Lorin Muhlmann V0.5 Last updated 17/04/18

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2 ClubGRANTS Online Training Manual CONVENORS Contents Logging in... 4 Opening a grant round... 6 Completing an application Reviewing and assessing applications Completing and reviewing acquittal forms Exporting data to excel Sending correspondence to applicants How to Create a Link to Your Application Forms... 21

3 If you have any queries or require additional assistance using ClubGRANTS Online, please or contact the Membership Enquiries Centre on

4 ClubGRANTS Online Training Manual Welcome to the ClubGRANTS Online training manual. The manual is designed to assist local committee convenors (convenors) to navigate the ClubGRANTS Online platform and to competently process ClubGRANTS Category 1 applications online. This manual provides guidance on how to: Register and login as a new user Open a grant round Complete an application Review an application Export data to excel Send correspondence to applicants Complete or review a Progress Report or Final Report Logging in Your first step in using the ClubGRANTS Online system as a convenor is to login. This can be done in the following steps: 1. Navigate to 2. You will see the below screen. Select the button on the top right hand side saying Log In Select this option

5 3. Once you have selected Log In, you will see a new screen. Here you enter your ClubGRANTS username and password. Please note: An containing a ClubGRANTS Username and Password has been sent to all convenors. Please contact membership enquiries if you have not yet received your login details. Enter details here 4. Once you have logged in as a convenor, you will see your login in the top right hand corner of the screen. Your convenor login will feature here Well done! You have now navigated to the ClubGRANTS Online site and logged in as a convenor.

6 Opening a grant round Now that you have registered as a convenor, you are able to open a new grant round- here s how: 1. Click the Grant Rounds tab Select this option 2. Click Create New Grant Round Select this option

7 3. Fill in the details for your grant round Include your own area-specific ins Select Save

8 4. Once you have completed the grant round details, click Save Auto message to confirm the Grant name has been added to your dashboard Additional questions can be added to the application form connected to the grant round by selecting the hyperlinked grant round description, then To add area-specific questions, select New Question Convenors should enter any area-specific instructions here, including contact details and any relevant grant round details to assist applicants.

9 New Functions: Compulsory Question ability to determined if this new question is compulsory Insert After Questions allow you to navigate where to place your new questions Include Questions Number currently application form is numbered, this will re-number the form to include new question Once you have added your question, select create and it will be added to the end of the application form. New questions to be added to the end of the application form connected to the grant round can be seen in the questions section below. New Functions: Questions visible here.

10 Completing an application As a convenor, you will most often be reviewing applications however you may also be required to guide applicants to complete an application form. Forms can be completed as an applicant in the following way. 1. Navigate to 2. Before applicants can complete an application form, they will need to register. 3. Applicants will see the below screen. They should select the button on the top right hand side saying Register Select this option 4. Once the applicant has selected Register, they will see a new screen: Select this option 5. Select the Register as a new applicant button

11 6. Complete registration details

12 7. Select Next Select this option HINT: The primary contact should be the person completing the form Secondary contact is the person who would complete the form if the primary contact were absent 8. Once the applicant selects Next, they will be taken to this screen where they can view their applications: Applicants can view and edit their applicant details here 9. Now that the registration process is complete, applicants can apply for funding.

13 10. Once an applicant selects Create new application, they will be taken to the following screen: Applicants can select the category of funding they wish to apply for here. Information on how to select the appropriate category can be found below the drop down menu of Application Category. After selecting Next, applicants can proceed to Step 2 which allows applicants to provide basic information about their application. Step 3 contains instructions to applicants which clubs and LCCs will have the ability to customise.

14 All questions are mandatory so applicants will not be able to proceed without completing each page. A detailed application form can be found at Step 4. Applicants are able to save as they proceed and view their form as a PDF. View application as a PDF here. Allows applicants to review our Applicant Guide Once an applicant selects Submit, no further edits can be made and the application is now viewable as submitted in the My applications tab. Applications are viewable here.

15 Reviewing and assessing applications Once you have logged in as a convenor, you can review applications by selecting the applications tab at the top of the screen. Select this tab to review applications To review an individual application, select that application: Select the application you wish to review by clicking on the automatically generated ID no. Once you have selected the application, you will see the following screen which will allow you to complete an assessment form or view the application as a PDF. Select this Assessment Form icon to complete an assessment form for the application. Select View PDF if you would like to view the application form as a PDF

16 Convenors can update the application status here. Once application forms have been reviewed, convenors can enter their recommendation in the tab above. When clubs have advised of their funding decisions, this information can be recorded in the tab on the left of the Recommend tab.

17 Completing and reviewing acquittal forms The applications screen allows applicants to view and complete Progress Reports or Final Reports. These are also known as aquittal forms: Progress Reports and Final Reports can be viewed here. Once the acquittal icon has been selected, the following screen will appear: Select this option to complete your acquittal Selecting Create New Form will allow applicants to create the appropriate acquittal form for the application. After they have selected the relevant acquittal, they should select create : Select the appropriate acquittal form from the drop down menu then select create here

18 The applicant can complete the acquittal form and then click Submit or alternatively save and the acquittal form and complete later. Once the acquittal has been submitted, it is viewable to convenors in the acquittals section of the applications summary table in the Applications tab: Once completed by an applicant, acquittals can be viewed here.

19 Exporting data to excel In order to view applications in summary form, selecting the below icon allows applications to be viewed in excel: This icon allows convenors to export applications to excel

20 Sending correspondence to applicants Correspondence can be sent to applicants using the Templates tab. This template will allow convenors to create automatic s to applicants advising of their application status. Select this tab to create an template For new templates, select this option Templates currently available are: Successful and unsuccessful applicants- advises applicants of application outcome Reminder to complete an acquittal- reminds applicants to complete an acquittal Application and acquittal submission- sends to convenor when application is received Submission Reply- sends to applicant when application is submitted Once New Template has been selected, convenors can edit the template on this screen:

21 Once the edits have been enabled and saved, they will be sent to applicants. For example, successful applicant letters will be sent once a funding decision is made. How to Create a Link to Your Application Forms 1. Select the Admin tab. Select this option 2. Select the Create Form Link Option Select this option 3. As convenors, you should select Category 1 for both form and category from the drop down menus available:

22 Chose Category and Form options here 4. Select Create Link. The two links are identical, the first will be easier for convenors to copy and paste to your Council website. Once you select Create Link it will appear below