# Welcome to Tahua
A little bit about us...
At Tahua, our mission is to empower grant organisations like yours to maximise their impact. For over a decade, we have provided a robust, secure, cloud-based grants management system that supports a diverse range of customers, from small trusts and foundations to large government organisations, in a way that is user friendly for all parties involved.
Founded in Aotearoa, New Zealand, we take pride in our heritage and in addressing the unique needs of organisations in our country while being flexible enough to cater to our international customers.
We are passionate about the incredible work our customers do, and we take pride in offering a platform that adapts to their unique needs, helping them achieve their goals efficiently and effectively. We seek to go beyond just providing software by gaining a deeper understanding of the work you are doing. This approach is enriching for us and also creates a valuable feedback loop that continuously improves our platform.
We are here for the journey, committed to nurturing ongoing relationships and ensuring our customers receive an immersive onboarding experience to help them get on their feet, as well as providing the day-to-day support they need.
# Getting Started
You've just signed up for your business to use Tahua, and we're here to help you make your grants management process as pain-free and seamless as possible.
This Knowledge Base will help you understand what you can do in Tahua and where to start, and our Customer Support team work closely 1:1 with all our new customers to ensure the onboarding process goes smoothly. If you're new to an organisation that has been using Tahua for a while and want to freshen up your Tahua knowledge - please get in touch so that we can steer you in the right direction (as we likely already have demo videos - specific to your organisation - on hand).
And please remember - our friendly Customer Support team are always on hand to answer any questions you may have!
# Getting Started as an Administrator
As an Administrator, you're in charge of managing your organisation's grant funding process from start to finish.
In Tahua, you can create and manage grant rounds, review and process applications, assign assessors to evaluate applications, make funding decisions, issue contracts and track milestones, process payments to successful applicants, and generate reports on your funding activities. We touch on what a "typical" [grant workflow](/knowledge-base/administrator-help-guides/getting-started/understanding-the-typical-grant-workflow) may look like for your organisation [here](/knowledge-base/administrator-help-guides/getting-started/understanding-the-typical-grant-workflow).
We've set up this Knowledge Base so that you can work your way through a typical grant workflow, and you should have received video recordings of the 1:1 onboarding sessions that our team have completed with your organisation. These are great to refer back to if you get stuck!
So what is your first step as your organisation's lead Administrator? Setting up your [Organisation](/knowledge-base/administrator-help-guides/setting-up-your-organisation) account.
# Understanding the Typical Grant Workflow
A typical grant round in Tahua flows through seven distinct phases, each building on the previous one.
The [**Setup**](/knowledge-base/administrator-help-guides/setting-up-your-organisation) phase is where everything begins. As an Administrator, you set up your organisation's permissions in the backend, create applicant registration forms, create grant rounds, define eligibility criteria, build the application forms, and set up assessment templates. This groundwork ensures your grant round runs smoothly once it goes live.
Next comes the [**Application**](/knowledge-base/administrator-help-guides/applications) phase, where applicants register, and submit their applications through your grant portal. You can monitor applications in real-time and assist applicants who have questions.
During the [**Assessment**](/knowledge-base/administrator-help-guides/assessments) phase, you assign applications to assessors who score them against your criteria. You can review all assessments in one place and see how applications compare against each other.
The [**Decision**](/knowledge-base/administrator-help-guides/decisions) phase is where you review assessment results, make funding decisions, and communicate outcomes to applicants via email. This is often one of the most critical moments in the grant cycle.
For successful applicants, the [**Contract**](/knowledge-base/administrator-help-guides/contracts) **&** [**Milestone**](/knowledge-base/administrator-help-guides/milestones) phase begins. They accept their grant contracts, based on pre-determined deliverables, and you set up milestones they need to complete to receive funding. These milestones might include project reports, financial statements, or evidence of completed activities.
As applicants complete milestones, the [**Payment**](/knowledge-base/administrator-help-guides/payments) phase kicks in. You review their evidence and when you approve milestones, process payments are made accordingly, ensuring funding is released when obligations are met.
Finally, the [**Reporting**](/knowledge-base/administrator-help-guides/reports) phase allows you to generate comprehensive reports on applications, assessments, decisions, and payments for your stakeholders, board members, or funders.
# Setting up Your Organisation
If your organisation has just signed up to use Tahua to manage your grants process, there are some things you need to configure before you go live. This section explains these settings in more detail.
# Configuration Settings
Before you go live and invite others to access the system, please ensure you have reviewed your organisation settings.
### Navigate to Organisation settings
Go to Settings > Organisation in the top right of the screen.\
\&#xNAN;*\*If you cannot find this menu item you might not have the permissions, in which case you will need to talk to your platform administrator.*
### Edit details
Click on Edit Details (see arrow in the screenshot above) in the right hand menu.
From here, you have a range of decisions to make when it comes to Information Sharing, Assessment Settings, Contract Settings, Institution Settings and Xero and Slack Integration Options.
This is also where you go to set up your [Organisation Brand Assets](/knowledge-base/administrator-help-guides/setting-up-your-organisation/setting-up-your-organisation-brand-assets), and [SSO](/knowledge-base/administrator-help-guides/setting-up-your-organisation/setting-up-saml-sso-with-microsoft-azure).
# Information Sharing Settings
In your Organisation Settings, under Information Sharing, you can choose whether you want to enable (or disable) two key options:
* The ability to show Applicants how many other applications have been applied for a given Grant on the applicants dashboard;
* Whether Admins and Applicants can share selected Milestones with users outside of the Grant Management Platform (via a link).
There are also several options you can setup to ensure adequate data privacy - refer to [Admin Groups & Data Access Rules](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules) for more information.
# Application Settings
In your Organisation Settings, you can choose to enable (or disable) whether Applicants can edit their application (even after submitting their Application) until the Grants close date. If disabled (which is the default setting), Applications are locked upon submission, unless access is explicitly granted by an Admin.
# Assessment Settings
In your Organisation Settings, you can choose to enable (or disable) different settings for your Assessors, including: whether the Assessor dashboard shows the number of completed assessments for a given assessment round, whether the Assessor can view Applicant information, whether you want Assessors to see the weighting for the scores you have given to different areas of the assessment template, and whether you want a welcome pop-up when Asssessors first login.
# Contract Settings
In your Organisation Settings, you can choose to enable (or disable) various features for your contracts, including whether you want your contracts to be automatically assigned "contract numbers" in a format of your choice, whether you want to be able to preview the contract in the document wizard by default, how your signatories can sign their contracts (i.e. upload a photo of their signature, type their name, type their initials). This is also where you can set the date for your Financial Year (if you want to use this in the personalisations in your templates).
# Verifier & Institution Settings
Institutions, Verifiers, Platforms, Commissioners...our customers all have the ability to configure this setting and define it based on what makes sense to their stakeholders.
In your Organisation Settings, you can choose to enable (or disable) different settings, depending on what capabilities you want your Institutions/Verifiers to have, including whether you want Institutions to be able to edit Applications assigned to them, whether Applicants need to submit their Applications to Institutions after which the Institution will assign to the Funder, whether the Letter of Offer has to be accepted by the Institution as well as the Applicant, and whether Milestones must be submitted to the Institution, prior to being submitted to the Funder. There are also some newer privacy policy settings that have been added in December 2025, including determining what level of access an Institution has to Milestones (no access, read only or full access), and what level of access Institutions have to Contracts.
# Setting Up Email Reminders
Tahua can automatically send reminder emails for Grants, Applications, Offers, Assessments, Milestones and Contracts. Here's how to set one up.
Reminders are separate from the regular email templates covered in each area's Email Templates article — those control what the reminder email *says*, but a reminder also needs to be set up here to control *when* it sends, *who* it goes to, and *which records* it applies to.
## Where to find them
Go to **Settings > Emails**, then create a **New Email Reminder**. The first thing you'll choose is which **Workflow** the reminder is for:
* Grants
* Applications
* Offers
* Assessments
* Milestones
* Contracts
Some of these only appear if the relevant feature is enabled for your organisation (e.g. Assessments won't show if you don't use Assessments, Contracts won't show if Contracts aren't enabled).
You can create as many reminders as you like for the same workflow — for example, a Milestone reminder that fires 7 days before the due date, and a second one at 1 day before, each with their own recipient and settings.
## Timing
Every reminder has:
* **Number and unit** — e.g. 3 days, 1 week, 2 months
* **Before or after** — most reminder types fire *before* a due/closing date (to prompt action ahead of time); Offer and Contract reminders instead fire a set number of days *after* the offer/contract was sent, to nudge a response.
## What each workflow reminds about, and how you can narrow it down
* **Grants** (Funding Round reminder) — reminds Applicants as a Funding Round's closing date approaches. Can be scoped to specific Funding Categories.
* **Applications** — reminds Applicants to submit, as the Funding Round's closing date approaches. You choose whether it targets **incomplete**, **complete**, or **any kind of** unsubmitted application. Can be scoped to specific Funding Categories.
* **Offers** — reminds an Applicant about a Letter of Offer they haven't yet accepted or declined, a set number of days after it was sent. Can be scoped to specific Funding Categories.
* **Assessments** (Assessor reminder) — reminds Assessors, timed relative to an Assessment Round's **Open**, **Close**, or **Due** date (your choice). Can be limited to specific Assessment Rounds and Funding Categories, and further filtered so it only reminds Assessors about assessments with an **Accepted** or **Undecided** conflict-of-interest/decision status.
* **Milestones** — reminds about Milestones that are still incomplete as their due date approaches. You choose the **recipient**: the Applicant, the Application Owner, the Contract Manager, or all Admins. Can be scoped to specific Funding Categories and/or Contract Categories.
* **Contracts** — reminds an Applicant (and any Verifier signatories) about a Contract that was sent for signing but hasn't been signed yet, a set number of days after it was sent. Can be scoped to specific Contract Categories.
## The email itself
Alongside the timing and targeting options, you'll also set the reminder's subject and body — same as any other email template, including access to personalisation tags for the relevant record. See the Email Templates article for the area you're working in (e.g. Milestone Email Templates, Funding Round Email Templates) for more on writing the content itself.
## Editing or deleting a reminder
Existing reminders can be edited or deleted from the same **Settings > Emails** screen — you don't need to delete and recreate one just to change its timing, recipient, or scoping.
# Setting up your Organisation Brand Assets
## This article shows how you can upload custom logos and/or a favicon that align with your organisation branding
{% stepper %}
{% step %}
### Navigate to Organisation settings
Go to Settings > Organisation in the top right of the screen.\
If you cannot find this menu item you might not have the permissions, in which case you will need to talk to your platform administrator.
{% endstep %}
{% step %}
### Edit details
Click on Edit Details in the right hand menu.
{% endstep %}
{% step %}
### Select logo files
Within the edit menu you will see the ability to set the following logos:
* Logo — Your primary logo displayed within the banner of your Tahua platform and other areas of the system where required.
* Email Logo — An optional logo used to override the logo in automated emails sent from Tahua. If not set, your default logo will be used.
* Letterhead — An image available as a personalisation within your letter & contract document templates; useful if you require a specific image for those official documents that differs from your primary logo.
* Favicon — Displayed in the browser tab of your Tahua platform.
{% endstep %}
{% step %}
### Save changes
Once you have selected your logo files click on Save in the right hand menu.
{% endstep %}
{% step %}
### Done
You should now see the logo and/or favicon reflected in the app as described.
{% endstep %}
{% endstepper %}
# Setting up SAML SSO with Microsoft Azure
{% stepper %}
{% step %}
### Within Azure: create an Enterprise Application
Within your Azure Portal, navigate to Enterprise Applications and create a new application.
{% endstep %}
{% step %}
### Choose SAML
Click the SAML option.
{% endstep %}
{% step %}
### Enable SSO in Tahua
Within your Tahua platform navigate to Settings > Organisation > SSO and click on Enable SSO.
{% endstep %}
{% step %}
### Obtain your ACS URL
Obtain your ACS URL from the top of the Tahua SSO page.
{% endstep %}
{% step %}
### Configure ACS, Entity ID and Issuer in Azure
Within your Azure Portal, copy your ACS URL from Tahua into Azure and assign an Entity ID within Azure, then copy that into the Tahua Identifier/Entity ID field — these must match. Additionally assign the Issuer field so the IDP knows where the request is coming from.
{% endstep %}
{% step %}
### Upload Metadata XML to Tahua
Click Save in Azure then download the Metadata XML and upload this into Tahua within the SAML config, then click Save.
{% endstep %}
{% step %}
### Review SAML settings and default permissions
Review the SAML - User settings and Default Permissions within Tahua.
{% endstep %}
{% step %}
### Test SSO
Test SSO by logging out and going to the Tahua sign in page, then click on SSO. This should take you to your Azure sign-in and redirect you back to the Tahua Portal as the signed-in user assuming everything has been set up correctly. If there is an issue contact the Tahua support team.
{% endstep %}
{% endstepper %}
***
# Administrator Portal Overview
Learn everything you need to know about the key features and navigation of the Tahua administration portal.
# Administrator Portal
The Administrator Portal is your central hub for managing all aspects of your grant program in Tahua.
As an administrator, you have access to powerful tools for managing applicants, creating funding rounds, building application forms, reviewing submissions, and generating reports.
The portal is designed to streamline your entire grant management workflow—from setting up funding opportunities through to post-award contract management and milestone tracking.
The video below provides an overview of some of the key features of the Tahua system.
{% embed url="" %}
# Administrator Dashboard
When you first log into the Administrator Portal, you'll see your Dashboard. This is your home base for monitoring activity across your grant program.
Each individual user can set-up their dashboard to reflect the information they wish to see.\
\
N.B. Your dashboard may not display the same settings as your colleagues, as this depends on the [access that your lead Administrator gives you in the Portal](https://help.tahua.io/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management). If you do not have visiblity over something that you thing you need, please contact your lead Administrator in the first instance, as they can grant you these permissions.
#### Dashboard Overview
Your dashboard can provide you with overview of numerous areas of the grant process - including application, assessments, and other key areas.
# Template Management
Organisations have the ability to use "Templates" to automate their workflows.
To access Templates, go to the top right hand of your Tahua Portal and click on Settings > Templates. You can then access all the Templates you currently have setup (or would like to setup).
# Using the Form Builder for Templates
The form builder for templates works virtually the same across the board for the different workflows, however there are a few nuances (particularly for the "letters").
You can **drag and drop** a field type from the left toolbox into the form builder area, or you can simply **click** on a field type to add it. This creates your first field on the page.
