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.
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. The name does not include "EOI", but it appears to be the EOI stage. We would confirm, and if so rename it to include "EOI" so applicants and the team see consistent naming.
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 (Capacity Building EOI and Enabling) notify Catherine but send nothing back to the applicant. Add an automated acknowledgement email to each, so applicants know it was received and what happens next.
Confirm the Enabling form is an EOI, and rename it
TidyThe 2026 MWF Enabling Grant Submission Portal does not say EOI but looks like the EOI stage. Confirm that, and if so add "EOI" to the name so it matches the Capacity Building EOI and reads clearly to applicants and the team.
Move grant fields from Company level to Ticket level
SetupSome of the EOI form's fields currently write to the Company, and some to the Ticket. Anything that describes the grant application (not the organisation itself) should sit on the Ticket, since it belongs to that one application, not the company as a whole. We would review the field mapping and move the grant-specific ones across.
MWF's view: for the current setup, the application documents themselves should be Ticket properties, not Company properties, since they belong to the individual application rather than to the organisation.
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.
Review the ticket pipeline stages
SetupThe current ticket stages look odd and may not be relevant to grants. We would align them to the grant board so the team works from stages that make sense: New EOI → Shortlist → Committee Review → Awarded or Declined.
Publish the pack publicly, and delete the old download form
Make publicPut the application pack on the website as an open link, separate from the EOI and the application. Then delete the unused 2026 MWF Changemaker Grants Application Pack Download form. This removes one form and one autoresponder we would otherwise maintain, and keeps the application path simple.
Build the one remaining form
To buildThe Capacity Building Grant Application (the full application for shortlisted applicants, sent after the EOI), with its own acknowledgement email. The two EOI forms already exist.
Keep the grant names consistent
TidyUse Capacity Building Grant and Enabling Grant consistently across forms, emails, the guidelines and the website, so applicants see one clear set of names throughout.
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.