Help Guide for Applicants
SmartyGrants provides an easy way for grant seekers to complete their application form online. This guide will explain the essential steps you need to take to complete and submit your form.
Some of the features of SmartyGrants are:
You can save your progress and return to complete your application at a later time or date;
Your application is stored online, therefore there is nothing for you to save to your own computer, and;
You can be certain that a grantmaker has received your application when you submit it.
This feature is relevant to Australia and New Zealand applicants only.
In addition, you have the option to create a SmartyFile profile for your organisation.
SmartyFile allows organisations to collaborate with team members, pre-fill information into forms and manage, view, search and sort submissions across multiple funders in one spot.
To learn more go to applicanthelp.smartygrants.com.au/smartyfile
Download a PDF copy of this guide here. |
---|
Table of Contents
Step 1 - View and Navigate the application form
View the Form | When you first access SmartyGrants you will be directed to the Grantmaker's (funders) applicant homepage. Clicking on the round's link will take you to the application form. You have the following options: Start a submission, Preview the form or Download preview form (provides a PDF version). Note: You can't fill out the form while in preview mode. In order to complete the form you need to complete Step 2. |
Navigate | You can navigate through the application form either by clicking on buttons above the form to move between individual pages. You can also use the navigation panel to jump to a specific page. |
Step 2 - Apply and register
Apply | When you are ready to start your application, simply click on the Fill Out Now or Start a submission button |
Login and Register | In order to make an online submission you will need to register as a user (this is a free user account). Registration gives you secure access to your forms, allowing you to save your progress and resume later. Once you have registered an account, you will use the same username and password for any additional applications you may create in the future by any grantmaker using SmartyGrants to manage their funding. Handy Tip!A handy tip is to take note of the web link (URL) / pathway you are using for your application. Each grantmaker has a unique link for their site. You might even like to "Bookmark" the link or add the link as a "Favourite" within your internet browser. This can be particularly helpful if you intend on creating multiple applications across multiple grantmakers. For New AccountsIf you do not have an account you will need to provide your details and create a password. Click on Register. Once you have clicked Register an activation email will be sent to the registered email address. Your will find an email from 'service@smartygrants.com.au', click on the link to activate your account. For Existing AccountsSimply fill in your login details and you will be directed to the Grantmaker's available rounds page. Have you forgotten your password? Click on the 'Forgotten your password?' link. This will ask you to insert your username (email address), following which an email with a reset password link will be sent. Click on the link and you will be prompted to set a new password. SmartyFile is an additional tool for grant seekers. Once registered with SmartyGrants, you can create a SmartyFile profile for your organisation. A SmartyFile profile allows you to:
Go to app.smartyfile.com.au and use your SmartyGrants user details to login. *Please note that an ABN/NZBN is required to create an organisation profile. For help and further information on SmartyFile please go to applicanthelp.smartygrants.com.au/smartyfile |
Step 3 - Fill out the application form
Save Progress | It is highly recommended that you click Save Progress every 10 to 15 minutes when you are filling out a form. The form will also automatically save when you move from one page to the next.
Logout timer: 20 Minutes What activities will reset the logout timer after you are logged in?
What happens if the timer expires (reaches 0)? You will be shown a login option again. If you successfully enter your login details you will be returned to the page you were viewing. Please note: If you were filling out a form, we attempt to retain any changes you have made, so you can continue working on the form after you log back in. To avoid losing your work we recommend that you Save Progress regularly. |
Elements of the page | The following elements can be found on the application form.
Navigation Panel Form Questions/Fields
At any time you can return to the grant round homepage by clicking on the 'Current Rounds' link/button on the top right hand side of the page. |
Fill in the form | You can now complete the application form by providing the required responses. |
Attaching files | If you are attaching files, you need to allow for sufficient times for the file to be uploaded to the page. You should not navigate to another page until the file has been successfully attached, otherwise the file upload will be cancelled. Please Note: There is a maximum file limit of 25 megabytes. However, it is strongly recommended you try to keep files under 5 megabytes. For a full list of supported file types click here. The file will begin to upload, when the upload is complete a link to the uploaded file will be available, along with the option to remove the file. |
Save and Close | If at any stage you wish to save your application and close it you can do so by clicking Save and Close.
Once you log back in you can click on "My Submissions" - here you will find a listing of all applications you have begun to fill in and all that are completed. |
Step 4 - Review and Submit
Review, addressing issues and Submit | When you have completed the last page of the application form you can click Review and Submit in the navigation panel.