#### Available Field Types
**Simple Fields**
* **Free Text** - Add instructional text, headings, or information blocks that aren't questions (applicants can't enter data here)
* **Header** - Create section headers to organise your form into clear sections
* **Image** - Add images, logos, or visual elements to your registration form
**Data Entry:**
* **Entity Name -** Captures the name of the individual or organisation
* **Multi-choice** - Checkboxes allowing multiple selections
* **Single choice** - Radio buttons allowing one selection
* **Dropdown** - Concealed list that expands when clicked (good for longer lists)
* **Yes/No** - Binary choice with optional confirmation checkbox style
* **Slider** - A sliding scale with a configurable range (default 0-10), useful for rating scales or numeric ranges
**Text Fields:**
* **Short text** - Single line text entry
* **Long text** - Multi-line text entry
* **Rich text** - Formattable text with bold, italics, links, bullets, and numbered lists
**Other Fields:**
* **File upload** - For uploading supporting documents (e.g., proof of registration, identification)
* **Address** - Compact way to capture full address information
* **Date picker** - Consistent date entry interface
* **Currency** - For financial information (can set max values)
When you add a new "block" from the above to your template, the panel on the left will change and give you several options to further enhance the usability of the section. These include the ability to make a field mandatory to answer, add placeholder text to guide a user as to what is expected as a response, a tooltip option, and support text. See screenshot below for how these appear when selected in the template builder..
You also have the ability to [upload files for use in templates,](/knowledge-base/administrator-help-guides/administrator-portal-overview/template-management/how-to-upload-files-for-use-in-templates) [export form templates to PDF](/knowledge-base/administrator-help-guides/administrator-portal-overview/template-management/export-form-templates-to-pdf) and [change the form template type](/knowledge-base/administrator-help-guides/administrator-portal-overview/template-management/change-form-template-type) - you can read more about these capabilities [here](https://help.tahua.io/knowledge-base/administrator-help-guides/form-building).
Learn more about how to set up Field Tags, which allow personalisations to be pulled through to other templates, letters and reports, [here](/knowledge-base/administrator-help-guides/contracts/contract-templates/personalisations-and-field-tags) and Field Events, which enable new fields to display/be required, depending on the response a user gives.
# How to upload files for use in templates
Upload and link to important documents from within your templates without having to leave Tahua.
{% stepper %}
{% step %}
### Navigate to the template
Go to the template you wish to add the file(s) to.
{% endstep %}
{% step %}
### Open File Uploads
In the top right menu, next to Preview, click the down arrow to present the sub menu, then click on "File Uploads".
{% endstep %}
{% step %}
### Select or upload a file
The contextual left menu will change to the File uploads menu. Either select from the available list of files or click "Upload File" to add a new file from your computer.
{% endstep %}
{% step %}
### Copy the file link
Choose the file and after it is uploaded it will be available in the Files list within the left contextual menu. Click the "Copy to clipboard" button on the file row to copy the link to use within your template.
{% endstep %}
{% step %}
### Paste the link into your template
Paste the copied link into the relevant area in your template (for example, a free text field link or support text).
{% endstep %}
{% endstepper %}
# Export Form Templates to PDF
If you need to export a template to PDF that isn't being used to share externally, this article explains how.
{% stepper %}
{% step %}
### From the template list screen
* Navigate to the template list screen.
* Click the down arrow on the template line and click on **Export to PDF**.
* A PDF file will be generated for you.
{% endstep %}
{% step %}
### Alternative method: from the template edit screen
* Navigate to the template edit screen.
* Click the down arrow next to the **Preview** text and click on **Export to PDF**.
* A PDF file will be generated for you.
{% endstep %}
{% endstepper %}
# Change form template type
## If you create your template in the wrong template area you can change the template type to move it to the correct area.
{% hint style="warning" %}
Only unused/unlocked templates can be moved in order to preserve data integrity.
{% endhint %}
{% stepper %}
{% step %}
### Navigate to the template
Go to the template you want to move within Settings > Templates area.
{% endstep %}
{% step %}
### Open the template actions
Click the down arrow on the template line you wish to move and select "Change Template Type".
{% endstep %}
{% step %}
### Select new template type
Select the desired template type and click Save — this will move the template to the new area.
If you assigned it to the wrong area, navigate to the template area you moved it to and repeat the steps above to move it to the correct template area.
{% endstep %}
{% endstepper %}
# Personalisations in Email Templates
Learn how to manage your email templates from content and formatting to Personalisations.
## Personalisations
### In-built Personalisations
Email Templates in Tahua come with a list of Personalisations out of the box which can be accessed from the Personalisations menu in the Email Template Builder.
The list of Personalisations available within a given Email Template differs slightly from Template to Template depending on what data is available within the context of that Email.
### Tagged Fields Personalisations
If you wish to include responses from your Registration and Application Forms within your email template, [Tagged Field Personalisations](/knowledge-base/administrator-help-guides/contracts/contract-templates/personalisations-and-field-tags) are the solution.
First you will need to Tag the fields within the form Template you wish to pull response data from.
Once this is done the Tag value will become available as a Personalisation within the Email Builder Personalisation menu under the Applicant and Application sections respectively.
{% hint style="info" %}
Select the Personalisation from the menu and position it in the email as desired.
{% endhint %}
## Previewing an Email
Before sending or saving changes to a system email, you can preview exactly how it will render with real data.
From the **Emails** settings page, click the dropdown menu next to an email and select **Preview Email**. A modal opens where you can optionally choose a specific Application to use as the preview's context:
* **With an Application selected**, the preview populates using that Application's real data — Applicant name, Application title, Milestones, and so on.
* **Without an Application selected**, only base variables (organisation name, sign-in links, etc.) are populated; anything requiring Application context is left out.
Submitting the modal opens the rendered subject and body in a new tab.
{% hint style="info" %}
If you trigger Preview from the **email edit page**, your current unsaved changes to the subject and body are used — there's no need to save first. Triggering it from the Emails index page instead uses the currently saved content.
{% endhint %}
{% hint style="warning" %}
Preview is only available for emails that have been migrated to Tahua's newer email template system. If you don't see a Preview Email option for a particular email, it hasn't been migrated yet — contact Tahua Support if you'd like it prioritised.
{% endhint %}
# Template Locking
Understand when and why templates are locked and what ability you have to change templates when they are locked.
Form Templates in Tahua are locked once they are in use, for example:
* When a registration template is used for an applicant it is locked
* When an application template is used in a funding application it is locked
* When an assessment template is used in an assessment it is locked
This is done to protect the data integrity of the records which are linked to the template. However there is some ability to change certain properties of fields even when the template is locked.
{% stepper %}
{% step %}
### Navigate to the template
Go to Settings > Templates and open the template you want to inspect.
{% endstep %}
{% step %}
### View the template
Click on the View link of the template.
{% endstep %}
{% step %}
### Edit the template
Click on the Edit link in the top right of the template.
{% endstep %}
{% step %}
### Inspect and change field properties
Focus on a field that you want to change by clicking on it. The context menu on the left will appear showing properties that can be changed and greying out properties that cannot be changed.
{% endstep %}
{% endstepper %}
{% hint style="info" %}
NOTE: If you need to make larger changes to the template you will need to restart the process of the template (for example, restart the Grant or Assessment Round).
{% endhint %}
# Administrator Permissions & User Management
When your organisation registers with Tahua to use the platform to manage your grants, you will receive an initial email directly from us to set up your first Administrator account.
Once your organisation/first Administrator has created the account on behalf of your organisation, you can then invite others to have admin access to Tahua.
To access the Administrator Portal, you must be invited by an existing Administrator within your organisation. Once invited, you'll receive a welcome email with further instructions.
**Need to invite someone?** See [Invite a New Administrator](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/invite-a-new-administrator)
**Already set up as an Admin, and ready to sign in?** See [Sign in to Tahua](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/sign-in-to-tahua)
**Having issues with your account and need help troubleshooting?** Check out [Setting Up an Account in Tahua](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua).
The original Administrator (who invites you into the system) will be able to set what permissions you have, and what you have access to. If you need to amend any of these permissions, touch base with your original Administrator to discuss.\
# Setting Up an Account in Tahua
Here you'll find all the information you need when it comes to signing in, setting up a new administrator, assessor, applicant, multi-user accounts, and troubleshooting potential problems.
# Sign in to Tahua
Quick and easy guide for the two different methods of signing in.
## Signing in with email and password
{% stepper %}
{% step %}
### From the Tahua homepage
Click **Sign in**.
{% endstep %}
{% step %}
### Sign in page
You'll land on the sign in page
{% hint style="info" %}
Bookmark this for easy access later.
{% endhint %}
{% endstep %}
{% step %}
### Enter credentials
Enter your **email** and **password** and click **Sign in**.
{% endstep %}
{% step %}
### You're signed in
You've successfully logged into Tahua!
{% endstep %}
{% endstepper %}
## Signing in using single sign-on (SSO)
If your organisation has set up SSO, you can use your work account to sign in to Tahua (e.g. Microsoft or Google). The following example uses Microsoft.
{% stepper %}
{% step %}
### From the Tahua homepage
Click **Sign in**.
{% endstep %}
{% step %}
### Sign in page
You'll land on the sign in page (bookmark this for easy access later).
{% endstep %}
{% step %}
### Choose SSO
Click **SSO**.
{% endstep %}
{% step %}
### Authenticate with your organisation
You will be redirected to your **organisation's SSO provider login page**. Enter your sign in details there.
You may find that you are **already signed in with your work account**, in which case **you won't have to enter your password**.
{% endstep %}
{% step %}
### You're signed in
That's it! You're in.
{% endstep %}
{% endstepper %}
# Invite a New Administrator
This article is for Administrators who would like to invite a new Administrator to create an account.
{% stepper %}
{% step %}
### Go to the Admins menu
Go to the **Admins** menu under Users.
{% endstep %}
{% step %}
### Invite an admin
Click **Invite an Admin.**
{% endstep %}
{% step %}
### Enter details
Enter their details, including access permissions, dashboard preferences, and email preferences.
Note: they will be able to edit their own dashboard and email preferences when they activate their account.
{% endstep %}
{% step %}
### Save and send invitation
Press **Save Changes.** The Administrator will be sent an email which will enable them to set up an account.
   
{% endstep %}
{% endstepper %}
{% hint style="info" %}
You can return to this menu at any time to edit their details, disable them, or delete them.
{% endhint %}
You can also review the assessments assigned to them by clicking the **Assessments** submenu.
# Invite a New Assessor
This article is for Administrators who would like to invite a new Assessor to create an account.
{% stepper %}
{% step %}
### Go to Assessors
Go to the **Assessors** menu under Users.
{% endstep %}
{% step %}
### Invite an Assessor
Click **Invite an Assessor.**
{% endstep %}
{% step %}
### Enter details and save
Enter their details then press **Save Changes.** The Assessor will then be sent an email which will enable them to set up an account.
You can uncheck the Invite Assessor option if you wish to invite them when they are assigned to an Assessment Round.
Email template used for assessors who are invited as part of Assignment Process
{% endstep %}
{% endstepper %}
You can return to this menu at any time to edit their details, disable them, or delete them.
You can also review the assessments assigned to them by clicking the **Assessments** submenu.
# Invite a New Applicant
## Audience
This article is for Administrators who would like to invite new Applicants to create an account.
Unlike inviting an Administrator or Assessor to create an account, Applicants need to sign up to the system separately. You can share the link to your funding portal so they can create an account for themselves.
{% hint style="info" %}
Applicants must register themselves using your funding portal link — Administrators cannot directly create Applicant accounts on their behalf.
{% endhint %}
# Transferring Applicant Records
From time to time, you may encounter Applicants that have signed up more than once on the Portal, and you may wish to consolidate their accounts, or move records to a new entity. Here's how to transfe
Transferring applicant records can be helpful for merging duplicate Applicant accounts, or moving records to a new entity.
{% stepper %}
{% step %}
### Navigate to the Applicant record you want to transfer records from
Go to **Users > Applicants**, search for the relevant Applicant account, and click **View**.
{% endstep %}
{% step %}
### Click Transfer Records in the right-hand menu
This creates a preview of the records to be transferred and lets you select the new owner of the records.
{% endstep %}
{% step %}
### Confirm the transfer
Click **Transfer** to confirm the transfer to the new owner, or **Cancel** to abandon the process.
If you're merging two duplicate Applicant accounts, once you've confirmed there are no records left on the old account, you can click **Delete Applicant** to remove it.
{% endstep %}
{% endstepper %}
{% hint style="info" %}
The records transferred include Applications, Milestones and Contracts.
{% endhint %}
# How to unlock a user after too many password attempts
In Tahua a user is locked out of their account for an hour if they exceed the limit for too many incorrect password attempts. This article details how to unlock them proactively before that hour elapses.
## Method 1: Unlock as an admin
{% stepper %}
{% step %}
### Locate the user
Navigate to the Applicant page under Users > Applicants and find the user you wish to unlock. Click View.
If you are wanting to unlock an Admin or Assessor, navigate to the user under Users > Admins or Users > Assessors respectively.
{% endstep %}
{% step %}
### Unlock the account
Within the right-hand menu, if the user is locked there will be an "Unlock Account" button. Click this to unlock the user and allow them to try logging in again.
{% endstep %}
{% endstepper %}
## Method 2: Using forgot password function as an applicant
If the user wants to unlock their account themselves they can use the forgot password function from your Tahua home page. Once they click the link to reset their password from the email inbox and reset their password they will be unlocked and able to log in again.
# Invite a User to an Existing Organisation
## This article describes how you can add a new user to an organisation after sign up
{% stepper %}
{% step %}
### Navigate to the applicant page
Go to Users > Applicants.
{% endstep %}
{% step %}
### Find the organisation and start the invite
Once you have found the organisation you wish to add the user to, click on the View button on the right and then click the "Invite Applicant" button on the right-hand side menu to start the process.
{% endstep %}
{% step %}
### Enter details and invite
Enter the name and email of the user and click Invite to add them to the organisation.
{% endstep %}
{% endstepper %}
{% hint style="info" %}
NOTE: If the user already exists under that email address then they will automatically be added to the organisation. If they do not exist, they will be sent an invitation email to create their account.
{% endhint %}
# Troubleshooting Applicant Invites
Understand the various options available if one of your applicants does not receive their invitation email.
{% stepper %}
{% step %}
### Resend Invitation Email
Navigate to the user you are troubleshooting via Users > Applicants in the top navigation.
