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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: Setup through decisions lives in one place, saving you time and simplifying the cycle process.
  • Move money faster: Clear workflows mean fewer bottlenecks and quicker decisions.  

Set up a grant cycle

1. Start a draft Click Grants in the top navigation bar, then Create.

2. Overview tab: Complete key dates, contact information, and more. 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: Applicants will review this page to learn more about your opportunity — including background about your fund, eligibility criteria, award details, 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.

  • Open to all applicants: Anyone who reviews your RFP and is eligible can apply.
  • Invite-only: A closed opportunity — only applicants you specifically invite can apply.
  • Use the Invite applicants section to build your invite list:
    • Invite: Click Invite to add your own contacts. Choose from two options:
      • Manual invite: Enter the applicant's organization name and contact email. First and last names are optional.
      • Bulk invite: Download the CSV template, populate it with applicant organization names and contact emails, and upload.
      • Once uploaded, refresh the page to view your updated invite table.
      • Successfully processed rows will appear in your invite table. If any rows contain invalid email addresses, a warning will appear with an option to download an error report — correct the errors and re-upload.
    • JustFund Search: Click JustFund Search to discover organizations by focus area, location, tax status, and more. Invite aligned organizations directly to your cycle from their profile.
  • To view invitee status at any time, click the actions menu next to your cycle and select View invitee status. 
5. Communication tab
  • Invitation to apply: Required before your Announcement Date if your cycle is invite-only. This email is sent automatically to your invite list on your Announcement Date.
  • Award notification and Decline notification: Complete your award and declination email templates. These do not need to be set up prior to publishing your RFP, but should be completed before making final decisions. You will manually send these to applicants after decisions are marked. See Notify applicants.
  • Submission alerts: Toggle on and select which team members should be notified each time an application is submitted.
  • 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: Automatically sent to invited applicants ahead of the cycle deadline.

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 moves to Scheduled and becomes Active on your Announcement Date.

FAQs

  • Who can manage grant cycles? Any user with the Manage Grants permission.
  • 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.
  • Why is the status of my cycle Scheduled instead of Active? Your cycle will automatically update to Active on the Announcement Date.
  • Can I edit my cycle? Yes. What's editable depends on your cycle status. See Manage your active cycle.
  • 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

  • Scheduling key dates: We recommend cycles launch and close Tuesday - Thursday to ensure JustFund's support team is available to help applicants.
  • Recommended cycle length: We recommend running your cycle for a minimum of two weeks to give applicants enough time to apply. 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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