How It Works
There are slots where you can provide to your applicants program information such as program restrictions, guidelines, etc. You also select in the Program Summary tab the Applicant Settings, which determine how the applicant will interact with the program.
How To Set It Up
Many of the fields in the Program Summary tab are self-explanatory, but here are a few special notes about some of the settings:
- Availability Status – Manually opens or closes a program at a specific time (by default, programs open and close at midnight Pacific time)
If you want the program to open at a certain time, set this field to ‘Closed’, and change it to ‘Open’ at the proper time on the Open Date. If you want the program to close at a certain time, change this field to ‘Closed’ when the proper time arrives on the Deadline Date.
- Contact Persons – Choose the default persons here
Custom Primary Contact persons can be set for each application individually
- Currency – The default is USD – $
- Program Information Tabs (Description, Requirements, and Restrictions) – Provide information housed in omnipresent tabs at the top of the page that can be referenced by Applicants at any time
(NOTE: In addition to what you input here, you can also add account-level General Requirements that will appear in the Requirements program information tab in every program in your account.)
- Library resources – Provide quick applicant access to documents, links, and files for reference
- Custom Disclaimer text – Add your own text to be displayed alongside the ZG disclaimer when applicants submit their applications
When the application is submitted, the applicant enters their initials to indicate their agreement with the disclaimer(s).
Summary Tab Settings
- Summary Tab Label – This is the label on first tab in the application (see Tab Labels)
- Summary Instructions – These are the instructions that will appear in the first tab of the application
- Amount Requested Comment – This will appear underneath the Amount Requested field. Use this box to provide brief instructions or notes for the applicant, such as “$10,000 maximum request” or “CDBG request only”.
- Secondary Amount Label – If you choose to input a label here, the applicant will be asked to provide a Amount Requested AND a secondary amount. You can use this to capture the total project cost or match amount, for example. If you leave this field blank, the secondary amount will NOT appear.
- Organization Legal Name/Entity Name* – This is the label on the field that captures the legal name of the applicant organization.
- Executive Director/Supervisor Label* – This is the label on the field that captures the name of the executive director of the applicant organization.
*The Organization and Applicant Information fields (applicant name, organization name, contact information, etc.) is tied to the applicant’s account. When they update the information in those fields in ANY application in their account, that change is instantly reflected in ALL applications in their account. You will not be able to use these fields to capture data that is unique a specific application, since any changes made in one application will change the data in all other applications owned by that applicant (whether they are for your organization or for another organization also using ZoomGrants). Please leave these fields to capture the organization legal name and executive director, though you can change the wording if you wish.
General Applicant Settings
- Automatically Expand Tab Instructions – If you’d like your applicants to automatically see the instructions at the top of every tab, choose ‘Yes’ in this setting.
- Multiple Applications Allowed – By default, applicants can create and submit an unlimited number of applications within a program. Use the dropdown in this setting to limit the number of applications that they can create – unlimited, 1, 2, 3, 4, 5, 6, 7, 8, or 9. (NOTE: Archived applications count toward the total number of applications. If they have archived an application and wish to start a new one but have reached the limit, they must delete the application before they can create a new one.)
- Automatically Lock Submitted Applications – By default, changes can be made to submitted applications up until the deadline passes. While this encourages applicants to submit early and avoid deadline drama, committee members need to be aware that changes can be made so that, if they start their review before the deadline, they don’t score an application based on editable responses to questions.
- Hide Activity Log – If your organization intends to use the Activity Log to track internal activities, you might consider hiding the Log from applicants.
NOTE: Regardless of the visibility of the Activity Log, applicants can never see any Private Notes, Scores, or Votes, and can only see the Official Decision when you decide to ‘notify’ them.
- Extra Tab Label – Administrators and committee chairs can pose follow-up or ‘extra’ questions on specific applications using the Extra tab
- Widget Label – The widget tool allows applicants to paste an embed code from a map or video directly into their application so that the file is viewable to reviewers and administrators right there within the application. If you’d like to use this feature, change the label and add some instructions. (NOTE: The applicant must enter the embed code in order for the file to be embedded in the application. A normal URL will not embed the file.)
When you’re done, use the Applicant View to double check your work.