Click on "View" on the relevant user once you have found them and then click on "Resend Invitation Email" from the right-hand menu.
If your user still does not receive the email then try the next option.
{% endstep %}
{% step %}
### Provide the invitation link directly
Navigate to the user you are troubleshooting via Users > Applicants in the top navigation.
Click on "View" on the relevant user once you have found them and then click on "Generate Invitation Link" from the right-hand menu.
This will generate an invitation link and present it on the user page. You can copy this link and provide it directly to your user so they can complete the invitation process.
{% endstep %}
{% endstepper %}
# User Multi-Role - Overview
## Discover how a user can act as different user roles in Tahua from one login e.g. Applicant and Assessor from one login
### Why we built this
Currently, if you have to wear multiple hats throughout a grant workflow, such as switching between an Applicant and an Assessor, you would have to create two separate accounts under different email addresses.
We understand that this can become a problem if you only have one email address. We also understand that having two email addresses can become difficult to manage, leading to missing important information, and worse off: not being able to complete an engagement with applicants.
This should not be confused with an Applicant registering multiple Applicant Organisations which is detailed in our [Applicant Area](/knowledge-base/applicant-help-guides/applicant-home)
### Introducing Multi-Role
We’ve made it easier to manage multiple roles without juggling multiple accounts. Now, whether you’re applying for a grant or assessing applications, you can do it all from a single login.
Instead of creating separate accounts for each role, you’ll be able to switch seamlessly within your profile, ensuring you receive the right notifications and have everything in one place. This means fewer missed emails, less confusion, and a smoother experience from start to finish.
You’ll still have full control over each role’s responsibilities, but now it’s all under one roof—no extra logins required.
### How To Switch Between Roles
If a user holds more than one role within the system, Tahua will display a “User Mode” switch at the bottom of the left hand menu. See [Switching Between Admin and Assessor Mode](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/profile-management-for-administrators/switching-between-admin-and-assessor-mode) for how that works.
Roles can be assigned in two ways: either explicitly granted by an administrator or automatically assumed by the system. Each scenario has its own short article:
* [Granting an Applicant Role to an Assessor](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview/granting-an-applicant-role-to-an-assessor)
* [Granting a Verifier Role to an Applicant](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview/granting-a-verifier-role-to-an-applicant)
* [Granting an Applicant Role to a Verifier](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview/granting-an-applicant-role-to-a-verifier)
* [Granting an Assessor Role to an Applicant or Verifier](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview/granting-an-assessor-role-to-an-applicant-or-verifier)
# Granting an Applicant Role to an Assessor
Give an existing Assessor an Applicant Role too, so they can act as both from one login.
{% hint style="info" %}
This is one of several ways to grant an additional role to a user — see [User Multi-Role – Overview](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview) for how Multi-Role works generally.
{% endhint %}
Within your Administrator Portal:
1. Navigate to the Assess page (**Users > Assessors > View**).
2. Click **Grant Applicant Role** from the right-hand side options.
# Granting a Verifier Role to an Applicant
Give an existing Applicant a Verifier Role too, so they can act as both from one login.
{% hint style="info" %}
See [User Multi-Role – Overview](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview) for how Multi-Role works generally.
{% endhint %}
There are two ways to do this:
{% stepper %}
{% step %}
### Invite an existing Applicant from the Admin Verifier page
Use the Invite User function on the Admin Verifier page to invite an existing Applicant.
{% endstep %}
{% step %}
### Applicant initiates Verifier sign-up from the Applicant Portal
If you enable the ability for Verifiers to sign up themselves, an Applicant can add a Verifier Role using the "Create Another" process available in their portal.
When selecting "Who are you registering on behalf of," they should choose "I'm registering as a Verifier."
This skips Step 1 — Sign up, since the user already exists and has signed up.
{% endstep %}
{% endstepper %}
# Granting an Applicant Role to a Verifier
Give an existing Verifier an Applicant Role too, so they can act as both from one login.
{% hint style="info" %}
See [User Multi-Role – Overview](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview) for how Multi-Role works generally.
{% endhint %}
A Verifier can create an Applicant Organisation themselves, by clicking **Create Another** in their portal.
When selecting "Who are you registering on behalf of," they should choose any of the Applicant Registration Types available.
# Granting an Assessor Role to an Applicant or Verifier
Give an existing Applicant or Verifier an Assessor Role too, so they can act as both from one login.
{% hint style="info" %}
See [User Multi-Role – Overview](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview) for how Multi-Role works generally.
{% endhint %}
Within your Administrator Portal:
1. Navigate to the Applicant/Verifier User page (**Users > Applicants > View**).
2. Click **Grant Assessor Role** from the right-hand side options.
# Profile Management for Administrators
## This article is for Administrators who wish to edit their profile.
Learn how to update your details, dashboard preferences, email preferences and access permissions below. If you hold more than one role, see [Switching Between Admin and Assessor Mode](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/profile-management-for-administrators/switching-between-admin-and-assessor-mode) instead.
***
### Update Profile
{% stepper %}
{% step %}
### Sign in
Sign in to your account using your email and password.
{% endstep %}
{% step %}
### Open your profile
Click on your name at the very top right of the page (the initials next to it), then click **My Profile**.
{% endstep %}
{% step %}
### Update details and save
Update your details, including dashboard preferences, email preferences and access permissions, then click **Save Changes**.
{% endstep %}
{% endstepper %}
#### Dashboard Preferences
#### Email Preferences
#### Access Permissions
# Switching Between Admin and Assessor Mode
If you hold more than one role in Tahua, switch between Admin Mode and Assessor Mode from your profile.
{% hint style="info" %}
This only applies if you hold more than one role — see [User Multi-Role – Overview](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/user-multi-role-overview) for how that's set up.
{% endhint %}
If a user holds more than one role, Tahua displays a "User Mode" switch at the bottom of the left-hand menu. You can switch between modes by clicking on the mode you wish to switch to.
Assessor Mode:
  
Admin Mode:
  
# Reset Password
If you or one of your Users have forgotten your password, there are a couple of options to facilitate a reset of the password.
A user can prompt a password reset by clicking on the "Forgot your password?" button on the login page.
Alternatively, an Admin can log into the Tahua platform, pull up the User's account, and initiate a password reset email as per the screenshot below.\
\
# Managing Applicants and Users
Tahua is an authenticated system, which means all applicants must register before they can apply for funding.
This registration process gives them a secure portal to manage their profile, submit applications, and track their funding journey.
#### U**sers > Applicants**
This is your go-to section for managing everyone who has registered to apply for funding.
**Key features:**
* Search for applicants by keyword
* Filter by registration status (Started, Unsubmitted, Approved)
* View organisation profiles and their members
* View individual user profiles
* Add internal comments and notes to records
* Attach files to applicant records
**Understanding the list view:**
* **Organisations** appear as parent lines with members listed underneath
* **Individuals** appear as single lines
* Each record has a **View** link for detailed information
**Learn more:**
* [Invite a New Applicant](https://help.tahua.io/knowledge-base/administrator-help-guides/getting-started/setting-up-an-account-in-tahua/invite-a-new-applicant)
* [Invite a user to an existing organisation](https://help.tahua.io/knowledge-base/administrator-help-guides/getting-started/setting-up-an-account-in-tahua/invite-a-user-to-an-existing-organisation)
* [How to transfer applicant records](https://help.tahua.io/knowledge-base/administrator-help-guides/getting-started/setting-up-an-account-in-tahua/how-to-transfer-applicant-records)
* [Troubleshooting Applicant Invites](https://help.tahua.io/knowledge-base/administrator-help-guides/getting-started/setting-up-an-account-in-tahua/troubleshooting-applicant-invites)
# The Notification System
An important feature of the Dashboard is the notification system at the top of your screen.
**The Bell Icon**
You'll see a bell icon at the top right of your screen. When you have unread Tasks or Notifications, a **number badge** appears on it showing how many.
**To view your notifications:**
1. Click the bell icon.
2. This opens two tabs, each with its own unread count:
* **Task Feed** — items that need action from you (or your team)
* **Notification Feed** — recent activity and updates, for information only
A Task or Notification counts as "unread" until you open its tab — so if you don't check the bell for a while, the count keeps building up across logins; opening a tab clears its count, even if you log out and back in shortly after.
**What triggers a Task or Notification**
Tahua creates a Task (something needing action) or a Notification (FYI only) for Admins when things like:
* A new Applicant registers, or resubmits a registration that needs review
* An Application is submitted, withdrawn, or an edit is requested
* A Milestone is submitted, resubmitted, or needs internal review or approval
* An Applicant accepts, declines, or terminates a Contract
* A Batch Payment needs review or has been resubmitted
* Conflict of Interest or Assessment activity needs your attention
* An Applicant sends a message via Conversations
* You're @mentioned in an [Internal Comment](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/internal-comments) by another Admin
* Another Admin assigns a Task to you, or creates one and mentions you
**Completed Tasks stay in the list**
Marking a Task complete doesn't remove it from the Task Feed — it stays visible (with a tick instead of a clock icon) sunk to the bottom of the list. If you'd rather completed Tasks disappeared from the dropdown, open the settings (gear icon) next to the Task Feed and untick **Completed**.
The full **Tasks** page (in the main navigation, not just the dropdown) shows every Task by default regardless of status — use the Status filter there to narrow it down to what's still outstanding.
# Internal Comments
Internal Comments let Admins leave admin-only notes and updates on records throughout Tahua — visible only to your team, never to Applicants, Verifiers or Assessors.
## What are Internal Comments?
Internal Comments are a private discussion thread you can add to records in Tahua. They're marked **Admin only** and are never visible to Applicants, Verifiers/Institutions or Assessors — which makes them useful for leaving context for colleagues, flagging something that needs following up, or explaining a decision for future reference.
## Where you can use them
Internal Comments are available on:
* Applicants
* Applications
* Contracts
* Funding Decisions
* Funding Rounds
* Milestones
* Payments and Batch Payments
* Funds
Look for the **Internal Comments** section on the record's page.
## Applications, Contracts and Applicants: one combined view
On an Applicant, Application, or Contract page, Internal Comments works a little differently to elsewhere — because these records are so closely linked, Tahua combines their comments into a single feed so you don't have to jump between pages to see the full picture:
* On an **Application**, you'll see comments from that Application and its Contract (if it has one).
* On a **Contract**, you'll see comments from that Contract and its Application.
* On an **Applicant**, you'll see comments from the Applicant record itself, plus every one of their Applications and Contracts.
At the top of the panel, **"Viewing comments on"** lets you filter the feed:
* **All** shows everything combined, with a total count.
* A separate pill (or, on the Applicant page, a dropdown option) appears for each linked record that has comments — e.g. **Application (1)**, **Contract (1)** — each with its own count. A pill only appears if that record actually has comments.
You'll only see comments on records you have permission to view, per your Admin Group's Data Access Rules.
When adding a new comment from this combined view, use **"Post to"** to choose which record it should attach to (Applicant / Application / Contract). On an Applicant page, since there can be multiple Applications or Contracts, an extra dropdown lets you pick which one.
## Adding a comment
1. Open the record and go to the **Internal Comments** section.
2. Click into the comment box and type your note.
3. Click the paperclip icon to attach one or more files, if needed.
4. Post it.
Comments are shown oldest first.
## Mentioning another Admin
Type **@** followed by a name or email to bring up a list of matching Admins, then select the person you want to mention.
Mentioning someone in a comment:
* Automatically creates a **Task** for that Admin, so it shows up in their Task Feed and dashboard
* Sends them an email letting them know they've been mentioned, with a link straight back to the comment
## Turning a comment into a Task
On Milestones, Payments, Batch Payments, Funds, and Funding Decisions, ticking **Create Task** before posting a comment creates a linked Task, which you can assign to yourself or another Admin (depending on your permissions).
> Note: this "Create Task" option isn't currently available from the combined Applicant/Application/Contract comments panel described above — if you need to raise a task from a comment on one of those records, mention the relevant Admin instead, which creates a task automatically.
## Editing and deleting comments
On Milestones, Payments, Batch Payments, Funds, and Funding Decisions, you can edit or delete your own comments (or any comment, if your permissions allow it) using the pencil and bin icons. Edited comments are marked **Edited**.
On the combined Applicant/Application/Contract panel, comments can currently only be deleted, not edited, after posting.
## Controlling who can see Internal Comments
Internal Comments are their own record type in **Admin Groups & Data Access Rules**, separate from the record they're attached to. This means you can give a group of Admins Read-only or No Access to Internal Comments even if they have Full Access to Applications themselves — useful if some notes should stay within a smaller group of senior Admins.
See [Admin Groups & Data Access Rules](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules) for how to set this up.
# Email Preferences
Email Preferences define which email notifications you would like to receive to your inbox. Regardless of whether you have these turned on or off, you will always receive relevant [notifications](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/the-notification-system) to your dashboard.
To access the Email Preferences settings, click on your Name in the top right hang corner of your dashboard, then click "My Profile". Scroll down the page, and here you will see the "Email Preferences" setting.
# Email Logs
As an Administrator, you have the ability to see all the automated emails that have gone out to Applicants, Assessors, and other Administrators.
To access the Email Logs, click on Settings > Organisation > Email logs, and then you can search for any specific emails by using the Keywords, or date range options.
This is a particularly handy tool if a recipient doesn't think they have received an email. You can view the Email Logs to determine the date, time, email address and exact email content that went out.\
\
This is also where you will find any "password reset" emails that have been sent out (i.e. if a user has forgotten their password) - the URLs contained in these emails are unique to that individual, and should not be shared with others.
# Admin Groups & Data Access Rules
Admin Groups and Data Access Rules give you granular control over what data each administrator can see and edit. Instead of every admin having identical access to all records, you can tailor permissions to match your team structure, operational boundaries, and security requirements.
Access to this feature is tightly governed. The ability to create, view, and modify Admin Groups is controlled by a dedicated permission - **"Can manage Admin Groups"** - which is off by default. Until this permission is explicitly granted, the Admin Groups interface is not visible. This means your organisation decides who can configure access, and everyone else simply operates within the access they've been given.
### Admin Groups
An Admin Group is a collection of administrators who share the same level of access. You'll find them under **Users > Admin Groups**.
The Admin Groups list under Users > Admin Groups
Each group has:
* **Members** - the admin users who belong to the group
* **One or more Data Access Rules** - the rules that define what those members can see and do
An admin can belong to multiple groups. When they do, the system combines all their rules and grants the **highest level of access** found for each record type (more details below). This means adding someone to a group can only maintain or increase their access, it never reduces it.
