To begin a submission, you’ll first need to navigate to the funder’s application portal. This link will typically end in .smartygrants.co.uk.

Each funder has their own unique application portal. You’ll need a link to this site before you can start. You can often obtain this link through the funder’s own website, in their promotional newsletters, or similar.

Within each link, you can find any current and upcoming rounds listed for that funder.

To view the application form, select the name of the round or Find out more about (round name).

On the round page, you will typically find key information about the round, such as the eligibility criteria, guidelines, dates and timelines, or similar.

If the round is Current:

• To preview the application form, select Preview the form.

• To download a PDF version of the form, select Download preview form.

If the round is Upcoming, you may or may not be able to preview or download the form. This will depend on whether the funder has allowed for the application form to be visible before the round opens. If you don’t see the option to preview the form, you will need to wait until the round is open.

You need a user account in order to start an application.

If you have submitted an application via SmartyGrants before, you can log into your existing account. Otherwise, you will need to register.

Login

To login with an existing user account:

1. Enter in the username (email address) into the Email field.

2. Then enter in the account's password into the Password field.

3. Select Log In.

Register

To register a SmartyGrants account:

1. Select register here.

2. Complete the required fields, then select Register.

3. Once you have entered in your details and selected the register button, SmartyGrants will send an activation email to the email address you entered. To activate the account, navigate to that email account’s inbox, open the activation email, and select the activation link.

4. Once your account is activated, you can go back to the funder’s application portal and log in using the login steps here.

To begin an application, select the name of the round or Find out more about (round name).

If you have not logged in, select Start a submission. You will be prompted to log in.

If you have already logged in, then select Fill Out Now.

If you are a member of a SmartyFile organisation, then upon starting a submission you will be asked the question ‘On whose behalf are you making this submission?’. Options include An individual or selecting the name of your SmartyFile Organisation.

If you are not a member of a SmartyFile organisation, you won’t be asked this question.

Once you have started your submission, you will be provided the ‘A new submission has been created for you’ screen, which explains how you save your submission and how you will be logged out after 20 minutes of inactivity.

Form Elements

The following elements can be found on the application form:

Page Buttons

Using these buttons will allow you to navigate between different pages of a form. They are found at the top and the bottom of the application form.

You can also Save Progress, or Save and Close your form to return to it later.

Navigation Panel

You can also navigate between pages using the Form Navigation panel. The panel is found at the top of the page.

Each line of text represents a different page in the form. Select the name of the page to jump to that page.

Form Questions/Fields

Provide responses to the questions/fields in the form.

Depending on the form you are filling out, you may be asked to provide your responses/answers using a variety of different methods. In addition to typed responses, some forms may require you to select specific elements, tick a checkbox, upload a file, and more.

Below are some examples of fields that you may come across:

Date fields: Choose a date to enter in. You can either type in a date manually, or select the calendar icon to pick a specific date from the calendar window.

Location fields: Start typing in an address. Select the relevant suggested result, or if the address does not appear from the suggested results, select Can’t find your address? to manually enter in those address fields.

Some forms may also display a map of the address when entered into an address field.

Nested lists: You may need to ‘drill down’ to select an option from a drop-down list. After selecting Browse, you can navigate the window to the relevant category (in bold). Selecting the category will expand the options shown. You can select any non-bold option underneath.

Depending on the form, you may be able to select Browse again to add multiple responses.

Session timer & saving your progress

When you log into SmartyGrants, you are on a timed session. This timer is 20 minutes.

While filling out a form, you can reset the timer by any of the following actions:

• Selecting the Save Progress button (save and continue working on the form),

• Selecting the Save and Close button (save and then close the form),

• Selecting either the Previous Page or Next Page buttons (navigating through the form automatically saves your progress).

After 18.5 minutes of being on the same page without selecting Save Progress, a popup will appear in the middle of the screen, advising that ‘Your session is about to expire’, with a countdown from 90 seconds. The tab at the top of your browser will also flash with ** WARNING ** to alert you.

Your options are to select either the Extend Session button to stay logged in and continue filling out your form, or the Log Out button to end your session.

If you do not see the timer countdown and/or no action is taken, and the counter reaches 0 seconds, then you will be logged out and redirected to the Session Expired screen.

Note that the system will have performed an auto-save of the page you were on, before it logged you out, so you shouldn’t lose your work.

Log back in using your same SmartyGrants credentials (must be the same username as used in the previous session).

So long as you have logged back in with your same username, the system will take you back to the same page you were on when it logged you out. You can then continue filling out your form.

Save and close (return to the application later)

If at any stage you wish to save your application and return to it later, you can do so by selecting Save and Close.

You can return to your application at any time (prior to the closing date of the grant round) and continue your application, simply by logging back into your account.