Important!Once your form has been submitted, you are unable to make any changes. If you do require changes to be made, you will need to contact the funder directly and enquire as to whether they can re-open your form.
|
Step 5 - Confirmation
Confirmation of Submission | You will receive a confirmation message on screen that your application has been submitted and the funder has received your application. You will also receive a confirmation email with a PDF copy of your submission attached (excluding file uploads - however, file names will still be shown for reference). |
Optional - Submitting multiple applications
Start another submission | Depending on the Grantmaker, you may be able to submit multiple submissions in the same grant round. To start another submission, you must return to the Current Rounds page, click on the Current Rounds link/button in the top right hand corner. You will then be notified that you have already made a submission and be given the option to View Your Submission, Start New Submission, Preview the form or Download preview form. Click on Start New Submission to begin a new submission. |
Multiple Submissions | To view and access all of your submissions, you will need to be logged into your account on the grantmaker's funding site and then click on My Submissions. Alternatively, you can log into app.smartyfile.com.au if you wish to view or manage submissions across multiple grantmakers, in one place.
|
Optional - Viewing / Saving / Printing applications
If you wish to save a copy or print your submission you will need to download a PDF version. There are a couple of ways to access the option to download a PDF.
Forms in progress | Simply click on Review and Submit in the form navigation panel. You will then see a Download PDF button at the top of the form. Start by clicking on the Review and Submit link at the bottom of the navigation box. |
Forms submitted | Once submitted, you will receive a confirmation of submission email with a PDF copy of your form attached. Note: If you wish to access submissions across multiple funders or share/collaborate with team members, you can login to app.smartyfile.com.au. If you do not already have an organisation profile, you can create one and add team members. Click on My Submissions once logged in. For further information and help on functions available visit applicanthelp.smartygrants.com.au/smartyfile |
Accessing additional application information | Information about an application can be viewed by clicking on the application ID number from the My Submissions page. This will show a pop-up with additional information. See an example below:
|
Accessing acquittals or subsequent forms | Grant funders may add additional forms to your initial grant application form, such as acquittals or milestone reports. To view additional forms, you can either:
|
Optional - Request a Variation
Request a Variation | Certain applicants will have the option to request a variation form. If this is applicable to you, please select the down arrow on the right hand side of your submission: Then select Start a Variation request: This will create a Variation request form for you to fill out and submit. The funder will then process your variation. |
Optional - Update your account details or password
Update details | To update your name or change your password, head to the My Submissions page and click on Update My Details
|
Change your email address | To change the email address associated with your account you will need to email service@smartygrants.com.au. We will need any request to change an email address to be sent from the originally registered email address. |
Optional - Change owner of a submission
Update owner/user of a submission | If you want access to update who the owner/user is of submissions you will need a SmartyFile organisation profile. If you are an individual and not part of an organisation, you can contact the funder directly to request the change. If you do not already have an organisation profile, you can create one and add team members by heading to app.smartyfile.com.au. Once you have added team members to your organisation profile (or your organisation’s Administrator has), you may have access to change the owner on a submission. Navigate to My Submissions and click on the hamburger icon on the relevant submission, you will see a Change owner option. This will then give you a list of team members of your organisation that you can assign the submission to. For further information and help on functions available visit applicanthelp.smartygrants.com.au/smartyfile |
Optional - Share a submission
Share a submission | If you want access to share submissions you will need a SmartyFile organisation profile. If you do not already have an organisation profile, you can create one and add team members by heading to app.smartyfile.com.au . Once you have added team members to your organisation profile (or your organisation’s Administrator has), you may have access to share the submission with team members who have been given the appropriate permission within your SmartyFile organsation. Navigate to My Submissions and click on the hamburger icon on the relevant submission, you will see a Share option. This will then give you a list of team members of your organisation that you can share the submission with. For further information and help on functions available visit applicanthelp.smartygrants.com.au/smartyfile |
Optional - Delete & Archive Submissions
Delete | You have the ability to delete submissions with an ‘In progress’ status that you may have started in error. This can be done when logged in to the funder’s applicant site or through SmartyFile (app.smartyfile.com.au) . Once logged in via either site, click on My Submissions, and click on the hamburger icon on the relevant submission. Click on the Delete option. Important! |
Archive/Unarchive | You can archive a submission that you no longer want to see on the default (current) view tab. You may want to do this for any past submissions that are completed and have no further action required (such as reporting back to the funder). Note that archived submissions can always be reactivated to the current tab if needed. This can be done when logged in to the funder’s applicant site or through SmartyFile (app.smartyfile.com.au) . Once logged in via either site, click on My Submissions, and click on the hamburger icon on the relevant submission. Click on the ‘Archive’ option: To Unarchive, click on the ‘Archived’ tab under my submissions. Click on the hamburger icon next to the relevant submission and select ‘Unarchive'. |
FAQ's
For a full list of frequently asked questions please visit applicanthelp.smartygrants.com.au/applicant-faq's .