✨ For Experienced Users: If you have already built a cycle, use the checklist below to make sure your new cycles are ready. We also suggest reading our Cloning Tutorial to learn how copying an existing cycle can save you time.
📁 Set Up Your Programs
In the Programs tab, make a program for each grant type (for example: Operating Support or Fellowships).
📝 Note: Programs are umbrella categories that contain grant cycles. Learn more about Programs.
⚙️ Define Cycle Logistics
In the Program Cycles tab, create the first cycle for your program (e.g., Operating Support 2025).
Fill out the important details in the Configure Cycle, Applicant Access & Dates, and Additional Text sections.
👉 See this tutorial for an in-depth look at cycle settings.
📄 Build Application Forms
In the Cycle Pages tab, create your main application. You can also create other forms here, like the Intent to Apply or the Final Report.
Add question fields to your pages, insert budget tables, and write helpful instructions.
👉 Learn more about application pages.
✉️ Set Up Auto-Confirmation Emails
In the Status Mailer tab, create automated emails triggered by specific statuses.
Create a Received Status Mailer and any other mailers before inviting applicants.
👉 See the detailed instructions for setting up status mailers.
📝 Note: The Received status mailer is the most common email. It is sent automatically when an applicant clicks "Submit."
🧐 Test Your Application
In the Program Cycles tab, set Display to Show under Applicant Access & Dates.
Create an Invite-Only Invitational Code.
Set the Open Applications date in the past and the Deadline in the future.
Register as a test applicant in your portal.
Toggle between admin and applicant views to test and preview pages.
👉 See this tutorial for detailed guidance on testing and previewing cycles.
📝 Notes:
You can see how each page looks by clicking the Preview Page button inside the Cycle Editor.
If you do not see the Invite-Only option, contact the GO Smart team to request access.
🏁 GO Live!
When all content and settings are set up, return to the Program Cycles tab.
Remove the Invitational Code by selecting No for Invite-Only, or leave it in place if needed.
Set your Open and Deadline dates to the live schedule.
👏 The cycle is live. Invite applicants to begin!
📆 After the First Cycle
Create new programs and cycles by repeating the setup steps above.
To make a new cycle in an existing program, use the Clone tool instead of starting from scratch.
Build subsequent programs with similar content by cloning a cycle into a new program.
You can add extra forms to a cycle, such as reimbursement forms or interim reports.
👉 See this tutorial for interim and final reports.
👉 See this tutorial for reimbursement forms, invoices, etc.