Once you log back in, you can select My Submissions to be taken to the My Submissions page - where you will find a listing of all your applications, including those that you have started to fill in or have already completed.

Attaching/uploading files

If you are attaching files, you need to allow for sufficient time for the file to be uploaded to the page. Do not navigate to another page until the file has been successfully attached, otherwise the file upload will be cancelled.

For a full list of supported file types, visit our page here.

To attach a file, you will be given a Choose files option or a Browse… option (depending on the browser you use). After selecting either option, search for and select the file you wish to attach.

The file will begin to upload. When the upload is complete, a link to the uploaded file will be available along with the option to remove the file.

When you have completed the last page of the application form, you can select Next Page button, which will take you to the Review and Submit page. This page allows you to review your entire application in full before you submit it to the funder.

You can also access this page by clicking on the bottom entry of the Form Navigation panel.

Any items that need to be addressed before you can submit – for example, a required field that has been missed – will be highlighted in red. You can navigate to the relevant page to make any edits by selecting the Go to page button. For help with troubleshooting any errors, you can read our guidance here.

If you’d like to save a PDF copy before you submit, you can follow the steps here. Just note that you’ll automatically receive a PDF copy of your application attached to the confirmation email after you submit.

When you have reviewed your form and are ready to submit, select the Submit button.

After you have selected the submit button, you will receive a confirmation message on screen that your application has been submitted and the funder has received your application.

You will also receive a confirmation email with a PDF copy of your submission attached. Note that this PDF copy won’t include any files you’ve uploaded, however, file names will still be listed on the PDF for reference.

Some funders may require you to fill out multiple forms under a single Application ID.

To see any additional forms, you will need to be logged into your account on the funder's application portal (ending in .smartygrants.co.uk) or on SmartyFile (https://app.smartyfile.co.uk). While on the My Submissions page, you have two options to access those forms:

Option 1: Select the Application ID. A pop-up window will appear with additional information about the application. Select the name of the form you wish to access.

Option 2: Next to the Application ID, on the bottom-right hand side of the box, select the small downward-facing arrow. In the list of form(s) that appear, select the name of the form you wish to access.

Once you’ve clicked on the name of the form, you will be taken to the form fill-out page.

• If the form has been submitted: You will be able to view a copy of the form, and your responses, on this screen.

• If the form has not been submitted, and is not past the due date: You’ll be able to fill out this form. You can save and come back to this form at a later date using the same steps from above.

• If the form has not been submitted, but the due date has passed: You won’t be able to fill out the form. You can see our FAQs for help.

Downloading and printing your application

If you wish to save a copy or print your submission, you will need to first download a PDF copy. There are a few different ways you can download one.

In-Progress forms

• Simply select Review and Submit in the Form Navigation panel. You will then see a Download PDF button at the top of the form.

Submitted forms

• You can access the confirmation of submission email you received, as this will have a copy of the PDF attached.

• Alternatively, you can log into the funder's application portal (ending in .smartygrants.co.uk) or SmartyFile (https://app.smartyfile.co.uk) and access the form under the My Submissions page (where you can also search and sort through your submissions to that funder). Select on the relevant Application ID, then select the PDF icon to start the download.

Once you have a PDF copy of your submission, if required, you can print this file from your PDF viewing program of choice.

Accessing additional application information

Information about an application can be viewed by selecting the Application ID number from the My Submissions page.

This will show a pop-up with additional information. See an example below:

• Status – This will tell you whether or not a specific form has been submitted.

• Stage – This may appear on certain applications when the funder wishes to share with you the stage your application is at (e.g. Under Review, Approved, Acquittal Management).

• Forms – All forms linked to the application will be listed here, beginning with the first form you submitted for that application.

Accessing acquittals or subsequent forms

Funders may add additional forms into your existing submission, such as acquittal or milestone reports. You can visit the steps here for help on how to access those additional forms.

Start another submission

Depending on the funder, you may be able to submit multiple submissions in the same grant round.

To start another submission, you must return to the Current Rounds page (select the Current Rounds link in the top right hand corner), and select the name of the round again. In this page, you’ll be notified that you have already made a submission. Select Start New Submission to begin a new application.

Multiple submissions

To view and access all your submissions, you will need to be logged into your account on the funder's application portal (ending in .smartygrants.co.uk) or on SmartyFile (https://app.smartyfile.co.uk). Your submissions will be on the My Submissions page (which can be accessed by selecting the My Submissions link).

Multiple forms under one application

Some funders may require you to fill out multiple forms under one application. You can visit the steps here for help on how to access those additional forms.

For certain applications, you may have the option to request a variation by completing a variation form. If this is applicable to you, to request a variation:

1. Next to the Application ID, on the bottom-right hand side of the box, select the small downward-facing arrow.

2. Select Start a Variation request.

3. This will create a Variation request form for you to fill out and submit. You can follow the same guidance from Step 5 - Fill out the application form to complete and submit this form. The funder will then process your variation.

