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When the grantmaker sets up your account, you will receive an email containing your username and password. If you lose this information, the grantmaker can re-send it to you.

To log in, visit https://manage.smartygrants.com.au (AU/NZ) or https://manage.smartygrants.co.uk (EU/UK) and enter in your login details.

Once logged in, you will see a screen similar to the one below, where it lists the program(s) you have access to.

Change password

When you log in for the first time, you should change your password to something that you will easily remember:

Select the drop down arrow next to your name in the top right of the screen, then select My Account.

Enter your old password, followed by your preferred new password. Ensure you meet the listed password requirements. Repeat the preferred password, and select the Change Password button.

Select the account name link at the top left of the screen to return to the homepage.

Account Preferences

Users are able to edit the their account settings via the My Account option. To access the My Account Settings screen:

Select the drop down arrow next to your name in the top right of the screen, then select My Account.

The preferences that can be edited, the default settings applied to all accounts, and the options available to be edited are shown in the screen shot below. Continue down the page for explanations of the individual preferences and instructions on how they can be edited.

Navigation Layout

Change how you view the navigation bar on each screen. You can deselect either the Top, Middle or Lower Navigation options by unchecking the relevant tick boxes in My Account Settings. These preferences will only be visible once you reload or move to a new page. If you are frequently viewing forms, deselecting these options will result in form responses taking up more of the screen when you scroll down. 

Viewing Form

Chose whether you wish to view form responses in full (including general content and instructions), or restrict your view to Responses Only. Select the drop down arrow next to the currently selected option to edit.

By default, Full form is selected, which means manage users will see the entire form document including any additional text provided as applicant instruction, plus applicant responses. The Responses only option will hide all additional text, instructional information and general content from the form for a manage user. This option will not impact what the applicant will see.

Form Section Dividers

When viewing form responses, you might want to enhance clarity by incorporating dividers to make it easier to distinguish between sections or individual questions in a form. 

There are three options:

• None (no dividers)

• Horizontal Line (a single horizontal line separates each section of the form)

• Borders (a rectangular box border around each section of the form)

To choose your preferred option, select the drop down arrow in the box next to Form Section Dividers. An additional option is present to also include a horizontal line between individual questions. Select the check box to toggle this option.

Please see examples below of these formatting choices within a form:

Example 1: Horizontal Line only:

Example 2: Borders only:

Example 3: Section Borders and Individual Questions:

Conditional Logic

When a form includes Conditional Logic, all disabled pages or sections are shown by default. This preference allows the user to hide any pages or sections that have been disabled where Conditional Logic was applied to the form. To hide any disabled pages or sections when viewing a form, select the drop down arrow in the box and select Hide Disabled Sections.

Default Application Tab View

Choose the first tab that will display when viewing an application record. By default, the system will display the Application tab when first opening an application record.

To change this view select the drop down arrow in the box and select your preferred tab.

SmartyTips

SmartyTips provide on screen educational tips, news and updates about the system. You can hide these tips by selecting drop down arrow in the box and selecting Hide.

Locate your applications

 1. Log in to SmartyGrants and click into the program you have been given access to.

2. Once you click into the program you have access to, you will see you now have a list of tasks that you need to complete for that program. Grantmakers use tasks in order to track the progress of assessors throughout the assessment process. Tasks will also assist you in tracking your own progress. You will see when you first click into your program, that the status of your tasks is set to "Not Started". 

Review the Application

1. To review an application, select its Application ID.

   

2. Scroll down to review the application form/s online.

   

Note: to view any attachments or download a copy of the application form, select the Download drop-down menu, then select the relevant action.

Assess the Application

Option 1: Navigating from the application form

If you have just been reviewing the application form online and wish to begin assessment, select the assessment tab of the application.

1. Once on the assessment tab, select Add Assessment Form and choose the assessment form you are required to fill out. 
   

   

   *Note: You might have more than one assessment form to select from here. Please check with the grantmaker that you are filling out the correct assessment form before you continue. 
   

2. Once the form is added, you will notice a blue Fill Out button. Select this button to begin filling out your form.

   

Option 2: Navigating from the tasks tab.