### Data Access Rules
A Data Access Rule is attached to an Admin Group and defines two things: **what level of access** the group has to each record type, and **which records** that access applies to.
For each record type, a rule specifies one of three levels:
| Access Level | What It Means |
| --------------- | ------------------------------------ |
| **Full Access** | View and edit records |
| **Read Only** | View records but cannot make changes |
| **No Access** | Records are hidden entirely |
Setting access levels for each record type using the dropdowns
### Record types
The following record types can be controlled:
| Record Type | What It Covers |
| ----------------- | ---------------------------------------------------- |
| Applicants | Applicant and provider profiles |
| Funding Rounds | Funding programmes and their settings |
| Applications | Funding applications submitted by applicants |
| Assessments | Assessment reviews of applications |
| Conditions | Conditions placed on approved applications |
| Milestones | Contract and application milestones and deliverables |
| Contracts | Funding contracts |
| Payments | Payment records and batches |
| Internal Comments | Admin-only comments on records |
### Criteria (scope)
Each rule also defines **which records** the access levels apply to:
* **Any Criteria** - the access levels apply to all records across the entire organisation. Use this for senior administrators, system administrators, or finance teams who need visibility of everything.
* **Specific Funding Rounds** - the access levels apply only to records linked to selected funding rounds or funding categories. Use this for programme managers, regional teams, or anyone who should only see specific programmes.
When using specific criteria, you can select:
* **Individual funding rounds** - e.g. "2025 Community Fund Round 1"
* **Funding categories** - e.g. "Youth Programmes" (automatically includes all rounds in that category, including any future rounds added to it)
* **A combination of both**
Choosing Specific Funding Rounds criteria with funding categories and individual rounds
### The Default Group
Every organisation has a **Default Group**. This group:
* Automatically includes all current administrators
* Automatically adds any new administrators when they are created
* Cannot have members manually removed
The Default Group establishes a baseline level of access that every admin receives. Out of the box, it comes with an unrestricted Data Access Rule (Full Access to all record types with Any Criteria), so all admins start with the same access they had before this feature was introduced.
You can adjust the Default Group's Data Access Rule to set a different baseline - for example, Read Only across the board - and then use additional groups to grant higher access where needed.
### Governance & the "Can manage Admin Groups" Permission
The entire Admin Groups feature is gated behind a single permission: **"Can manage Admin Groups"**. This permission is **disabled by default** for all roles, and it controls everything - creating groups, viewing group membership, editing Data Access Rules, and deleting groups.
This design is deliberate. The administrators who decide *who can see what* should be a small, trusted group - typically system administrators or team leads responsible for access governance. Granting this permission broadly would undermine the purpose of having controlled access in the first place.
The "Can manage Admin Groups" permission on the administrator permissions form
### How Permissions Stack
When an admin belongs to multiple groups, the system evaluates all their Data Access Rules and grants the **highest access level** found for each record type.
**Example:** An admin belongs to two groups:
* Group A grants **Read Only** to Applications
* Group B grants **Full Access** to Applications
The admin receives **Full Access** to Applications (the higher of the two).
The priority order is: **Full Access > Read Only > No Access**.
Because the model is additive, the only way to reduce an admin's access is to remove them from a group or change that group's Data Access Rule.
### Setting this up
Ready to configure this for your organisation? See [How to Create an Admin Group and Set Data Access Rules](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules/how-to-create-an-admin-group-and-set-data-access-rules) for the setup steps, and [Example Admin Group Configurations](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules/example-admin-group-configurations) for common starting points.
### Things to Know
* **Changes take effect immediately.** When you update a group's membership or Data Access Rules, the changes apply on the admin's next page load. No restart or waiting period is required.
* **Funding categories are forward-looking.** When you scope a rule to a funding category, any new funding round added to that category in the future is automatically covered. You don't need to update the rule each time a new round is created.
* **No disruption for existing users.** The Default Group with unrestricted access means all existing admins continue to see and do everything they could before. Access only changes when you deliberately configure it.
* **Audit-friendly.** The group structure gives you a clear, reviewable record of who has access to what, supporting compliance and governance requirements.
# How to Create an Admin Group and Set Data Access Rules
Step-by-step instructions for creating an Admin Group and configuring its Data Access Rules.
{% hint style="info" %}
For what Admin Groups and Data Access Rules actually control, see [Admin Groups & Data Access Rules](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules). This article is just the setup steps.
{% endhint %}
### Step 1: Plan your groups
Think about which teams or roles in your organisation need different levels of access. Common groupings include:
* By programme (e.g. Youth Grants Team, Arts Funding Team)
* By function (e.g. Programme Managers, Finance, Auditors)
* By seniority (e.g. Senior Admins with full access, Junior Admins with read-only)
### Step 2: Create a group
1. Go to **Users > Admin Groups**
2. Click **Add Group**
3. Enter a name for the group
4. Select the admin members
The admin group form showing name, members, and Data Access Rules sections
### Step 3: Add Data Access Rules
Each group needs at least one Data Access Rule. On the group form:
1. Under **Data Access Rules**, set the access level for each record type using the dropdown (Full Access, Read Only, or No Access)
2. Choose the criteria:
* Select **Any Criteria** if the rule should apply to all records
* Select **Specific Funding Rounds** to restrict to particular rounds or categories, then tick the relevant funding categories and/or individual funding rounds
3. To add additional rules to the same group, click **Add Data Access Rule** and configure it
### Step 4: Review the Default Group
Decide what baseline access every admin should have. If the out-of-the-box unrestricted access is appropriate, no changes are needed. If you want a more restrictive baseline, edit the Default Group's Data Access Rule.
***
See [Example Admin Group Configurations](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules/example-admin-group-configurations) for common starting points once you're ready to set access levels.
# Example Admin Group Configurations
Common Admin Group and Data Access Rule setups to use as a starting point for your own organisation.
{% hint style="info" %}
See [How to Create an Admin Group and Set Data Access Rules](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules/how-to-create-an-admin-group-and-set-data-access-rules) for the setup steps, and [Admin Groups & Data Access Rules](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/admin-groups-and-data-access-rules) for how access levels and criteria work.
{% endhint %}
### Unrestricted admin
For admins who need full access to everything - the same experience as before this feature was introduced.
* **Criteria:** Any Criteria
* **Access:** Full Access to all record types
### Programme-specific team
For teams who manage a specific funding programme and should only see records related to their programme.
* **Criteria:** Specific Funding Rounds -- select the relevant funding category or individual rounds
* **Access:** Full Access to the record types they work with (e.g. Rounds, Applications, Contracts, Payments)
### Read-only auditor
For external auditors or observers who need to review data without making changes.
* **Criteria:** Any Criteria
* **Access:** Read Only to all record types
### Separation of duties
For organisations that want to separate who manages applications from who manages payments.
**Programme Managers group:**
* **Criteria:** Any Criteria
* **Access:** Full Access to Rounds, Applications, Assessments. No Access to Payments, Contracts
**Finance group:**
* **Criteria:** Any Criteria
* **Access:** Read Only to Applications (for context). Full Access to Contracts, Payments
### Restricted baseline with promoted access
For organisations that want new admins to start with limited access and gain more as they are trained.
**Default Group (all admins):**
* **Criteria:** Any Criteria
* **Access:** Read Only to Rounds and Applications. No Access to everything else
**Experienced Staff group:**
* **Criteria:** Any Criteria
* **Access:** Full Access to all record types
New admins automatically get read-only access through the Default Group. Once trained, adding them to the Experienced Staff group gives them full access.
# Admin Approval Limits
Set per-admin financial approval limits to control the maximum amount an individual Admin can approve for Decisions, Contracts, and Milestones.
## This article is for Administrators who wish to control how much other Admins can approve.
Organisations can set per-admin approval limits so that an individual Admin cannot send a Decision letter, approve a Contract, or approve a Milestone above a set amount. This is useful for organisations that want an extra layer of financial control before large sums are approved.
### Permission required
Approval limits are controlled by a dedicated permission: **"Can edit Approval Limits"**, found under the **Users** category on an Admin's permissions. This permission is **off by default** for all Admins, including existing ones, and must be explicitly turned on for anyone who should be able to view or set approval limits on other Admins' profiles.
{% hint style="warning" %}
If this permission is not enabled for an Admin, the Approval Limits section will not appear on the Admin edit or profile pages at all, even for their own profile.
{% endhint %}
### Setting a limit
Once the permission is enabled, an **Approval Limits** section appears on the Admin's edit page (between the signature upload and permissions sections). Three optional limits are available:
* **Decision Approval Limit** — the maximum value any single Application can be worth within a batch when this Admin sends a Decision letter. If any Application in the batch exceeds the limit, the whole batch is blocked from sending.
* **Contract Approval Limit** — the maximum Contract amount this Admin can approve when sending a Contract.
* **Milestone Approval Limit** — the maximum Milestone funding amount this Admin can approve.
Leave a field blank, or set it to 0, to give that Admin an unlimited approval amount for that transaction type.
### What the Admin sees
When an Admin with a limit tries to send a Decision, Contract, or Milestone that exceeds their limit, the relevant send/approve button is disabled (greyed out) and a message explains which amount exceeded the limit and what their current limit is. This check also happens on the server, so the action is blocked even if attempted directly.
The Admin's current limits are also displayed (read-only, unless they also hold the edit permission) on their profile show page, alongside their signature and activity timestamps. Unlimited values are shown as "N/A".
{% hint style="info" %}
Approval limits apply per-Admin, not per-organisation. Different Admins can have different limits, or no limits at all.
{% endhint %}
# Registration Management
In order to use the Tahua platform, your applicants are required to sign-up to the secure Tahua system. To do this, they fill out a registration template, which is created by your Administrator/s.
# What are Registration Templates?
Registration templates are the forms that capture information about applicants when they first sign up to your funding portal. Unlike application templates (which can change with each funding round), registration templates are set once and collect the core profile information you need about every applicant. When you are setting up Tahua for the first time, you must create a registration template before you can open up any future funding rounds.
**There are two types of registration templates:**
* **Individual Registration Template** - For people applying as themselves (e.g. scholarships, individual grants)
* **Organisation Registration Template** - For groups, companies, clubs, or other entities applying for funding
All applicants must complete registration before they can apply for funding. Completing the registration process enables each approved applicant to gain access to the secure Tahua portal to manage their profile, submit applications, and track their funding journey.
# Understanding Registration vs Application Templates
It's important to understand the difference when setting up the different template types in the Administrator section Tahua.
| Registration Templates | Application Templates |
| --------------------------------------------------------------- | ------------------------------------------------------- |
| Captures **profile information** about the applicant | Captures **project or funding request** details |
| Set **once** (it is editable) and applies to all funding rounds | Usually **changes** with each funding cycle or grant |
| Used during the applicant **sign-up** process | Used when an applicant **applies for specific funding** |
| Less frequently modified | Frequently modified and updated |
| Two templates (Individual and Organisation) | Multiple templates (one per funding round type) |
# Registration Type Settings
When setting up your Registration Templates, there are a few different settings you can choose to enable (or disable) for registrants.
You can opt to enable registration review - which means that Admins are required to review the registration prior to the applicant being able to access the system. You can also choose whether or not you wish to enable multiple users to be invited to one entity (i.e. and Organisation). You can choose if users are able to self-serve and sign-up using the Registration Type directly from your website, or whether they have to be invited by an Admin. And this is also where you can set whether or not a user is GST registered (so GST automatically applies to any of their payments).
# Accessing Registration Templates
**To view or edit your registration templates:**
1. Click **Admin** (on the lefthand side of your dashboard) to ensure you're in Admin mode
2. Go to **Settings** at the top right of your navigation menu
3. Click **Templates**
4. Click the **Registrations** tab
5. Here you can choose between using/editing an existing Template (if it exists), or click "New Registration Template" to be taken to the template form builder.
# Modifying Registration Templates After Launch
If you've already had applicants fill in an existing registration template, but you now need to collect different/additional information from them, read on...
#### You should edit registration templates when:
* You need to add new questions to collect additional information
* You want to remove or modify existing questions
* You need to update dropdown options or field properties
* Compliance or regulatory requirements change
**Important note:** Changes to registration templates will apply to all future registrations. Existing registered applicants will see the updated form if they edit their profile, but they won't be forced to complete new required fields. *If you need all existing registered applicants to complete a **new** registration form, please get in touch with the Tahua Support team.*
# Registration Email Templates
There are various email templates that recipients can receive which help streamline the Registration process, which all enable Admin to customise them.
At the top of your dashboard, click on Settings > Organisation > Emails. This is where you can view and edit all the email templates that are setup for your Organisation. If you do not edit them, they will will be sent using the default template text. If you do not have the ability to "Edit" these templates, please contact your main Administrator who can give you the required access.
**Admin "Registration" Email Templates**
* Admin Invitation Email - this goes out to anyone you "invite" into the system as an Admin user.
* Applicant Registration Details Changed - this email goes to Admins (who have their [email preferences](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/email-preferences) turned on to receive this) to notify when an Applicant has changed their registration details.
* Applicant Registration Submitted - this email goes to Admins (who have their [email preferences](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/email-preferences) turned on to receive this) to notify when an Applicant has registered in the system (and if the Registration requires Admin review prior to approval, they'll be to do this through their dashboard).
**Applicant "Registration" Email Templates**
* Applicant Invitation Email - this is the email that will go out to prospective Applicants when an Admin invites them to register in the Portal.
* Registration Submitted - this is the email that an Applicant receives when they have submitted their Registration.
* Registration Successful - this is the email that an Applicant receives when Admin has approved their Registration (if Admin have this setting turned on).
* Resubmission Request - this is the email that an Applicant receives if Admin reject specific information provided in their initial Registration.
**Verifier/Institution "Registration" Email Template**
Institution Invitation Email - this is the email that will go out to prospective Institutions when an Admin invites them to register in the Portal.
# Importing & Adding Applicants
This article is for Administrators who would like to add Applicants to Tahua individually, or import multiple Applicants at once.
There are two ways to get Applicants into Tahua: adding them one at a time, or importing a batch of them from a spreadsheet. Both options are found on the **Applicants** page — click **Users** in the top navigation, then **Applicants.**
* [Adding a Single Applicant](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants/adding-a-single-applicant)
* [Importing Applicants in Bulk](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants/importing-applicants-in-bulk)
## Applicants vs. Verifiers/Institutions
The **Add Applicant** flow also works for adding a single Verifier/Institution — just go to **Users > Verifiers** and click **Add Verifier** instead. The same fields apply, and ticking the invite checkbox sends the **Institution Invitation Email**.
