Configure role-specific forms

Most Good Grants programs use the default applicant role, which allows users to register, create applications, and submit them. Some programs require more control over which users can access specific application forms. In these cases, role-specific forms allow grant managers to restrict form visibility based on user roles.

When to use role-specific forms

Role-specific forms are useful when different groups of users should access different application forms. Examples include:

• Programs with regional and national grants
• Programs that collect different information from different applicant groups
• Programs that require separate application processes

For example, you might create:

• A regional applicant role linked to a regional form
• A national applicant role linked to a national form

Users will only see forms associated with their assigned role.

Create a custom applicant role

1. In the Manage workspace, go to Settings > Users > Roles
2. Click New role
3. Enter a name for the role
4. At the top of the 'Permissions' section, click Advanced
5. Set the Applications (own) permissions for Create, View, Update, and Delete to Allow
6. (Optional) Enable Registration form for this role is active to allow users to self-register for this role
7. Click Save

Set form visibility by role

Once the role is created, configure the form so that only selected roles can access it.

1. In the Manage workspace, go to Forms
2. Click the ellipsis (three dots) next to the form and select Form settings
3. Open the 'Advanced' tab
4. Under 'Role visibility', select Some roles can start an application
5. Choose the role or roles that should have access to the form
6. Click Save

Only users with the selected role will be able to create applications using that form.

Good to know

• Role-specific forms can be used on any plan level
• Intro plans support one form, Premium plans support up to 10 forms, and Enterprise plans support up to 20 forms, with the option to purchase more.
• Naming roles clearly (for example "Regional applicant" or "National applicant") helps prevent confusion.
• If a role is selected that does not have the required applicant permissions, those permissions are added automatically.
• Enabling Registration form for this role is active generates a unique registration link that assigns the role to users who access it. Returning users who access the registration link will also receive the role automatically. Learn more in Registration configuration.