Using forms

The forms feature lets you create unique application forms to match your program’s structure and requirements. This is especially useful if you run multiple opportunities (for example, local, regional, and national grants) that each require different questions or workflows.

The number of forms available depends on your subscription:

• Intro: 1 form
• Premium: up to 10 forms
• Enterprise: up to 20 forms

Create an application form

To configure a form:

1. In the Manage workspace, go to Forms
2. Click New application form
3. On the 'Details 'tab, enter a form name (this is visible to applicants)
4. Click Save + next
5. On the 'Cover 'tab, optionally upload a cover image
6. (Optional) Customise the call-to-action button text applicants will click
7. Click Next
8. On the 'Managers' tab, choose whether all managers or selected managers can manage or edit this form—available with an Enterprise subscription
9. Click Next
10. If chapters are enabled, select the relevant chapter(s) on the 'Chapters' tab
11. Click Next
12. On the 'Rounds' tab, either create a new round or select an existing one
13. Click Next, then configure any additional options as required (visibility, access, limits, collaboration, PDFs, countdowns, etc.)
14. Click Save when finished

Advanced forms options

• If you would like for our form to display on your program's home page, select the Display form on public home page when round is open checkbox.
• Should you wish to allow only invited applicants to access this form, choose select the Invitation-only access checkbox; learn more about invitation-only applications here: Invitation-only applications.
• For programs utilising chapters, selecting the Allow chapter administrators to moderate applications will allow chapter managers to use the moderation feature to screen applications to only their chapter. You can read more about moderation in our dedicated guide: Moderation explained. 
• If your program opts to use the Manage duplicate applications feature, inputting a value in the Duplicate identification, minimum similarity percentage field will allow you to set close application names must be in order to be considered duplicates. 
• For programs with multiple applicant-like roles, you can opt to open your form to all roles or just some by choosing All roles can start an application or Some roles can start an application. To learn more see our guide: Configure role-specific forms.
• If desired, select Allow submitter to browse tabs before starting a submission if you would like to give applicants the ability to select a category and then view the form.
• The Blank sample form PDF available for download checkbox will give applicants the ability to download a blank application form to preview. For more information see: Can I print out a blank application form?
• For programs utilising the API, the Allow API updates to submission fields whilst a user is editing the submission will allow API updates to the application while the user is editing it.
• Allow collaboration between multiple users will facilitate real-time collaboration on applications. For more details on this feature, see our guide: Collaborative submissions (beta).
• Enable editor for multi-line text fields will provide applicants with a series of text editing tools to personalise their submissions. 
• To provide applicants with a countdown to when their applications are due for completion, choose Display countdown to submission deadline.
• The Display application ID to applicants checkbox will allow applicants to see the numerical ID number associated with their application(s). 
• If you wish to prevent applicants from making adjustments to their applications after submission, select the Form locked after submission. 
• PDF of submission available for download will give applicants access to a PDF of their application to save for their records. 
• The Enable application copy button will allow applicants to make a duplicate of an existing application. 
• In the event your program wishes to restrict the number of submissions an applicant can create, input that limit in the Maximum applications per applicant field. 

Build your form

Once the form is created, you can add structure and questions using:

• Categories
• Tabs
• Fields

To do so,

1. In the Manage workspace, go to Applications
2. Click Edit form
3. Choose a form from the drop-down

Reviewing with multiple forms

If your program uses more than one form, ensure you select the correct form when configuring reviewing stages—whether you’re using the Settings menu or the Reviewing fast start.

Delete a form

1. In the Manage workspace, go to Forms
2. Click the ellipsis (three dots) next to the form
3. Select Delete

Restore a deleted form

1. In the Manage workspace, go to Forms
2. Open the All but deleted toggle and select Deleted
3. Click the ellipsis (three dots) next to the form
4. Select Undelete

Copy a form

1. In the Manage workspace, go to Forms
2. Click the ellipsis (three dots) next to the form
3. Select Make copy
4. Choose which configuration elements to copy
5. Click Make copy

Archive a form

Archiving removes the form from the active Forms list and archives all associated resources.

1. In the Manage workspace, go to Forms
2. Click the ellipsis (three dots) next to the form
3. Select Archive

Good to know

• Form names are visible to applicants—use clear, descriptive titles.
• Archived forms do not count toward your subscription’s form limit.
• Copies should not be created in archived seasons.
• Access to advanced form features depends on your subscription level.

FAQs

Are there different use cases for forms?
Yes. Forms can be used for different grants, funding streams, or opportunities—each with its own structure.

Can I run multiple opportunities with forms?
Absolutely. Multiple forms can be used under one account to manage separate opportunities.

Is there a limit on the number of forms?
Yes. Limits are based on your subscription level.

Can forms be switched on and off?
Forms themselves can’t be toggled on/off, but you can control access by opening or closing the associated round.

Can each form look different?
The overall layout is consistent, but different cover images help visually distinguish forms.

Can we invite applicants to specific forms only?
Yes. Enable Invitation-only access during form configuration.

Video overview

This video does not include the new form creation flow.