{% hint style="info" %}
Note: Bulk import is only available for Applicants. There is currently no option to import Verifiers/Institutions in bulk — they need to be added one at a time.
{% endhint %}
## Email Notifications
Whether you add Applicants individually or import them in bulk, the invitation checkbox is what controls whether an invitation email actually goes out — adding or importing an Applicant without ticking it just creates their record without notifying them. When you do invite them, the email sent is the same **Applicant Invitation Email** (or **Institution Invitation Email** for Verifiers) that's used everywhere else in the system.
You can review and customise the wording of these emails under **Settings > Organisation > Emails.** See [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates) for the full list of Registration-related emails and what triggers each one.
***
## What's Next?
* [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates)
* [Modifying Registration Templates After Launch](/knowledge-base/administrator-help-guides/registration-management/modifying-registration-templates-after-launch)
* [Checklist - Registrations](/knowledge-base/administrator-help-guides/registration-management/checklist-registrations)
# Adding a Single Applicant
This article is for Administrators who would like to add a single Applicant to Tahua.
{% hint style="info" %}
Looking to add a batch of Applicants at once instead? See [Importing Applicants in Bulk](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants/importing-applicants-in-bulk).
{% endhint %}
* From the **Applicants** page, click **Add Applicant.**
* Select the **Registration Type** for this Applicant.
* Enter the **Entity name** (for organisation-type registrations), **First name**, **Last name**, and **Email address.**
* Leave **Invite Applicant to the system?** ticked if you'd like them to receive their invitation straight away, or untick it if you'd rather add them now and invite them later.
* Click **Create.**
This immediately creates the Applicant's record and a draft Registration for them to complete. If you left the invite checkbox ticked, they'll receive the **Applicant Invitation Email** right away — see [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates) for how to customise it.
{% hint style="info" %}
Note: If the email address you enter already belongs to an existing user in your organisation, Tahua will attach that existing user rather than creating a duplicate.
{% endhint %}
## Adding a Single Verifier/Institution
The same flow described above also works for adding a single Verifier/Institution — just go to **Users > Verifiers** and click **Add Verifier** instead. The same fields apply, and ticking the invite checkbox sends the **Institution Invitation Email**.
***
## What's Next?
* [Importing Applicants in Bulk](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants/importing-applicants-in-bulk)
* [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates)
# Importing Applicants in Bulk
This article is for Administrators who would like to import multiple Applicants into Tahua at once from a spreadsheet.
{% hint style="info" %}
Only adding one Applicant? See [Adding a Single Applicant](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants/adding-a-single-applicant).
{% endhint %}
If you have a list of Applicants to add in bulk, use **Import Applicants** instead of adding them one by one.
* From the **Applicants** page, click **Import Applicants.**
* Click **Download the Template** to get a spreadsheet with the correct columns for the Registration Type you're importing (`First Name`, `Last Name`, `Email`, and an entity name column for organisation-type registrations).
* Fill in one row per Applicant, then upload the completed file.
* Tahua will show you a preview of every row before anything is created, flagging each one as **"This record will be imported"** or **"This record will not be imported."** Review this carefully — rows with missing or invalid information won't be imported, and duplicate emails within your file will be flagged.
* Leave **Invite applicants to the system?** ticked if you'd like everyone in the file to receive their invitation as soon as the import completes, or untick it to add them without inviting them yet.
* Click **Import.**
{% hint style="info" %}
Note: If a row's email address matches an existing user, Tahua attaches that existing user instead of creating a duplicate — the same behaviour as adding a single Applicant.
{% endhint %}
{% hint style="info" %}
Note: Email addresses only need to be unique within your own organisation. The same email address can exist for an Applicant in a different organisation.
{% endhint %}
{% hint style="info" %}
Note: Bulk import is only available for Applicants. There is currently no option to import Verifiers/Institutions in bulk — they need to be added one at a time. See [Adding a Single Applicant](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants/adding-a-single-applicant) for the Verifier/Institution equivalent.
{% endhint %}
***
## What's Next?
* [Adding a Single Applicant](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants/adding-a-single-applicant)
* [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates)
# Checklist - Registrations
Ready for your Registration Template to go live? Ensure you've double checked the following:
* [ ] Preview your Registration Template.
* [ ] Set up [Registration Type](/knowledge-base/administrator-help-guides/registration-management/registration-type-settings) (Individual and/or Organisation — you need a separate template for each type you want to support).
* [ ] Set up [Field Tags](/knowledge-base/administrator-help-guides/contracts/contract-templates/personalisations-and-field-tags), if you want data to pull into letters, templates, or reports.
* [ ] Review email templates under Settings > Organisation > Emails > Applicant Emails > Registrations.
## See Also
* [What are Registration Templates?](/knowledge-base/administrator-help-guides/registration-management/what-are-registration-templates)
* [Understanding Registration vs Application Templates](/knowledge-base/administrator-help-guides/registration-management/understanding-registration-vs-application-templates)
* [Using the Form Builder for Templates](/knowledge-base/administrator-help-guides/administrator-portal-overview/template-management/using-the-form-builder-for-templates)
* [Modifying Registration Templates After Launch](/knowledge-base/administrator-help-guides/registration-management/modifying-registration-templates-after-launch)
* [Transferring Applicant Records](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/setting-up-an-account-in-tahua/transferring-applicant-records)
* [Importing & Adding Applicants](/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants)
# Funding Rounds and Grant Management
Once you have set up registration template/s (which enable prospective applicants to sign up to the Tahua portal), you are ready to create your first funding round.
This section covers setting up and managing Grant Rounds — from creating a new Grant, through to publishing, editing, and messaging Applicants.
* [Create a Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round)
* [Setting the Funding Type for a Grant Round (Fixed vs. Form Field)](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round/setting-the-funding-type-for-a-grant-round)
* [Copy Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/copy-grant-round)
* [Edit Draft Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/edit-draft-grant-round)
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
* [Deleting a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/deleting-a-grant)
* [Unpublishing and Editing a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/unpublishing-and-editing-a-grant)
* [Messaging Applicants](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/messaging-applicants)
* [Application Management](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/application-management)
* [Changing the Funding Round End Date](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/changing-the-funding-round-end-date)
* [Multi-Stage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/multi-stage-grant-rounds)
* [Landing Pages](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/landing-page)
* [Funding Round Email Templates](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/funding-round-email-templates)
* [Checklist - Funding Rounds & Grant Management](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/checklist-funding-rounds-and-grant-management)
# Create a Grant Round
This article is for Administrators who would like to set up a Grant.
You can either create a new grant or copy from an existing grant and modify accordingly. To copy from another Grant, see [Copy Grant.](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/copy-grant-round)
{% stepper %}
{% step %}
### Create a New Grant
* Make sure you are in the Admin mode by clicking **Admin**.\
* Go to the **Grants** menu, then click **New Grant.**\
{% hint style="info" %}
Your Grant will automatically be saved as a draft and it will continue to autosave as you make changes. If you need to edit or create a new template, or do something else, you can return to your Grant via the Grants Menu. See [Edit Draft Grant.](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/edit-draft-grant-round)
{% endhint %}
{% endstep %}
{% step %}
### Details
* Select type of Grant. **Public Grants** are visible to all Applicants registered in the system while **Private Grants** are only visible to a number of Applicants selected by you. This example is a Private Grant. If you opt to create a Private Grant you will be required to add Applicants.
* Enter **Title.**
* (Optional) Add **Description.**
* Categorise your Grant by selecting from an existing category, or click Create a New Grant Category.
* Click **Next.**
{% hint style="info" %}
Tip: Your Grant will automatically be saved as a draft and it will continue to autosave as you make changes. If you need to edit or create a new template, or do something else, you can return to your Grant via the Grants Menu. See [Edit Draft Grant.](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/edit-draft-grant-round)
{% endhint %}
{% endstep %}
{% step %}
### Application Form
Here you have the three options:
* Select an existing application form template.
* Select an existing application form template and **Edit** the template.
* Create a **New Form.**
Important Note: See [Application Templates](/knowledge-base/administrator-help-guides/applications/application-templates) to learn how to create and edit templates.
Note: The template you select must have an **Application Title** before proceeding to the next step. You may need to edit an existing template by adding at least one "Short Text" field to the template.
Tip: you can click **Search all form templates** to search or select an existing template:\
. 
{% endstep %}
{% step %}
### Funding Type
Choose between a Fixed Amount or an Application Form Field to determine how funding amounts are set for this Grant. See [Setting the Funding Type for a Grant Round (Fixed vs. Form Field)](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round/setting-the-funding-type-for-a-grant-round) for the full walkthrough.
{% endstep %}
{% step %}
### Time & Date
Choose the time parameters for your Grant, then click **Next.**
* “Always open” means that an Applicant can apply for a Grant at any time. Note: if you wish, you can close the Grant at any time.
* A Grant with a **Closing date** only allows Applicants to apply between the selected timeframe.
This example will have a Closing date.
{% endstep %}
{% step %}
### Publish Grant
If you are ready, click **Publish Grant.** If not, you can return to your Grant later. See [Edit Draft Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/edit-draft-grant-round)
After you publish a Grant, you can click Unpublish & Edit if you wish to make revisions right away. If you wish to do this later on, there are other ways to perform this action. See [Unpublishing and Editing a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/unpublishing-and-editing-a-grant) to learn more.
{% endstep %}
{% endstepper %}
***
## What's Next?
* Monitor and manage Grant Applications. See [Manage Applications.](/knowledge-base/applicant-help-guides/grant-applications/manage-applications)
* Keep an eye on your Dashboard and Notifications.
* [Manage Grants](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds) from beginning to end.
# Setting the Funding Type for a Grant Round
This article is for Administrators who need to decide between a Fixed Amount or Application Form Field funding type when setting up a Grant Round.
{% hint style="info" %}
This is one step within [Create a Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round). This article covers that step in more detail.
{% endhint %}
Select Fixed amount or Application form field.
* **Fixed amount** means that all Applicants can only apply for a single set amount.
* **Application form field** enables Grant funding to vary between Applications. You can create a Grant form that has one or more Currency fields so that the Applicant can specify how much funding they need or desire.
If you choose Fixed Amount:
* Enter the fixed amount and the total funding amount for the Grant.
* Click **Next.**
If you choose Application form field:
* Select at least one currency field from your Application form. Note: If multiple "Currency Fields" are selected, their value will be added together to calculate the overall sum.
* Enter the total Grant funding amount.
* Click **Next.**
This example will be Application form field.
Tip: while you select one or more currency fields from the template, you may click the x if you wish to remove a selection.\
***
## What's Next?
* [Create a Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round)
# Copy Grant Round
## Copy Grant Round
If there is an existing Grant in the system that is similar to the new Grant you wish to create, you may copy that Grant.
{% stepper %}
{% step %}
### Locate the Grant and duplicate it
* Go to the **Grants** menu, locate the Grant you wish to copy, click the down arrow next to View, then click **Duplicate**.
{% endstep %}
{% step %}
### Alternative: duplicate from Dashboard or Grant view
* Alternatively, navigate to the grant from your **Dashboard** or by clicking View on the **Grants** menu, then click **Duplicate**.
{% endstep %}
{% step %}
### Edit the new draft grant
* After you press Duplicate, a new draft Grant will automatically be created and you will be directed to the Edit & Publish view of the new grant.
* You can edit any aspect of the new Grant by pressing **Back**, or click one of the stages to be directed there.
* If you are ready, proceed to publish your Grant. Refer to [Create a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round) for further details.
{% endstep %}
{% endstepper %}
{% hint style="info" %}
Tip: It is advisable to click the first stage so that you can review and revise the copied grant from beginning to end.
{% endhint %}
# Edit Draft Grant Round
## This article is for Administrators who would like to edit a Grant that has already been started.
After you start creating a Grant, it will automatically save. At any time, you can return to where you left off by viewing the Grant Application. The status of a Grant you have started but not submitted is “Draft”. Your Grant can be accessed by your Dashboard or the Grants menu.
{% stepper %}
{% step %}
### Go to the Grants menu
Go to the **Grants** menu, locate the grant you wish to edit, click the down arrow next to View, then click **Edit & Publish.**
{% endstep %}
{% step %}
### Continue completing the Grant
Here you can continue completing the Grant you have started.
{% endstep %}
{% step %}
### Publish when ready
If you are ready, you can proceed to publish your Grant.
Refer to [Create a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round) for further details.
{% endstep %}
{% endstepper %}
# Application Management
This article provides an overview of Application administration functions that are available to Admins.
### Application Numbers
Tahua automatically issues an Application Number for every Application created within the platform. These can be found on the Application view page. The Application Number will be available within the Report Builder Application Data Source.
Application Numbers can be configured within your Organisation to be formatted in a specific way — for example: "TDF-00003". Contact your account manager if you wish to set this up. You can also manually edit them by licking on the Application Number, and this will create an editable field (see screenshot below).
. 
### Tracking Applications
When an Applicant submits a Grant Application, you will receive a Notification.
Your [**Dashboard**](/knowledge-base/administrator-help-guides/administrator-portal-overview/administrator-dashboard) provides a simple and effective way to manage Grant Applications. Here you can easily see a snapshot of how Grants are performing by seeing the total number of Applications across various stages.
Summary of stages shown on your Dashboard:
| | |
| -------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Incomplete** | Applicant has started applying for the Grant but has not submitted it yet. If you wish, you can review the draft Application. |
| **Submitted** | Applicant has submitted their Grant Application and it’s ready to be reviewed and assessed, or the assessment may be underway. |
| **Assessed** | The Grant has been assessed. |
| **Approved** | Application has been accepted. |
| **Declined** | Application has been declined. |
You can click on the **Applications Total** link to quickly review the Grant Applications.
A list will show all Applications for the selected Grant. Note: you can also navigate to this list via the **Grants** menu, viewing the Grant, then clicking on the **Applications** submenu.
You can filter this list by selecting an Application status.
Alternatively, you can hover over and click on a specific status.
This will show a list of the Applications matching the status.
{% hint style="info" %}
Tip: You can search for an Application by name or by filtering, selecting the Grant, or filtering by Status. After you enter a name to search or select filters, press **Search**. If you need to, you can clear your search by clicking the X button next to the search button.
