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.
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 applicant homesite. Here you will see all of the rounds that the Grantmaker has either curently available or upcoming.
Clicking on the round's link will take you to the application form. Once there, you will have the following options - Start a submission, Preview the form or Download preview form
To preview the entire application form, simply click on Preview the Form which will then show you the form in preview mode. If you would like a PDF version of the form, please cllick on Download preview form which you will then generate a PDF of the form which you will be able to save locally.
NOTE: You can't fill out the form while in preview mode. In order to complete the form you need to complete Step 2. Furthermore, most Grantmaker's will not accept a paper version without prior approval. Should you have issues and the only way you can fill out the form is by printing the preview PDF and manually entering responses, you will need to contact the Grantmaker to ensure they will accept a paper based submission.
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 bar to jump to specific pages or sections within a page. Depending on the funder's preference, the navigation bar may be either in the top left or top right of the page
Step 2 - Apply and register
When you are ready to start your application, simply click on the Fill Out Now button
Login and Register
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 grant maker using SmartyGrants.
For New Accounts
Passwords must be longer than 8 characters in length and must meet 2 of the following requirements:
You will then need to enter your password twice to confirm your password and then click Register.
Once you have clicked Register an activation email will be sent to the registered email address. Please go to that email's inbox, find the activation email from 'firstname.lastname@example.org' and click on the link to activate your account.
For Existing Accounts
Have you forgotten your password? Click on the 'forgotten your password?' link. This will ask you to insert what your username (email address) is, this will then send you an email with a reset password url link. Click on the link and you will be prompted to set a new password.
Step 3 - Fill out the application form
It is highly recommended that you click Save Progress every 10 to 15 minutes when you are filling out a form.
Elements of the page
The following elements can be found on the application form.
Current Rounds Page
At anytime you can return to the grant round homepage by clicking on the 'Current Rounds' link 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.
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 for upload click here
To attach a file simply follow these steps:
Simply select Attach a file choose the file you wish to upload and click Choose Files.
The file will begin to upload and the progress bar will be filled in as the file is upload
When the file upload is completed, the progress bar will disappear and a link to the uploaded file will be available, along with the option to remove the file.
Navigate between pages
To navigate between pages you can either use the Navigation Bar or the Next Page and Previous Page buttons at the top and bottom of your current page.
NOTE: Your application form is saved every time you navigate between pages.
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 and Submit
When you have completed the last page of the application form you can click Review in the navigation panel.
This is also a good time to Save or Print a copy of your application for your own records. Though you can log back into SmartyGrants at any time and view your completed application after having submitted it. To print a copy of your form before submitting it, click on the "Download PDF".
Once you are satisfied with your application click Submit.
Problems with your form
If there are any problems with your application, it will not be able to be submitted and any issues will be highlighted (as illustrated below).
You will have the opportunity to correct the problem by clicking Go to Page.
Once you have made corrections, you can return to the Review and Submit page and click Submit Application again.
Step 5 - Confirmation
Confirmation of Submission
Confirmation of submission
You will also see your application number, which you can use should you need to contact the grantmaker about your application.
Confirmation email and PDF attachment
You will also receive a confirmation email when your application is successfully submitted. Attached to the email will be a PDF copy of the form you just submitted.
Optional - Submitting multiple applications
Start another application
Depending on the Grantmaker, you may be able to submit multiple applications in the same grant round.
To start another application you must return to the grant program page. You can return to the round by clicking on the current rounds link near the top right corner of the form.
Then clicking on the round link within the current rounds page.
You will then be notified that you have already made a submission and be given the option to View Your Submission, Start New Submission, Oreview the form or Download preview form. Click on Start New Submission to begin the next application.
To view all of your applications for a grant program and to switch between them you first need to be logged into your account and then click on My Submissions.
You can then choose which application you wish to continue, by clicking on the appropriate link.
Optional - Viewing / Saving / Printing applications
Download PDF of your application
If you wish to save a copy of your application on your computer, you can download a PDF of your form.
Start by clicking on the Review link at the bottom of the navigation box.
Then click the Download PDF button at the top of the page, your application will then download as a PDF file.
View submitted application
You must first be Logged In to your account in order to view your submitted applications. Once you are logged in, you will see the My Submissions link near name of the person logged in at the top of the screen. Clicking this link will take you to a complete list of all of your submissions incuding those that are In Progress *Note that any submissions you create and/or submit can always be found in the My Submissions area (this includes finding any additional forms your Grantmaker may ask you to complete).
Print your application
Once you are viewing the relevant application you simply select the Download PDF link at the top of the page.
You will then be able to save this PDF locally for your records, print it out if you need a hard copy or so with however you see fit.
Optional - Accessing Additional Forms
It may be possible that at some stage the Grantmaker you have applied through or received funding from will ask that you complete an additional form, for example, a report form or an acquittal form.
Optional - Update your account details or password
To change your account details goto the My Submissions page and click on Update My Details
Update account details
You can change the Name and Organisation details associated with your account by entering them in the relevant boxes and clicking Save Changes
Change your password
To change your password you will need to first enter your old password and then enter your new password twice.
Please note the password must be at least 8 characters long.
Change your email address
|To change the email address associated with your account you will need to email email@example.com. We will need any request to change an email address to be sent from the originally registered email address. If you are unable to access the originally registered email address, please contact the Grantmaker directly as they will be able to change the user of an applicatin submitted to them.|
Downloading a PDF of your application is simple and is available in two places (please note: prior to 04/03/20 you will only be able to download the PDF from the "Review and Submit page as outlined below). Once you have navigated to the Round and clicked on the link you will see the option to 'Start a New Submission' should the round be open. You will also have the option to download a PDF of the form should the round be open. Some funder's will also allow the form to be previewed, and downloaded, prior to the round opening. Clicking on the 'Download preview form' link will provide you with a PDF of the application form. Once you have started an application, click onto the "Review and Submit" page, which is the final page of the application form. From the "Review and Submit" page, you will see a button to download a PDF of your form. Funders are able to set up a funding target when creating Rounds in SmartyGrants. When that funding target has been reached, the round can be automatically closed. It is most likely this is what you have experienced. We recommend contacting the funder to confirm that this is the case.
Q: How do I download a PDF of my application?
Q: I was logged out and when I tried to submit my application form. SmartyGrants said the round is now closed but there is still time until the deadline has expired.
Downloading a PDF of your application is simple and is available in two places (please note: prior to 04/03/20 you will only be able to download the PDF from the "Review and Submit page as outlined below).
Once you have navigated to the Round and clicked on the link you will see the option to 'Start a New Submission' should the round be open. You will also have the option to download a PDF of the form should the round be open. Some funder's will also allow the form to be previewed, and downloaded, prior to the round opening. Clicking on the 'Download preview form' link will provide you with a PDF of the application form.
Once you have started an application, click onto the "Review and Submit" page, which is the final page of the application form.
From the "Review and Submit" page, you will see a button to download a PDF of your form.
Funders are able to set up a funding target when creating Rounds in SmartyGrants. When that funding target has been reached, the round can be automatically closed. It is most likely this is what you have experienced. We recommend contacting the funder to confirm that this is the case.