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Manage your active cycle

How it works

Once your RFP is Active, use the Grants Management Workspace to monitor applications and manage each stage of the process. On the Applications tab, four tracking cards break down your applications by workflow stage: New applications, Funding decision, Notifications, and Workflow complete. Click any card to filter the table to that stage and surface the relevant actions. A progress bar shows the breakdown of Uncommitted, Declined, and Committed applications across your cycle.

You can also monitor submissions and funding information in your Dashboard.

Why it matters

  • Real-time visibility: See where every application is in your workflow.
  • Clear next steps: Tracking cards surface what needs your attention so nothing falls through the cracks.
  • Stay flexible: Invite additional applicants, extend the deadline, and update RFP details.  

Understanding RFP statuses

  1. Draft: Not yet published.
  2. Scheduled: Published and is scheduled to launch on your Announcement Date.
  3. Active: On your Announcement Date, the RFP becomes open to applicants until your Deadline Date.
  4. Closed: The Deadline Date has passed and your cycle is no longer accepting applications. This is when you move into the review and decision-making phase of your grant cycle.

Editing a grant cycle

  1. To edit your cycle, click Grants in the top navigation, select your cycle, and navigate to the relevant tab. 
  2. What's editable depends on your RFP status:
    • Draft and Scheduled: All fields are editable and autosave automatically.
    • Active: Most fields remain editable. The following fields lock once your cycle becomes Active to ensure a consistent experience for all applicants:
      • Funding opportunity name and format
      • Announcement date
      • Supplemental questions and attachments
      • Click Save after making any changes in Active status.
    • Closed: Most fields become read-only. The following remain editable:
      • Key dates (deadline, decisions announced, disbursement)
      • Grant award details
      • Award and declination email templates, Check-in management.
    3. Click Save after making any changes in Active status. 

 

Extending a deadline 

  1. Click Grants in the top navigation bar, and select the cycle.
  2. Go to the Overview tab and update the Deadline Date.
  3. Click Save. 
    • Open: If you set up an open grant cycle, once you click Save, the RFP will automatically update and reflect the updated Deadline Date. Applicants are not automatically notified.
    • Invite-only: If you set up an invite-only grant cycle, once you click Save, the RFP will automatically update and reflect the updated Deadline Date. Automatic emails will also be sent to any applicants you’ve invited, and who have not yet applied, noting the updated Deadline Date. 

Inviting additional applicants

  1. You can add applicants at any time while your cycle is Active. 
  2. Click Grants in the top navigation and select your cycle.
  3. Go to the Audience tab and use the invitation window to search for and add organizations. 
  4. To view invitee status at any time, click the actions menu next to your cycle and select View invitee status.
  5. For full instructions on inviting applicants, see [Set up a grant cycle].

Adding labels

  1. Labels help your team organize and categorize applications.
  2. In the Applications tab, select an application and assign a label from the Labels column.
  3. To create and manage labels, click the profile icon in the top right corner, select Funder profile & settings, and go to the Labels tab.

FAQs

  • I made a change but it didn't save. What happened? Active and Closed cycles require you to click Save within each section after making changes. 
  • Who can access the Grants Management Workspace? Any user with the Manage Grants permission. For a full breakdown of permissions, see Manage team members.

Tips

  • Use filters strategically: Click into specific workflow stages to focus your review.
  • Update dates proactively: As you monitor applications and you find that many applicants have still not applied, you might consider if it makes sense to proactively extend your Deadline Date giving applicants adequate notice that they have additional time.
  • Standardize labels across your team: Agree on a consistent labeling system to streamline decision making.
  • Set up your email templates early: Award and declination email templates can be configured at any time. Learn more in Notify applicants.

What's next?

  • Once your cycle closes on your Deadline Date, you will move into the review phase. Learn more in Manage application review.

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