{% endhint %}
### Customising Application List Columns
Both the Grant's **Applications** tab and the **All Applications** list (see below) support configurable columns, so you only see the information that matters to your workflow.
Click the column selector icon (grid icon) in the table header to open a modal where you can check or uncheck the columns you want to display. Your selection is saved per-user and applies the next time you view the list.
**Available columns on a Grant's Applications tab:** Application, Applicant, Requested Funding, **Approved Amount**, Last Update, and Status. Approved Amount is not shown by default — enable it from the column selector if you want to see the granted amount without opening each Application. Requested Funding and Approved Amount show a total in the table footer when enabled, and clicking a sortable column heading (Application, Applicant, Approved Amount, Last Update) re-sorts the list.
**Available columns on the All Applications list:** Application, Applicant, Grant, Category, Submission Date, Status, Contract, Collaborators, Payment Status, Platform Verified, and any custom fields configured with "display on index" enabled on your Application Template.
{% hint style="info" %}
Organisation Administrators can set the default columns shown to all users under **Settings > View Settings**. Individual users can still override these defaults with their own column selection, which is remembered across sessions.
{% endhint %}
### Manage Applications for Several Grants
When managing a number of Grants that each have numerous Applications at various stages, it’s helpful to see a list of all Applications in the system.
Go to the **Applications** menu, and click **All Applications.**
# Manage Grant Rounds
This article is for Administrators who would like to manage an existing grant.
Managing grant applications is covered in a separate part of this guide. Refer to [Manage Grant Applications.](/knowledge-base/applicant-help-guides/grant-applications/manage-applications)
The best place to view and manage grants is on the **Grants** menu — here you can see a list of all your grants.
{% stepper %}
{% step %}
### View a Grant
* Go to the **Grants** menu, locate the grant you wish to view, then click **View.**
{% hint style="info" %}
Tip: You can search for your grant using Keywords or by filtering the grant by Status or Category.
{% endhint %}
After you enter Keywords or select filters, press **Search**. If you need to, you can clear your search by clicking the X button next to the search button.
Alternatively, navigate to the grant from your **Dashboard** or by clicking on the Grant Title.
{% endstep %}
{% step %}
### Where to perform actions
As a grant moves through various stages, most actions are available in one of two places:
* Via the Applications menu, select the down arrow to access a dropdown menu.
* Within the application itself — a variety of actions are available on the right-hand side.
Available actions change depending on grant status. Examples of actions you can perform (not covered separately in this guide):
* Export Application
* See Application History
* Act as an Applicant
* Transfer Ownership
* Internal Comments
* Withdraw Application
{% endstep %}
{% endstepper %}
***
## What's Next?
* [Deleting a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/deleting-a-grant)
* [Unpublishing and Editing a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/unpublishing-and-editing-a-grant)
* [Messaging Applicants](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/messaging-applicants)
# Deleting a Grant
This article is for Administrators who would like to delete a grant.
You can delete a draft grant or a published grant that has no applications. Alternatively, you may prefer to Archive the grant instead.
Delete Draft Grant
Delete Published Grant
***
## What's Next?
* [Unpublishing and Editing a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/unpublishing-and-editing-a-grant)
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
# Unpublishing and Editing a Grant
This article is for Administrators who need to make changes to a grant after it has already been published.
After you publish a grant, applicants will be able to view and apply for it. If you need to edit the grant after publishing, you can unpublish it, make edits, and publish again.
* Go to the **Grants** menu, locate the grant you wish to unpublish & edit, click the down arrow next to View, then click **Unpublish & Edit.**
* Alternatively, navigate to the grant from your **Dashboard** or by clicking View on the **Grants** menu, then click **Unpublish & Edit.**
 
***
## What's Next?
* [Deleting a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/deleting-a-grant)
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
# Messaging Applicants
This article is for Administrators who would like to message an Applicant about their grant application.
Throughout the application process, you can communicate with applicants via the **View Conversation** feature (found within Grants or via the All Applications menu).
When an applicant sends you a message, a task will appear on your dashboard. Click **View Conversation** to view and respond.
 
***
## What's Next?
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
# Changing the funding round end date
If you've set up a funding round, and decided during the round that you need to extend the end date, you can do this without having to unpublish and edit the funding round.
Click onto the main page of the Funding Round you want to edit the date for.
Scroll down, hover over the date, and click the pencil icon that will appear.
Edit the date, click the green tick button, and the new end date will be set for the funding round.\
# Multi-Stage Grant Rounds
This article explains how to setup a multi stage or multi phase grant/funding round as an administrator.
{% stepper %}
{% step %}
### Add a Stage
Find the Grant you want to add a stage to in your "Grants" area and from the drop down menu click on "Add Stage".
{% hint style="info" %}
This starts the usual Grants wizard for setting up the new Grant stage, with a few differences.
{% endhint %}
{% endstep %}
{% step %}
### Select applications from the previous stage
On the first step of the wizard you will be able to select the applications from the previous stage that have access to the Stage being created.
From the popup select the applications by clicking on the checkbox on the left and clicking "Add Selected".
{% endstep %}
{% step %}
### Application form and copying values
Within Step 2 — Application Form — you can choose whether to copy the values from funding applications in the previous stage into the current stage funding applications as a starting point. This can be helpful if you are looking for refinements or elaborations from the first stage.
If you choose to copy values you will only be able to choose the application form template from the original stage or a linked template of that.
{% endstep %}
{% step %}
### Linked Templates
Linked Templates allow you to copy a template and make modifications to it, as well as retain a link between the fields that exist in both templates for copying values.
You can create a linked template by finding the application templates in Settings > Templates > Applications and from the drop down menu click on "Create Linked Template".
This will take you into the template builder where you can make any modifications you wish including adding new fields to the template. Please note that if you add new fields these will appear as blank values when copying values from the original stage.
{% endstep %}
{% step %}
### Completing the process
The remaining workflow is the same as any other [Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round). Once it is published your applicants will be able to login to their portal and complete their funding applications if they are part of the Grant Stage.
{% endstep %}
{% endstepper %}
***
###
# Landing Pages
This article is for Administrators who would like to add a Landing Page to a Grant.
A Landing Page is an optional, dedicated page you can build for a Grant to give Applicants extra information before they apply — background on the funding round, eligibility criteria, supporting documents, images, and more. It's built using the same template builder as your Application Forms, and it's set up as one of the steps when you create or edit a Grant.
Creating a Landing Page is entirely optional. You can skip it and add one later, and once created it stays editable even after the Grant is published or has Applications — unlike most other setup steps.
{% stepper %}
{% step %}
### Create or Skip a Landing Page
When you reach the **Landing Page** step of the Grant setup wizard:
* Click **Create Landing Page** if you'd like to build one now, or click **Skip Landing Page** if you don't.
{% hint style="info" %}
Tip: If you skip this step, you can come back and add a Landing Page for this Grant at any point in the future — see Step 4 below.
{% endhint %}
{% endstep %}
{% step %}
### Select or Build a Landing Page Template
* Choose a template from the gallery of existing Landing Page templates, or click **Search all landing page templates** to browse the full library.
* Select a template to use it as-is, or click **Edit** to customise it — add your own text, images, and sections using the template builder.
{% hint style="info" %}
Note: Editing a shared library template from within a Grant only changes the copy attached to this Grant — it won't affect the original template in your library.
{% endhint %}
{% endstep %}
{% step %}
### Set the Landing Page Access Privacy
Under **Landing page access privacy**, choose one of:
* **Private access** — the Landing Page can only be accessed by people signed in to Tahua.
* **Public access** — the Landing Page can be linked to and accessed by anyone outside of Tahua.
{% hint style="info" %}
Note: If the Grant itself is set to **Private**, the Landing Page will only ever be available to the Applicants you've selected for that Grant, regardless of which privacy option you choose here.
{% endhint %}
If you chose **Public access**, you can also set the URL slug for the Landing Page — this forms part of the public link you can share with Applicants.
Click **Next** to continue through the rest of the Grant setup wizard, or **Publish Grant** once you're ready.
{% endstep %}
{% step %}
### Editing a Landing Page Later
You don't need to finish your Landing Page during initial Grant setup, and you can keep editing it after the Grant has been published.
* Go to the **Grants** menu and open the Grant.
* Click **Create/Edit Landing page template** on the Grant's Details page.
{% hint style="info" %}
Tip: Landing Pages remain editable even after a Grant is published and has Applications — this is different to your Application Form and other setup steps, which lock down once the Grant is live.
{% endhint %}
{% endstep %}
{% endstepper %}
## Where Applicants See It
Once a Landing Page is set up, Applicants viewing the Grant will see two separate options: **View** (opens the Landing Page) and **Apply**. Viewing the Landing Page is optional — Applicants can go straight to **Apply** without visiting it first.
{% hint style="info" %}
Tip: You can customise the text shown on the **View** button for each Grant, rather than using the default label. You can also export your Landing Page as a PDF from the Grant's Details page, using **Export Landing Page PDF**.
{% endhint %}
***
## What's Next?
* [Create a Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round)
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
* [Edit Draft Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/edit-draft-grant-round)
# Funding Round Email Templates
At the top of your dashboard, click on Settings > Organisation > Emails. This is where you can view and edit all the email templates that are set up for your Organisation. If you do not edit them, they will be sent using the default template text. If you do not have the ability to "Edit" these templates, please contact your main Administrator who can give you the required access.
**Admin "Funding Round" Email Templates**
* Funding Round Export Complete - sent when a bulk export of a Funding Round's data finishes generating and is ready to download.
**Applicant "Funding Round" Email Templates**
* Multi Stage Grant Notification - sent when an Applicant's application is carried forward into the next Stage of a [Multi-Stage Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/multi-stage-grant-rounds).
* Private Grant Notification (Existing Applicant) / Private Grant Invitation (New Applicant) - sent when an Applicant is invited to apply to a Private Funding Round, depending on whether they already have an account with your Organisation.
* Funding Round Reminder - sent as a Funding Round's closing date approaches, to Applicants who haven't yet submitted. See [Setting Up Email Reminders](/knowledge-base/administrator-help-guides/setting-up-your-organisation/configuration-settings/setting-up-email-reminders) for how to configure its timing and scoping.
# Checklist - Funding Rounds & Grant Management
Ready for your Funding Round to go live? Ensure you've double checked the following:
* [ ] Preview the Application Template selected for this round.
* [ ] If your Funding Type is "Application form field," confirm a **Currency** field is selected and the funding amount it will pull through is correct.
* [ ] Confirm the Grant type (Public/Private) — for a Private Grant, confirm your Applicant list is complete.
* [ ] Confirm your opening and closing dates (or set the round to "Always open").
* [ ] If this is a [Multi-Stage Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/multi-stage-grant-rounds), confirm the correct prior-stage applications are selected, and double check the linked template if you're copying values forward.
* [ ] If using a [Landing Page](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/landing-page), confirm its privacy setting and URL slug are correct.
* [ ] Set up [Field Tags](/knowledge-base/administrator-help-guides/applications/application-templates/personalisations-and-field-tags) on the Application Template if you want data to pull into Contracts, letters, or reports.
* [ ] Review email templates for this round under [Funding Round Email Templates](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/funding-round-email-templates).
* [ ] Confirm Assessors/reviewers are assigned, if this round requires assessment.
* [ ] Publish the Grant — remember "Unpublish & Edit" remains available afterwards if you need to make changes.
## See Also
* [Create a Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round)
* [Copy Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/copy-grant-round)
* [Edit Draft Grant Round](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/edit-draft-grant-round)
* [Multi-Stage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/multi-stage-grant-rounds)
* [Landing Pages](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/landing-page)
# Applications
This section covers managing Application templates and Applications themselves, from creation through to submission and beyond.
* [Application Templates](/knowledge-base/administrator-help-guides/applications/application-templates)
* [Editing or Duplicating an Application Template](/knowledge-base/administrator-help-guides/applications/application-templates/editing-or-duplicating-an-application-template)
* [Creating Tables](/knowledge-base/administrator-help-guides/applications/application-templates/creating-tables)
* [Field Events](/knowledge-base/administrator-help-guides/applications/application-templates/field-events)
* [Personalisations & Field Tags](/knowledge-base/administrator-help-guides/applications/application-templates/personalisations-and-field-tags)
* [Enable Repeatable Sections in the Template Builder](/knowledge-base/administrator-help-guides/applications/application-templates/enable-repeatable-sections-in-the-template-builder)
* [How to Manage Application Collaborators](/knowledge-base/administrator-help-guides/applications/how-to-manage-application-collaborators)
* [How to Create an Application on Behalf of an Applicant](/knowledge-base/administrator-help-guides/applications/how-to-create-an-application-on-behalf-of-an-applicant)
* [How to Submit a Late Application](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application)
* [Submitting a Late Application (Not Yet Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-not-yet-started)
* [Submitting a Late Application (Already Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-already-started)
* [Exporting Applications](/knowledge-base/administrator-help-guides/applications/exporting-applications)
* [Application Email Templates](/knowledge-base/administrator-help-guides/applications/application-email-templates)
* [Editing Applications After Submission](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission)
* [Unlock an Application](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/unlock-an-application)
* [Request More Information](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/request-more-information)
* [Applicant Requests to Edit](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/applicant-requests-to-edit)
* [Admin - Edit Application on Behalf of the Applicant](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/admin-edit-application-on-behalf-of-the-applicant)
* [Checklist - Applications](/knowledge-base/administrator-help-guides/applications/checklist-applications)
# Application Templates
This article is for Administrators who would like to create and manage application form templates.
When you are creating a Grant you can use existing application form templates, or you can make your own. You can also edit existing templates. For more information about the template form builder and the different fields you can input, see [Using the Form Builder for Templates](/knowledge-base/administrator-help-guides/administrator-portal-overview/template-management/using-the-form-builder-for-templates).
### Create New Application Form
If you are in the process of creating a Grant, click **New Form**.
You will be navigated to a form builder tool where you can create your template.
Start by adding any field type to the form.
After you drag and drop your first field you can start to create your first **page**.
* In the middle section (surrounded by red) you can:
* add, duplicate and delete sections
* edit section settings
* add more fields to existing or new sections
* On the right hand side (surrounded by blue) you can:
* add, reorder, delete or duplicate pages
* note: page names are only editable via the middle section
***
## What's Next?
* [Editing or Duplicating an Application Template](/knowledge-base/administrator-help-guides/applications/application-templates/editing-or-duplicating-an-application-template)
# Editing or Duplicating an Application Template
This article is for Administrators who would like to edit or duplicate an existing application form template.
