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Set up a grant cycle

How it works

Utilize the Grants Management Workspace to create and manage grant cycles. Complete the required setup to publish, then configure additional settings before your announcement date. 

Why it matters

  • Streamline your grantmaking: Everything from setup to decisions lives in one place, saving you time and simplifying the cycle process.
  • Move money faster: Clear workflows and real-time visibility mean fewer bottlenecks and quicker decisions.
  • Focus on impact: Spend less time on administrative tasks and more time connecting resources to communities.

Set up a grant cycle

1. Click Grants in the top navigation bar and Create in the top right corner to start a draft.  

2. Overview tab 

  • Complete your cycle setup, eligible applicants, key dates, and contact information.
  • Set Visibility to Public to generate a shareable RFP link you can distribute externally. Note: all applicants must log in to JustFund to apply, regardless of visibility setting.
3. RFP tab 
  • Build your RFP. Applicants will review this page to learn more about your opportunity — including background about your fund, eligibility criteria, award details, key dates, and any supplemental questions or attachments. 
  • Click Preview to review at any time. 
4. Audience tab 
  • Determine who can view and apply to your grant cycle. Choose Open to all applicants if you are accepting applications from anyone who reviews your RFP and is eligible to apply. Choose Invite-only if this is a closed opportunity where you want to invite specific applicants.  
  • If it is an Invite-only grant cycle, use the Invite applicants section to create your invite list:
    • Invite: Search by name to find and invite organizations you already have in mind. If the organization already has an existing JustFund profile, their name will appear. If an organization is not found, you can still invite them by sending them an invitation. 
    • JustFund Search: If you are interested in identifying additional applicants that might fit your eligibility, you can use JustFund Search to browse and discover organizations that already have JustFund accounts by using filters like state, tax status, and focus area. You can then invite them to apply to your grant cycle directly from their profile.
  • To view invitee status at any time, go to the Grants Management Workspace by clicking Grants in top navigation, click the Actions menu, and select View invitee status.
5. Communication tab 
  • Invitation to apply: If you set up an Invite-only grant cycle, it is required that you complete this email template before you can publish your RFP and prior to your Announcement Date. The invite email template will be sent to all applicants you added to your invite list automatically on your Announcement Date.
  • Award notification and Decline notification: Complete your award and declination email templates. This does not have to happen prior to publishing your RFP or prior to your Announcement Date, but should be set up prior to making your final decisions. You will manually send award and declination emails to applicants after funding decisions are made. To learn more about how to do this, see Notify applicants.
  • Submission alerts: If you’d like members of your time to be alerted each time an application is submitted, toggle on submission alerts. Use the sidebar to send to all users in the account or select which recipients should receive notifications.
  • Check-in reminders: Schedule check-ins with grantees at a 6-month or 1-year mark to learn more about their progress. See Track and report.
  • Deadline reminders: Reminders for an upcoming grant cycle deadline will automatically be sent to any applicants you have sent an invitation to.  

6. Ensure all required fields are completed. Required fields are marked with a red asterisk on the Overview and RFP tabs.

7. Publish your cycle 

  • Once all required fields are complete, click Publish. Your cycle will automatically move to a Scheduled status. Your cycle will automatically move to an  Active status on your Announcement Date.

FAQs

  • Who can manage grant cycles? Any user with the Manage Grants permission. 
  • Why can't I publish my RFP? Ensure all required fields are complete. Required fields are marked with a red asterisk.
  • Do I need to complete the Communication tab before publishing? It depends. If your grant cycle is invite-only, you'll need to complete the invitation email template before your Announcement Date. This invite email is what is sent automatically on your Announcement Date. Award and declination email templates do not need to be set up prior to publishing your RFP or prior to your Announcement Date, but they should be set up prior to making your final decisions. 
  • Why is the status of my cycle Scheduled instead of Active? Your cycle will automatically update to Active on the Announcement Date and time you have indicated on the Overview tab.  
  • Can I edit my cycle? Yes. What's editable depends on your cycle status. See Manage your active cycle for a full breakdown. 
  • What happens if I navigate away mid-setup? Draft and Scheduled cycles auto-save as you work. Active and Closed cycles require clicking Save per section. 
  • Can I duplicate an existing cycle? Yes. In the Grants Management Workspace, click the actions menu next to any existing cycle and select Duplicate.

Tips

  • Running a similar RFP? In the Grants Management Workspace, click the actions menu next to the cycle you want to duplicate, and select Duplicate.
  • Scheduling key dates: We recommend grant cycles launch  Tuesday - Thursday at 6:00 AM PT/9:00 AM ET and close Tuesday - Thursday at 5:00 PM PT/8:00 PM ET. This  ensures JustFund’s support team is available to help applicants during our working business hours. 
  • Recommended cycle length: We recommend running your cycle for a minimum of two weeks to provide enough time for applicants to begin drafts and work with their internal teams to complete their application.  Keep in mind that roughly 75–80% of applicants submit in the final two days of a grant cycle, so build in enough time for your team to prepare.

What's next?

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