1. If navigating from the tasks tab, to begin assessing an application, select Options in the actions column. 

2. To begin filling out a form, select the Fill out form option.

Filling Out The Assessment Form

1. After selecting Fill out form, you will be taken to the assessment form you are required to fill out. From here, you can also select the Show Application button, which will split your screen and allow you to view the application on one half of your screen and the assessment form on the other. 

2. Once you have selected Show Application you will note there is a download button that will allow you to download a PDF of the application, and any attachments that were submitted as part of this application. To hide the application again, select Hide Application.

3. You can also elect to Hide Sidebar for easier visibility of the application and assessment form. You do this by selecting the Hide Sidebar button on the top right of the screen.

Submit your Assessment

Submitting your assessment means that a permanent copy of your assessment, as it stands at the time you select Submit, will always be retained with the application.

Once an assessment is submitted you can Reopen it if you need to make any alterations; however, note reopening an assessment does not alter the original submitted assessment form, but rather creates a subsequent version of the assessment which you can change and submit in turn.

There are two ways to Submit your assessment form:

1. When you are in 'Fill Out' mode, click the Submit button in the top right hand corner:

2. Or, from the Assessment overview tab click the submit button:

3. You will be then prompted to confirm the submission. Click Submit to confirm:

*Note: if required fields within the form have not been completed, you will be warned the form is incomplete, you may not submit until the form is fully completed:

Tracking your progress

There are 2 different ways to track your progress. 

1. You are able to see which assessments are currently "Not started", "In Progress" or "Completed" via the tasks tab. The Status column includes the status of each task. By default, tasks that are "Not Started" or "In Progress" will appear here. Click "Clear" on the active filter bar to see all tasks, including those that are "Completed".

2. Alternatively, click your 'My Tasks' button in the top right hand corner of your screen.

This will take you to a list of tasks across all programs you have access to. You will be able to view all of your tasks and their status here.

*Please note the status column on your tasks will only update if the grantmaker has added this setting to your tasks. If your status column does not update, it is because the grantmaker did not include this setting when setting up your assessment tasks. In this instance you can manually change the status of your task by clicking into the status column and selecting the correct status of your task. 

Tasks with Multiple Assignee's:

If you see multiple names against a task, then the task is designed such that any one of you can complete the task.

Once someone adds a form, or marks a task as 'in progress', their name will be highlighted in orange. This will allow you to see that another user has started the task, and therefore you do not need to complete this task, unless instructed otherwise. 

Altering your assessments (Reopening your form)

You might find that you need to make changes to a submitted assessment form. To do this, you will need to reopen your assessment form. 

1. From the tasks tab, click on the options drop-down button and then "View application". You could also click on the application ID number.

   

2. From the application tab, click across to the assessment tab. Here you will be able to view online your submitted assessment form. 

   

3. Click into your assessment form, and then click onto the options drop-down and "reopen form"

   

4. A pop-up will appear that will ask you to confirm whether or not you wish to reopen the form. Click the reopen button.

   

5. Once you click reopen form, you will see that you now have "Version 2 of 2" displaying. Click the blue Fill Out button to begin filling out the form again.

   

6. Once you have made your changes, you can select the green submit button to submit your assessment form again. You will then be redirected back to the tasks tab.

Assess or View the Acquittal Form/s

Access to the Acquittal form/s is dependent on the Grantmaker. The Grantmaker must allow permissions for an assessor to view the Acquittal form/s.

• If you have permission, you will see three available tabs once you select an application.

•  You will then be able to select the Acquittal tab.  This will list any acquittal forms that the applicant has submitted, if there are multiple forms listed, select the blue link for the specific for you wish to view.

Return to your Applications for assessment

You can return to your list of applications for assessment at any time by selecting the Tasks tab at the top left of your screen. A list of all tasks within that program will appear.

You can also select your My Tasks button in the top right-hand corner of your screen.

This will bring you through to a whole list of your tasks across all programs in this account. If you are assessing across multiple programs, this is the easiest way to view all of your assessments in one place.