{% hint style="info" %}
Looking to create a brand new template instead? See [Application Templates](/knowledge-base/administrator-help-guides/applications/application-templates).
{% endhint %}
Click the 3 dots on the template you wish to edit.
{% hint style="info" %}
If a template that you try to edit is in use (i.e. it already has one or more Applications submitted against it), some functions might be locked. This particularly affects **Tables** — you won't be able to add, remove, or reorder columns/cells on a Table field once the template is in use, since doing so could invalidate data already submitted against it. If you cannot edit how you wish, consider duplicating the template via the menu at the top right instead.
{% endhint %}
{% hint style="info" %}
You can also create and manage templates via the templates menu.
{% endhint %}
## Duplicating a Template
{% hint style="warning" %}
Duplicating a template, page, section, or field does not fully carry across all of its configuration:
* **Field Events** (conditional show/hide/require logic) are not duplicated at all — see [Field Events](/knowledge-base/administrator-help-guides/applications/application-templates/field-events#duplicating-pages-sections-or-fields).
* **Field Tags and Cell Tags** are duplicated as-is, meaning the copy shares the exact same tag as the original — see [Personalisations & Field Tags](/knowledge-base/administrator-help-guides/applications/application-templates/personalisations-and-field-tags#duplicating-pages-sections-fields-or-tables).
Review both after duplicating to avoid missing conditional logic or unintentionally merging reporting data between the original and the copy.
{% endhint %}
***
## What's Next?
* [Application Templates](/knowledge-base/administrator-help-guides/applications/application-templates)
# Creating Tables
Tables can be a helpful way to capture information from your Applicants within templates. There are a few things to note when adding tables to your templates, which we detail below.
You can add a table as a Field Type when building templates.
A few things to note:
* When the Budget Column box is ticked, you can opt to have these fields auto populate into a "Show total" field.
* You can add a **Field Tag** to your whole table, or a **Cell Tag** to an individual column (by clicking on the column heading). These are different tag types, but both are available as Data Report options on Application and Milestone/Deliverables templates — a Field Tag on the whole table appears under **Tagged Deliverable Fields**/**Tagged Form Fields**, while a Cell Tag on an individual column appears under **Tagged Form Cells**. Cell Tags can also be used for personalisations in Contract and Letter templates. See [Personalisations & Field Tags](/knowledge-base/administrator-help-guides/applications/application-templates/personalisations-and-field-tags) for the full distinction.
# Field Events
Using Field Events to show conditional follow-up questions. Fields controlled by Field Events are completely hidden when their condition isn't met, keeping the form clean and straightforward.
Field Events let you show or hide follow-up questions based on how an applicant answers a previous question. For example, if an applicant selects "Yes", they can be shown (and required to complete) a "Yes" follow-up field — while the "No" follow-up remains hidden, and vice versa.
**Setting up your fields**
Before configuring any Field Events, add **all** the fields you need to your form template — including any follow-up fields you only want to show conditionally. They will all be visible in the editor, but Field Events will control when applicants see them.
**Creating Field Events**
1. Click the **main question field** (the one whose answer will trigger the conditional logic).
2. In the left-hand panel, open **Field Events** and click **Create new Event**.
3. Set the **Condition** — for example, *If equals Yes*.
4. Set the **Action** — either:
* **Show element** — the follow-up field appears but applicants are not required to fill it in, or
* **Require element** — the follow-up field appears and must be answered.
5. Set the **Target** — select the follow-up field you want to show or require.
6. Repeat for each answer option. For example, a Yes/No question would typically have up to four events if the follow-up question is to be mandatory:
* *If Yes → Show* the Yes follow-up
* *If Yes → Require* the Yes follow-up
* *If No → Show* the No follow-up
* *If No → Require* the No follow-up
> **Tip:** If you want a follow-up to be mandatory, you'll need two events for that answer — one to **Show** the field and one to **Require** it. If you only need the follow-up to be optional, a single **Show** event is all that's required.
**What applicants see**
Applicants only ever see the follow-up question relevant to their answer. The screenshots below show this in action:
* **No answer selected** — only the main question is shown, with no follow-ups visible.
* **"Yes" selected** — the Yes follow-up field appears and is marked as required.
* **"No" selected** — the No follow-up field appears instead, also marked as required.
**Duplicating pages, sections or fields**
Field Events are **not** carried over when you duplicate a page, section, or individual field. If a field controlled by a Field Event (or a field that triggers one) is duplicated, the conditional logic is left behind on the original — the duplicate will need its Field Events recreated from scratch.
This applies whether you're duplicating a page/section within the same template, or duplicating an entire template (see [Editing or Duplicating an Application Template](/knowledge-base/administrator-help-guides/applications/application-templates/editing-or-duplicating-an-application-template), [Assessment Templates](/knowledge-base/administrator-help-guides/assessments/assessment-templates), or [Milestone Templates](/knowledge-base/administrator-help-guides/milestones/milestone-templates)). After duplicating, check any fields that relied on conditional show/hide or require logic and re-create the Field Events on the copy.
# Personalisations & Field Tags
Learn about how you can use field tags to create personalisations.
Field Tags can be assigned to any field within your Registration, Application, Assessment, or Milestone templates. Once assigned, the data collected in that field becomes a **Personalisation** — allowing it to be pulled through automatically into templates and data reports.
**Creating a Field Tag**
1. Click on the field you want to tag to open the field focus menu.
2. Under **Field Tag**, click **Create new Tag**.
3. Enter a name for the tag and click the **green tick** to save.
Alternatively, if a tag already exists, select it from the **Select a Tag** dropdown instead.
**What are Personalisations?**
Once a field has a Field Tag assigned, the data collected from that field can be referenced elsewhere in the system as a Personalisation. This means you can automatically pull applicant-specific information through to:
* **Templates** — addressing applicants by name, referencing their application details, and so on.
* **Data reports** — surfacing tagged field data for reporting purposes.
**Field Tags vs. Cell Tags**
If your form includes a table field, you have two different tagging options that look similar but behave differently — see [Creating Tables](/knowledge-base/administrator-help-guides/applications/application-templates/creating-tables):
* **Field Tag** — tags an entire field/question. This powers Data Reports and Data Tables, as described above.
* **Cell Tag** — tags a single cell within a table field (e.g. one column in a budget or schedule table), rather than the field as a whole. Cell Tags can be used for personalisations in Contract and Letter templates, and are also available as Data Report options — appearing under a **Tagged Form Cells** category — for both Application and Milestone/Deliverables templates.
If a tagged field isn't showing up as an option in a Data Report, check the field's type (some field types, such as labels/headers, can't be tagged for reporting) and confirm the tag is actually set — see [Milestones FAQs](/knowledge-base/administrator-help-guides/milestones/milestones-faqs) for more detail.
To rename or delete an existing Field Tag, and to understand what happens to your templates and reports when you do, see [Renaming & Deleting Field Tags](/knowledge-base/administrator-help-guides/contracts/contract-templates/renaming-and-deleting-field-tags).
**Duplicating pages, sections, fields or tables**
Field Tags and Cell Tags **are** carried over when you duplicate a page, section, field, or an entire table (including any Cell Tags on its columns) — but they're copied exactly as-is, tag name and all. This means the duplicate ends up sharing the same tag as the original, rather than starting untagged.
Since tag names are meant to uniquely identify one piece of reportable data, this is worth checking after any duplication: if you don't intend the copy to feed the same report column/personalisation as the original, remove or replace the tag on the duplicate (via the field's tag menu, or centrally under **Settings > Tags** — see [Renaming & Deleting Field Tags](/knowledge-base/administrator-help-guides/contracts/contract-templates/renaming-and-deleting-field-tags)) before publishing.
# Enable Repeatable Sections in the Template Builder
This allows you to create sections that respondents can repeat — e.g. letting someone upload multiple files, add multiple team members, or submit more than one entry within a single section.
### When to Use Repeatable Sections
Use a repeatable section when you want to allow respondents to submit more than one instance of the same set of fields. Common use cases include:
* Uploading multiple supporting documents
* Adding multiple project team members
* Listing several qualifications or references
* Entering data for more than one product or line item
***
### How to Make a Section Repeatable
1. In the Template Builder, click the **cog (settings) icon** on the section you want to make repeatable. The **Section Settings** panel will open on the left side of the screen.
2. Under the **Section name** field, check the **Repeatable** checkbox.
3. Once enabled, the following optional sub-settings become available:
* **Default amount** — Set a pre-filled number of section instances shown to the respondent when they first open the form.
* **Limit repeats** — Cap the maximum number of times the section can be repeated.
* **Numbered sections** — Automatically number each repeated instance (e.g. "Document 1", "Document 2") for clarity.
4. Click **Save and Return** (top right) to save your changes.
Once the section is repeatable, an **Add another +** button will appear at the bottom of the section when respondents fill out the form, allowing them to add additional instances.
***
### Tips
* You can rename the section using the **Section name** field at the top of the Section Settings panel.
* Use **Limit repeats** if there is a maximum number of entries you want to accept (e.g. no more than 5 file uploads).
* Preview your form using the **Preview** button (top right) to see how the repeatable section will appear to respondents.
* Sections can be reordered, duplicated, or deleted using the icons in the section header (up arrow, copy, and bin icons).
* The "repeatable" setting can be used across a number of the templates in Tahua - Registration, Application, Milestone, Assessment, Decisions and Conditions.
* "Add another" is often used for file upload fields, as it enables Applicants to upload multiple documents if required.
# How to Manage Application Collaborators
This article covers how to manage Application Collaborators on behalf of an organisation (as the Administrator).
Application Collaborators allow multiple people from an organisation to work together on a single grant application. As an Administrator, you can add or remove collaborators on behalf of any organisation.
**When to use this:**
* An organisation needs additional team members to help complete an application
* Staff turnover requires changing who has access
* An applicant requests help adding collaborators
{% stepper %}
{% step %}
### Manage collaborators from the All Applications list or Application view
Navigate to All Applications (on the left hand side of your dashboard) and find the Application you wish to manage the collaborators for.
From the drop down menu on the list item or from within the Application "View" page you will find a "Manage Collaborators" button — click this to open the menu.
{% endstep %}
{% step %}
### Select and update collaborators
Select the Applicant(s) you want then click Update to confirm the selection. From this point the collaborator will receive a notification in their portal and from there be able to access and edit the Application.
If at any point you want to remove a collaborator you can come back to this popup, remove their selection and press Update again. Also note that collaborators cannot add other collaborators; only the owner of the Application or Admins can manage these.
{% endstep %}
{% endstepper %}
# How to Create an Application on Behalf of an Applicant
[Back to home](https://help.tahua.io/)
## How to create an application on behalf of an applicant
This article describes how to create an application from scratch on behalf of an applicant. This could be for a hard copy, PDF, or email provided directly from the applicant, or if you need to backload applications.
{% stepper %}
{% step %}
### Navigate to the Grant
Go to the Grants/Funding Rounds area and find the Grant you want to complete the application within. Click the down arrow on the right hand side of its row and click on "Complete Application on Behalf".
{% endstep %}
{% step %}
### Select the applicant
Select the applicant you are filling the application on behalf of. If the applicant does not exist in the system you will need them to register or invite them into the system under Users > Applicants.
{% endstep %}
{% step %}
### Complete the application
Click "Select" and this will take you through to the application form to complete.
{% endstep %}
{% endstepper %}
***
# How to Submit a Late Application
If an applicant needs to submit an application after your funding round has closed, here's how to get it in - whether or not they'd already started it.
Once a funding round closes, applicants can no longer start or submit applications on their own. If you need to accept a late application, which option you use depends on whether the applicant had already started one before the deadline.
* [Submitting a Late Application (Not Yet Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-not-yet-started)
* [Submitting a Late Application (Already Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-already-started)
{% hint style="info" %}
Either way, submitting late always requires an admin action first - applicants can't bypass a closed round on their own.
{% endhint %}
# Submitting a Late Application (Not Yet Started)
This article is for Administrators completing a late application on behalf of an applicant who never started one before the funding round closed.
{% hint style="info" %}
Looking to let an applicant finish an application they already started? See [Submitting a Late Application (Already Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-already-started).
{% endhint %}
The applicant can't create a new application once the round is closed, so you'll need to complete it on their behalf.
{% stepper %}
{% step %}
### Navigate to the Grant
Go to the Grants/Funding Rounds area and find the round you want to complete the application within. Click the down arrow on the right hand side of its row and click on "Complete Application on Behalf".
{% endstep %}
{% step %}
### Select the applicant
Select the applicant you are filling the application on behalf of. If the applicant does not exist in the system yet, invite them under Users > Applicants first.
{% endstep %}
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### Complete the application
Click "Select" and this will take you through to the application form to complete using the information the applicant sent you (email, PDF, hard copy, etc.).
{% endstep %}
{% endstepper %}
See [How to Create an Application on Behalf of an Applicant](/knowledge-base/administrator-help-guides/applications/how-to-create-an-application-on-behalf-of-an-applicant) for the full walkthrough.
{% hint style="info" %}
**Alternative:** You don't have to fill in the whole application yourself. You can use "Complete Application on Behalf" just to start the application and save your progress, then unlock it (see [Submitting a Late Application (Already Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-already-started)) so the applicant can log in and finish and submit the rest themselves.
{% endhint %}
{% hint style="info" %}
Either way, submitting late always requires an admin action first - applicants can't bypass a closed round on their own.
{% endhint %}
***
## What's Next?
* [Submitting a Late Application (Already Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-already-started)
* [How to Submit a Late Application](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application)
# Submitting a Late Application (Already Started)
This article is for Administrators who need to let an applicant finish and submit an application they'd already started before the funding round closed.
{% hint style="info" %}
Looking to complete an application on an applicant's behalf from scratch? See [Submitting a Late Application (Not Yet Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-not-yet-started).
{% endhint %}
If an application already exists but hasn't been submitted - whether the applicant created it themselves before the round closed, or you started it for them using "Complete Application on Behalf" - you can unlock it so **they** can finish and submit it themselves, no need to complete it for them.
{% stepper %}
{% step %}
### Navigate to All Applications
Go to **Application > All Applications** and find the applicant's unsubmitted application.
{% endstep %}
{% step %}
### Open Application Editing
Click **Application Editing and Unlock with message**.
