers-how-it-works.md).

# Verifiers/Institutions - How it works

Find out how to get up and running with Verifiers in Tahua.

## Getting Started

To get access to the Verifiers role, [contact Tahua Support](/knowledge-base/administrator-help-guides/questions-and-comments.md).

Once the Verifiers role has been added to your account, several new items will appear on the Tahua interface:

* On the top navigation, under the Users menu, you will now see a Verifiers item.
* On the side navigation, you will see a new expandable section named Verifiers.

Clicking on either option will bring you to the new Verifiers screen.

![](/files/5b3a2c525309e3fbdc6d681b8cc72b39e4d57172)

The Verifiers section is similar to the Applicants screen, offering the same abilities to view, add, and search for assigned Applications.

## Setup your Verifier Registration Type

Much like Applicants, Verifiers need to complete a registration profile when they sign up so you can capture information about each Verifier organisation.

{% stepper %}
{% step %}

### Create a Registration Template

Go to Settings > Templates > Registrations and create a Registration Template with all the details you wish to capture about your Verifiers.
{% endstep %}

{% step %}

### Create a Registration Type

Go to Settings > Organisation > Registrations and create a new Registration Type by clicking New Registration.

![](/files/f80cc4ace0f38c957088f495779feb7e6c5f7ae2)

Select Use Existing Template, then choose the Registration Template you created in the previous step. Additionally, select the “Represents Verifiers” checkbox.

![](/files/adb27f348134c648ededa8c9ddebd9906da40696)

Now you should be ready to add your first Verifiers into the system.
{% endstep %}
{% endstepper %}

## Creating Verifiers

In order for Verifiers to be part of the process, they must first have an account within the system. There are two ways to achieve this:

{% stepper %}
{% step %}

### Invite the Verifier as an Admin

* From Users > Verifiers click Add Verifier.

![](/files/a532c19c2beeb030e6eb313089601acf037cf52a)

* Enter their organisation and the name & email of the first user.
* Click Create to send an invitation email where they complete their invitation and gain access to their portal.

Note: You can also add Verifiers to the system without sending them an invitation. These will become Unclaimed Verifiers.

![](/files/43a8e5524e3503343dc231933dfe376e9c0f15d6)
{% endstep %}

{% step %}

### Verifier registers themselves

Verifiers can register with the system themselves by signing up on your home page and selecting Verifier from the “Who are you registering on behalf of” option.

![](/files/edb9eed534701277718092d536e2da43615d5a06)
{% endstep %}
{% endstepper %}

## Assign Applications to a Verifier

Once you have created a Verifier, Applications can be assigned to them—this is the primary control for granting Application access to Verifiers.

{% stepper %}
{% step %}

### By an Administrator from the Assignments Screen

* Use the side navigation
* Expand the Verifiers tab
* Click on Assignments
* Search for the Application(s) you wish to assign and click Assign
* Select the desired Verifier and click Assign

![](/files/564d1056add0ad8ad4232d498a60337a464de0e6)
{% endstep %}

{% step %}

### By an Admin from the Application Page

On the application page you can change the Verifier by hovering over the Verifier field, clicking the pencil icon, selecting the new Verifier, and clicking the tick icon.

![](/files/674ae22d060a24601949a12761d532b364880789)
{% endstep %}

{% step %}

### By an Applicant (automatic assignment)

You can enable Applicants to assign a Verifier during the grant application process by adding a “Verifier Select” field to your Application Template. This field displays a list of all Verifiers in your system, and when an Applicant selects one, Tahua will automatically assign the Application to that Verifier.

You can always change the selected Verifier later as an Administrator.

![](/files/e7cb4a7445f3bfac5ed5ff1295b87f4879fc9f50)

{% hint style="info" %}
**Multiple Verifier Select fields:** A template can contain more than one "Verifier Select" field — for example, one where the Applicant chooses their overall Verifier, and a separate one used to record a Verifier for an individual team member. Only one field per template can drive automatic assignment. In the form builder, check the **"Applicant verifier select"** checkbox in the field context bar to designate which Verifier Select field is the primary one — enabling it on a field automatically disables it on any others in the same template. The first Verifier Select field added to a template is set as primary by default.
{% endhint %}
{% endstep %}
{% endstepper %}

## Verifier Workflows

Once an Application has been assigned to a Verifier, Decisions, Milestones, and Contracts workflows become available and are accessible to the Verifier from within their portal. At a high level these include:

* Viewing and/or editing assigned Applications
* Submitting assigned Applications to the Funder
* Reviewing & accepting Letters of Offer
* Viewing and editing Milestones
* Submitting Milestones to the Funder
* Viewing & signing Contracts
* Viewing and participating in Conversations on assigned Applications and Contracts

### Conversations with Verifiers

Verifiers can view and take part in Conversations on Applications and Contracts they are assigned to, using the same messaging workflow already available to Admins and Applicants — no need to fall back to email.

* On an Application, a **View Conversation** button appears in the sticky navigation panel (only when Conversations are enabled for your organisation and the Application is in a conversation-enabled state). This opens a modal with the full message history, where the Verifier can send messages and attach files.
* On Contracts, a chat icon with an unread-message indicator appears on both the Contract list and the Contract detail page, opening the same conversation modal.

When a Verifier sends a message, the Applicant receives a task notification and an email, and Admins are notified the same way they are for messages from Applicants. A Verifier can only access Conversations for Applications where they are the assigned Verifier, and for Contracts attached to those Applications.

## Verifier Settings

You can change how a Verifier interacts with these workflows. There is a Verifier Settings section under your Organisation settings to provide finer control of specific behaviours.

![](/files/49e249f2004c36e353e3443182e01dfe7f775a13)

{% hint style="info" %}
What this means for you:

* Streamlines verification workflows by adding a dedicated role for oversight and validation
* Reduces administrative burden through automated assignment options and self-service portal access
* Enhances collaboration and sign off between applicants, verifiers, and administrators
* Provides flexible configuration options to match your organisation's specific needs
* Maintains security and control through granular permission settings
  {% endhint %}