🧐 When to Use a Sub-Cycle
Because this tool is permanent and can only be used once per cycle, it is best for:
Multi-year grants: Where the same group of grantees needs to fill out a new application for "Year 2."
Complex Workflows: Where you need to hide certain data from previous panelists while collecting new information.
Niche Reporting: When standard Interim/Final reports don't fit your needs.
⚠️ Alert: Contact the GO Smart Team before extending a cycle to ensure this is the best fit for your specific workflow.
🛠️ How to Extend Your Cycle
Go to the Grant Editor tab → Program Cycles subtab.
Find your active Program and Cycle in the list.
Scroll to the "Clone Tools" section and click the Extend Cycle button.
Set Your Parameters:
Prepopulate Data: Choose Yes to carry over the responses from the original application, or No for a blank slate.
Applicant Population: The system will show you exactly how many applicants are eligible to move forward.
Click Create New Sub Cycle.
📸 Click here for alt-text.
A screen recording of the GO Smart administrator portal showing the process of extending a grant cycle. The user navigates from the Grant Editor to the "Clone Tools" tab, clicks "Extend Cycle," and creates a new sub-cycle. The video then shows the new sub-cycle appearing in the cycle list and the Grant Manager dashboard.
✨ The Result
Once created, the page will refresh to show your new Sub-Cycle. Here is what to expect:
Naming Convention: Your new cycle will be named
[Original Name] Sub Cycle Version 1.Visibility: The Sub-Cycle is automatically set to Hidden. It will not be visible to the general public—only to the specific applicants you moved over.
The Dropdown: In your cycle selector, the sub-cycle appears directly under the parent cycle, preceded by a double dash (
--).Applicant Status: All moved applicants are automatically placed into In Progress status.
Dates: The Open/Close dates will default to exactly 1 year after the original cycle (e.g., 2025 becomes 2026).
📝 Managing Sub-Cycle Pages
When you enter the Cycle Pages Editor for your new sub-cycle, you will see all the original application pages. You can then:
Use the dropdown to hide pages you no longer need.
Update questions or instructions for this specific stage.
Build out the "Year 2" or "Secondary Stage" questions.
⚠️ Critical Constraints to Remember
Eligibility: Only applicants in Funded, Pending, or Approved status will be moved to the sub-cycle.
Media: Media Library attachments do not carry over to sub-cycles.
One-Time Use: You can populate a sub-cycle only once. You cannot "add more" applicants later.
Data Exclusion: Intent to Apply (ItA), Interim Report (IR), and Final Report (FR) data/pages are not carried over.
⚖️ Comparison: Sub-Cycles vs. Flexible Forms
Feature | Sub-Cycle (Extend Cycle) | |
Primary Goal | Creating a "Year 2" or second stage of an application. | Collecting extra data during an existing cycle. You will need to password-protect the form to limit access to only the intended applicants. |
Applicant Pool | Only specific "successful" applicants (Funded/Approved). | Eligible applicants must provide the cycle password to access the form. |
Data Carryover | Can pre-populate responses from the original app. | Does not pull data from the main application. |
Form Structure | Copies the entire main application (which you then edit/hide). | You can build a brand new form from scratch, clone an existing cycle, or use template pages. |
Visibility | Hidden from the public; only moved applicants see it. | Visible to the public unless password-protected. |
Best For | Multi-year grants or "Phase 2" applications. | Quarterly reports, invoice requests, reimbursement requests. |
💡 Decision Quick-Check
Choose a Sub-Cycle if you...
Want applicants to see their previous answers and just "update" them.
Are moving specific applicants into a secondary application year.
Need the new stage to look and feel exactly like a standard application.
Choose Flexible Forms if you...
Completed your initial application or interim report externally, but intend to manage subsequent reporting through GO Smart.
Require applicants to submit specialized documentation, such as invoices or reimbursement requests, that falls outside the scope of Interim and Final reports.
Include multi-stage eligibility checks or multi-year projects that require a higher volume of forms than the standard application/report cycle.