{% endstep %}
{% step %}
### Set a deadline and message
Write the applicant a message letting them know they can now finish and submit their application, and set how long they have to do it using the datetime picker. Once that time elapses, the application locks again automatically.
{% endstep %}
{% step %}
### Applicant submits
The applicant logs in, finishes their application, and submits it themselves before the deadline you set.
{% endstep %}
{% endstepper %}
See [Unlock an Application](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/unlock-an-application) for more detail on the unlock feature.
{% hint style="info" %}
Either way, submitting late always requires an admin action first - applicants can't bypass a closed round on their own.
{% endhint %}
***
## What's Next?
* [Submitting a Late Application (Not Yet Started)](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application/submitting-a-late-application-not-yet-started)
* [How to Submit a Late Application](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application)
# Exporting Applications
## Learn about the different methods of exporting applications
{% stepper %}
{% step %}
### Export PDF
Navigate to the Application page you wish to export, then click on **Export as PDF** from the right hand menu.
From the popup click on **"Export as PDF"** again.
{% endstep %}
{% step %}
### Export Archive — PDF + Attachments
Navigate to the Application page you wish to export, then click on **Export as PDF** from the right hand menu.
From the popup click on **"Export as PDF and Uploaded Files"**.
{% endstep %}
{% step %}
### Bulk Export Grant Round Applications (with Attachments)
To export applications in bulk from a Grant Round, navigate to the Grant Round view page and from the right hand menu (Actions) click **Generate Bulk Export**.
This will create a ZIP file of all PDFs and attachments and email you once it is complete.
After the bulk export is completed click the link from the email or go back to the Grant Round and there will be a **Download Bulk Export** link available.
{% endstep %}
{% endstepper %}
# Application Email Templates
In Tahua, when you set up your Grant round, you can also set up automated templates for your Applicants to keep them up to date with where they are in the application process.
At the top of your dashboard, click on Settings > Organisation > Emails. This is where you can view and edit all the email templates that are set up for your Organisation. If you do not edit them, they will be sent using the default template text. If you do not have the ability to "Edit" these templates, please contact your main Administrator who can give you the required access.
**Admin "Application" Email Templates**
* Funding Application Received - sent to Admins (who have their [email preferences](/knowledge-base/administrator-help-guides/administrator-permissions-and-user-management/email-preferences) turned on to receive this) when an Applicant submits a Funding Application.
* Funding Application Resubmission Received - sent to Admins when an Applicant resubmits a previously-submitted Funding Application.
* Funding Application Edit Requested - sent to Admins when an Applicant requests permission to edit a Funding Application that's already been submitted.
**Applicant "Application" Email Templates**
* Funding Application submitted - confirms to the Applicant that their Funding Application has been successfully submitted.
* More information requested for your funding application - sent when an Admin requests supplementary information via a [Request More Information](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/request-more-information).
* Application Unlocked For Editing - sent when an Admin unlocks a submitted application so the Applicant can edit it again.
* Application Edit Request Approved / Application Edit Request Declined - sent in response to the Applicant's own [request to edit](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/applicant-requests-to-edit) a submitted application.
* Funding Application Reminder - sent as a Funding Round's closing date approaches, reminding the Applicant to submit if they haven't yet. See [Setting Up Email Reminders](/knowledge-base/administrator-help-guides/setting-up-your-organisation/configuration-settings/setting-up-email-reminders) for how to configure its timing, target (incomplete/complete/any application), and scoping.
**Verifier/Institution "Application" Email Templates**
These only apply if Verifiers/Institutions are enabled for your Organisation.
* Application Assigned to Verifier/Institution - sent when a funding application is assigned to a Verifier/Institution for their review.
* Application Submitted to Verifier/Institution - sent when a funding application is submitted to a Verifier/Institution for their review.
# Editing Applications After Submission
There are several options to collect more information and/or edit an Application after it has been submitted.
[Unlock an Application](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/unlock-an-application) (reopen the Application for an Applicant for a specific period of time)
[Request More Information](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/request-more-information) (ask the Applicant to provide you with more specific information)
[Applicant Requests to Edit ](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/applicant-requests-to-edit)(the Applicant sends you a message requesting access to edit their own application).
Or alternatively, the Admin can [edit the Application on behalf of the Applicant](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission/admin-edit-application-on-behalf-of-the-applicant).
# Unlock an Application
If an application requires editing after submission, you have the option of "unlocking" the application and opening it up for the Applicant for a certain period of time.
### 1. Navigate to All Applications
Navigate to the **All Applications** submenu via the **Application** menu.
### 2. View a submitted application
Choose to **View** a Submitted application:
### 3. Open Application Editing
Click **Application Editing and Unlock with message**. Here, you can write the Applicant a message, and decide how long you will enable them to edit their Application. Once that time frame elapses, the Application will automatically lock again.
# Request More Information
This article is for Administrators who would like to request additional information for an Application.
{% stepper %}
{% step %}
### Navigate to All Applications
Navigate to the **All Applications** submenu via the **Application** menu.
{% endstep %}
{% step %}
### View a submitted application
Choose to **View** a Submitted application:
{% endstep %}
{% step %}
### Open Application Editing
Click **Application Editing**.
{% endstep %}
{% step %}
### Choose Request more information
Now choose **Request more information**.
{% endstep %}
{% step %}
### Select or create a template
Choose a template for the extra information you need, or create a new one. The applicant will receive a notification to fill in these extra details.
{% endstep %}
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# Applicant Requests to Edit
After an Applicant has submitted their Application, they have the option to request to edit it.
{% stepper %}
{% step %}
### Review the request
Look out for a task where an Applicant is requesting edit access. Click **View Application.**
{% endstep %}
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### Allow editing
On the right hand menu, click **Allow Editing.**
{% endstep %}
{% endstepper %}
# Admin - Edit Application on Behalf of the Applicant
If you're an Administrator and you want to edit an Application on behalf of the Applicant, these are the steps you would take to do so.
### 1. Navigate to All Applications
Navigate to the **All Applications** submenu via the **Application** menu.
### 2. View a submitted application
Choose to **View** a Submitted application:
### 3. Open Application Editing
Click **Application Editing**.
### Choose Edit as Admin
Now choose **Edit as Admin.**
# Checklist - Applications
Ready for your Application Template to go live? Ensure you've double checked the following:
* [ ] Preview your Application Template.
* [ ] Add an **Application Title** field (required before the template can be selected on a Grant).
* [ ] Add a **Currency** field, if your Grant's Funding Type is "Application form field."
* [ ] Set up [Field Tags](/knowledge-base/administrator-help-guides/applications/application-templates/personalisations-and-field-tags), if you want data to pull into Contracts, letters, or reports.
* [ ] Set up [Field Events](/knowledge-base/administrator-help-guides/applications/application-templates/field-events), if you want conditional/follow-up questions.
* [ ] Select this template on a published Funding Round.
* [ ] Review email templates under Settings > Organisation > Emails > Applicant Emails > Applications.
## See Also
* [How to Manage Application Collaborators](/knowledge-base/administrator-help-guides/applications/how-to-manage-application-collaborators)
* [How to Create an Application on Behalf of an Applicant](/knowledge-base/administrator-help-guides/applications/how-to-create-an-application-on-behalf-of-an-applicant)
* [How to Submit a Late Application](/knowledge-base/administrator-help-guides/applications/how-to-submit-a-late-application)
* [Exporting Applications](/knowledge-base/administrator-help-guides/applications/exporting-applications)
* [Editing Applications After Submission](/knowledge-base/administrator-help-guides/applications/editing-applications-after-submission)
# Assessments
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[Next Page](/llms-full.txt/1)
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# Edit Draft Grant Round
## This article is for Administrators who would like to edit a Grant that has already been started.
After you start creating a Grant, it will automatically save. At any time, you can return to where you left off by viewing the Grant Application. The status of a Grant you have started but not submitted is “Draft”. Your Grant can be accessed by your Dashboard or the Grants menu.
{% stepper %}
{% step %}
### Go to the Grants menu
Go to the **Grants** menu, locate the grant you wish to edit, click the down arrow next to View, then click **Edit & Publish.**
{% endstep %}
{% step %}
### Continue completing the Grant
Here you can continue completing the Grant you have started.
{% endstep %}
{% step %}
### Publish when ready
If you are ready, you can proceed to publish your Grant.
Refer to [Create a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/create-a-grant-round) for further details.
{% endstep %}
{% endstepper %}
# Application Management
This article provides an overview of Application administration functions that are available to Admins.
### Application Numbers
Tahua automatically issues an Application Number for every Application created within the platform. These can be found on the Application view page. The Application Number will be available within the Report Builder Application Data Source.
Application Numbers can be configured within your Organisation to be formatted in a specific way — for example: "TDF-00003". Contact your account manager if you wish to set this up. You can also manually edit them by licking on the Application Number, and this will create an editable field (see screenshot below).
. 
### Tracking Applications
When an Applicant submits a Grant Application, you will receive a Notification.
Your [**Dashboard**](/knowledge-base/administrator-help-guides/administrator-portal-overview/administrator-dashboard) provides a simple and effective way to manage Grant Applications. Here you can easily see a snapshot of how Grants are performing by seeing the total number of Applications across various stages.
Summary of stages shown on your Dashboard:
| | |
| -------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Incomplete** | Applicant has started applying for the Grant but has not submitted it yet. If you wish, you can review the draft Application. |
| **Submitted** | Applicant has submitted their Grant Application and it’s ready to be reviewed and assessed, or the assessment may be underway. |
| **Assessed** | The Grant has been assessed. |
| **Approved** | Application has been accepted. |
| **Declined** | Application has been declined. |
You can click on the **Applications Total** link to quickly review the Grant Applications.
A list will show all Applications for the selected Grant. Note: you can also navigate to this list via the **Grants** menu, viewing the Grant, then clicking on the **Applications** submenu.
You can filter this list by selecting an Application status.
Alternatively, you can hover over and click on a specific status.
This will show a list of the Applications matching the status.
{% hint style="info" %}
Tip: You can search for an Application by name or by filtering, selecting the Grant, or filtering by Status. After you enter a name to search or select filters, press **Search**. If you need to, you can clear your search by clicking the X button next to the search button.
{% endhint %}
### Customising Application List Columns
Both the Grant's **Applications** tab and the **All Applications** list (see below) support configurable columns, so you only see the information that matters to your workflow.
Click the column selector icon (grid icon) in the table header to open a modal where you can check or uncheck the columns you want to display. Your selection is saved per-user and applies the next time you view the list.
**Available columns on a Grant's Applications tab:** Application, Applicant, Requested Funding, **Approved Amount**, Last Update, and Status. Approved Amount is not shown by default — enable it from the column selector if you want to see the granted amount without opening each Application. Requested Funding and Approved Amount show a total in the table footer when enabled, and clicking a sortable column heading (Application, Applicant, Approved Amount, Last Update) re-sorts the list.
**Available columns on the All Applications list:** Application, Applicant, Grant, Category, Submission Date, Status, Contract, Collaborators, Payment Status, Platform Verified, and any custom fields configured with "display on index" enabled on your Application Template.
{% hint style="info" %}
Organisation Administrators can set the default columns shown to all users under **Settings > View Settings**. Individual users can still override these defaults with their own column selection, which is remembered across sessions.
{% endhint %}
### Manage Applications for Several Grants
When managing a number of Grants that each have numerous Applications at various stages, it’s helpful to see a list of all Applications in the system.
Go to the **Applications** menu, and click **All Applications.**
# Manage Grant Rounds
This article is for Administrators who would like to manage an existing grant.
Managing grant applications is covered in a separate part of this guide. Refer to [Manage Grant Applications.](/knowledge-base/applicant-help-guides/grant-applications/manage-applications)
The best place to view and manage grants is on the **Grants** menu — here you can see a list of all your grants.
{% stepper %}
{% step %}
### View a Grant
* Go to the **Grants** menu, locate the grant you wish to view, then click **View.**
{% hint style="info" %}
Tip: You can search for your grant using Keywords or by filtering the grant by Status or Category.
{% endhint %}
After you enter Keywords or select filters, press **Search**. If you need to, you can clear your search by clicking the X button next to the search button.
Alternatively, navigate to the grant from your **Dashboard** or by clicking on the Grant Title.
{% endstep %}
{% step %}
### Where to perform actions
As a grant moves through various stages, most actions are available in one of two places:
* Via the Applications menu, select the down arrow to access a dropdown menu.
* Within the application itself — a variety of actions are available on the right-hand side.
Available actions change depending on grant status. Examples of actions you can perform (not covered separately in this guide):
* Export Application
* See Application History
* Act as an Applicant
* Transfer Ownership
* Internal Comments
* Withdraw Application
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{% endstepper %}
***
## What's Next?
* [Deleting a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/deleting-a-grant)
* [Unpublishing and Editing a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/unpublishing-and-editing-a-grant)
* [Messaging Applicants](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/messaging-applicants)
# Deleting a Grant
This article is for Administrators who would like to delete a grant.
You can delete a draft grant or a published grant that has no applications. Alternatively, you may prefer to Archive the grant instead.
Delete Draft Grant
Delete Published Grant
***
## What's Next?
* [Unpublishing and Editing a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/unpublishing-and-editing-a-grant)
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
# Unpublishing and Editing a Grant
This article is for Administrators who need to make changes to a grant after it has already been published.
After you publish a grant, applicants will be able to view and apply for it. If you need to edit the grant after publishing, you can unpublish it, make edits, and publish again.
* Go to the **Grants** menu, locate the grant you wish to unpublish & edit, click the down arrow next to View, then click **Unpublish & Edit.**
* Alternatively, navigate to the grant from your **Dashboard** or by clicking View on the **Grants** menu, then click **Unpublish & Edit.**
 
***
## What's Next?
* [Deleting a Grant](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds/deleting-a-grant)
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
# Messaging Applicants
This article is for Administrators who would like to message an Applicant about their grant application.
Throughout the application process, you can communicate with applicants via the **View Conversation** feature (found within Grants or via the All Applications menu).
When an applicant sends you a message, a task will appear on your dashboard. Click **View Conversation** to view and respond.
 
***
## What's Next?
* [Manage Grant Rounds](/knowledge-base/administrator-help-guides/funding-rounds-and-grant-management/manage-grant-rounds)
# Changing the funding round end date
If you've set up a funding round, and decided during the round that you need to extend the end date, you can do this without having to unpublish and edit the funding round.
Click onto the main page of the Funding Round you want to edit the date for.
Scroll down, hover over the date, and click the pencil icon that will appear.