If you need to request a variation to your grant agreement, but the Start a Variation request button is not available, please contact the funder directly.

If you want to update the owner/user of an application:

If you applied as an individual

You can contact our support team. You’ll need to contact us from the email address that currently owns the application, and in that email, you’ll need to include the application ID along with the new owner’s email address.

If you do not have access to the email address that owns the application, you'll need to contact the funder directly to request the change.

If you applied on behalf of an organisation

You will need a SmartyFile organisation profile to make this change.

If you do not already have an organisation profile, you can create one and add team members by heading to https://app.smartyfile.co.uk. Once you (or another administrator) have added in team members to your organisation profile, you can change the owner on a submission. For more instructions, please visit https://applicanthelp.smartygrants.co.uk/smartyfile.

Alternatively:

You can contact our support team. You’ll need to contact us from the email address that currently owns the application, and in that email, you’ll need to include the application ID along with the new owner’s email address.

If you do not have access to the email address that owns the application, you'll need to contact the funder directly to request the change.

If you want access to share a submission, you will need a SmartyFile organisation profile.

If you do not already have an organisation profile, you can create one and add team members by heading to https://app.smartyfile.co.uk . Once you (or another administrator) have added in team members to your organisation profile, you can share the submission with team members who have been given the appropriate permissions. For more instructions, please visit https://applicanthelp.smartygrants.co.uk/smartyfile/.

Once logged into the application portal (site ending in .smartygrants.co.uk), you can update details associated with your account including your name, organisation name, email address (i.e. your login username), or your account password. This can be done from the Edit Details page.

To do so:

1. Go to the My Submissions page.

2. Select Update Details.

3. This will take you to the Edit Details page.

Update your name or organisation name

1. Go to the My Submissions page.

2. Select Update Details.

3. This will take you to the Edit Details page.

4. Select the relevant text box underneath Name: or Organisation: and enter in your changes.

5. Select Save changes.

Update your password

1. Go to the My Submissions page.

2. Select Update Details.

3. This will take you to the Edit Details page.

4. Under Your password, fill out the Old password, your desired New password, and confirm your new password by typing it once again.

5. Ensure your password meets the requirements.

6. Select Update password to confirm.

Update your account email address

1. Go to the My Submissions page.

2. Select Update Details.

3. This will take you to the Edit Details page.

4. Select Update Email on the Edit Details page.

5. This will prompt you to enter the new email address. Ensure your new email meets the requirements listed. Select Save changes.

6. When your username request has been submitted, a verification email will be sent to your new email address. You must open the link in this email to confirm the change. You may be asked to log in to SmartyGrants to confirm the change, do this and use your old (existing) username. Once you’re logged in, you can confirm the change.

7. Once you've changed your username, you should log in with the new username (email). The password remains unchanged.

Delete

You have the ability to delete In Progress submissions only. To delete an In Progress submission, you’ll first need to log into the funder's application portal (ending in .smartygrants.co.uk) or SmartyFile (https://app.smartyfile.co.uk). Once logged in:

1. Select My Submissions.

2. Next to the relevant application, on the right-hand side of the box, select the three-lines (hamburger) icon.

3. Select Delete.

Applications with a Submitted status cannot be deleted. If you’d like to withdraw your application for any reason, we recommend contacting the funder directly.

Archive

You can archive a submission that you no longer want to see on your current list of submissions. For example, you may want to archive past submissions that are completed and have no further action required.

To archive a submission, you’ll first need to log into the funder's application portal (ending in .smartygrants.co.uk) or SmartyFile (https://app.smartyfile.co.uk). Once logged in:

1. Select My Submissions.

2. Next to the relevant application, on the right-hand side of the box, select the three-lines (hamburger) icon.

3. Select Archive.

Unarchive

To unarchive a submission:

1. Select the Archived tab from the same My Submissions page.

2. Next to the relevant application, on the right-hand side of the box, select the three-lines (hamburger) icon.

3. Select Unarchive.

As an extra layer of security, you may opt to use an authenticator mobile app (such as Google Authenticator or Microsoft Authenticator) each time you log in.

To enable multi-factor authentication:

1. Navigate to any funder’s application portal.

2. Log in to an existing account or register a new account. Please see Step 3 - Log in or register for more details.

3. Once logged in, select My Submissions.

4. Select Update Details.

5. Tick the checkbox for MFA.

6. Select Save changes.

SmartyGrants will show a notification that reads MFA is enabled. You’ll complete setup the next time you log in.

MFA will now be enabled on the account.

Upon next login, you will be met with the Multi-Factor Authentication Setup screen.

Follow the prompts and enter the 6-digit code provided by your authenticator app to complete the setup.

For a full list of frequently asked questions, please see our FAQs page.