On the applicant side of ZoomGrants, there are three sets of users who can be associated with an application:
- One Application Owner
- Unlimited Collaborators
- Unlimited Additional Contacts
An application owner “owns” an application in that it is accessible in their account and they are the only user that can archive, delete, or submit the application as well as control other users’ access to it.
Summary Tab (NOTE: This is the first tab in your application, the name may be different than “Summary” if the program admin chose to rename it) > Collaborators
Collaborators are invited to work on other’s applications. Any email address can be used to invite someone to be a collaborator on an application, including those email addresses used applicants, admins, and reviewers who already have their own ZoomGrants accounts.
If the person invited doesn’t already have an account, we’ll create a collaborator account for them automatically. Existing applicants will have access to their own applications and their collaborator applications just by logging in as usual. Reviewers and admin users can access the applications by logging in on the Invitations page – https://ZoomGrants.com/Invitations.asp – or by logging into their usual accounts, and checking the bottom of the My Account page.
Applicants are in complete control over who has access to their applications. They can invite collaborators and revoke or update their access permissions in any of their applications.
Users can add any email address to the Additional Contacts field to include that person in all email notifications that are sent out regarding that application. Just list each email address, separated by a comma and a space, like in the screenshot above. Applicants can also add users as additional contacts as part of the process when they add them as collaborators.
Application owners and administrators can update or add email addresses in the Additional Contacts field in any application.
To add an additional contact, open up the application and click into the first tab. Scroll down to the Additional Contacts field and add the email address(es). Click outside the box to save the new address(es).
I’m an additional contact and/or collaborator on an application and I have received multiple copies of an email.
As an additional contact, you will automatically be sent a copy of all emails sent out for that application. As a collaborator, you will receive a copy of emails sent out if the program admin chooses to include you as a contact.
You may receive several copies of an email if…
… you are an additional contact and the applicant or admin has inadvertently added your email to the Additional Contacts box multiple times. In this case, contact the application owner to request that the duplicated email address be removed.
… you are a collaborator with multiple access permissions and the administrator has chosen to send a copy of an email to collaborators with those permissions. When sending emails, administrators can choose to include the collaborators, indicating that they want to send a copy to the application collaborators, financial collaborators, reporting collaborators, and/or contract collaborators. If you are in one or more of those categories and the admin has chosen to send emails to multiple categories, you may receive several copies of that email. In this case, you can delete and disregard the additional copies.
… you are an additional contact and a collaborator and the admin has included collaborators. In this case, you can delete and disregard the additional copies.