The goal
Make the grants process easier for external applicants to apply, and simpler for the internal team to manage, across its many dates and many moving parts.
The two grants differ: the Capacity Building Grant is two steps (an EOI, then a full application for shortlisted applicants), and the Enabling Grant is one step (a single application, no EOI).
This maps the assets for the 2026 grant round (the forms and documents that make up the process), with a status on each and a short ordered list of what to set up next so the July round runs smoothly. It is the 2026 picture for now, and future rounds can reuse and refine it.
Two naming notes to keep consistent everywhere: we call them the Capacity Building Grant and the Enabling Grant across every form, email and document.
Keep the pack, but make it a public download, separate from the EOI and the application Make public
The application pack is worth keeping. Some people will want to read it before deciding to apply. The change is to treat it as its own thing, separate from the EOI form and the actual application, and to put it openly on the website rather than behind a form.
Why ungate it: a gated download would mean building one more form and one more autoresponder email. Making the pack a simple public link removes both, and keeps the application path clean. We do lose the ability to see who downloaded it, which for a pack like this is a fair trade.
An old form to remove: 2026 MWF Changemaker Grants Application Pack Download already exists for this and is not in use. You have appended "Not in use - delete" to its name so it is flagged. Once we agree to make the pack public, this form gets deleted.
2026 MWF Capacity Building Grant: EOI Submission Portal Live
The EOI form is built and collecting submissions in HubSpot, and you have updated it to notify Catherine on each one. Good first piece in place.
The one gap: there is no email autoresponder yet, so applicants do not get a confirmation when they submit. That is the first thing to add (next steps below).
Form (HubSpot, internal): 2026 MWF Capacity Building Grant EOI Submission Portal
2026 MWF Enabling Grant: Submission Portal Live
Also built and collecting submissions, and now set to notify Catherine on each one. This is the Enabling Grant's single application (the Enabling Grant has no EOI step), so it is not an EOI form. For clarity we would add "Application" to the name, so each portal says what it is.
Same gap: no email autoresponder yet, so applicants get no confirmation.
Form (HubSpot, internal): 2026 MWF Enabling Grant Submission Portal
Already in place
✓ Tickets enabled on the forms. Each form submission now creates a Ticket, so every application lands as its own record for the team to work from.
✓ Ticket description property relabelled to "Additional information about grant application you'd like to provide", with the old 2025 mentions removed.
Add the applicant autoresponder emails
Gap, live formsBoth live forms now notify Catherine but send nothing back to the applicant. Add an automated acknowledgement email to each. Leonie and Kara are reviewing the copy, so this can go in as soon as it lands.
Name each portal by what it is, consistently
TidyMake each submission portal say its form type: Capacity Building Grant EOI, Capacity Building Grant Application (the full, invite-only one), and Enabling Grant Application. The Enabling one is an application, not an EOI. And use Capacity Building Grant and Enabling Grant consistently across forms, emails, guidelines and the website.
Move application fields from Company level to Ticket level
SetupSome application fields currently write to the Company when they actually describe the application. Alyssa will create new Ticket properties for the application and annual-report fields, point the forms at them, and hide (not delete) the old Company-level ones, so the history is kept but the team is not confused about where things live. Genuinely company details like ABN and legal name stay on the Company.
On the category field: it should be a dropdown. If HubSpot's built-in ticket category cannot be edited to fit, we use a custom dropdown property instead of forcing the default.
On free emails (Gmail and similar): we are not blocking them, since smaller organisations may not have a domain. A free-email submission still creates a ticket; the company record may be sparse, which is a later cleanup.
Rework the ticket pipeline stages
Setup, KaraThe current stages look odd and are not relevant to grants. Kara will rework them into a sensible Grant Pipeline (renamed from "support pipeline"): Application Submitted → Ineligible or Eligible → With Committee → Awarded or Declined → Reporting. The old "closed" step gets split into Awarded and Declined, and the leftover closed tickets moved into the right stage.
Put the guidelines and forms on the website
Make publicPublish the grant guidelines and application forms openly on the MWF website (the guidelines link through to the forms). Applicants only touch HubSpot when they submit.
Build the third submission portal
To build, CatherineCatherine will create the Capacity Building Grant Application portal (the full, invite-only application for shortlisted applicants), then let Alyssa know so the ticket-vs-company field mapping can be checked and cloned from the existing ones. The Capacity Building EOI and Enabling Application portals already exist.
Link the forms from the MWF website
Setup, CatherineThe forms sit at the bottom of HubSpot landing pages. Catherine will add a link on the MWF website (WordPress) to those landing pages, so applicants go website → landing page → submit. For now the landing-page URLs are the default HubSpot ones (a bit long and unpolished). A proper branded domain (for example a grants subdomain) is a future improvement once IT and DNS are involved.
Decide how application info reaches the committee
To designThe current method for passing application info to the committee for review is a shared Excel spreadsheet, which reviewers score against the criteria (per the call, plus an earlier attempt to sync application details into reviewer spreadsheets). We do not have to keep doing it that way, since AI can help pull and format the information. We will work out the format that suits the committee best, which could be Google Sheets or something simpler.