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

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2 ClubGRANTS Online Training Manual Contents Registration... 3 Opening a grant round... 5 Reviewing and Editing Aquittal Forms Exporting data to excel Sending customised correspondence to applicants How to Create a Link to Your Application Forms If you have any queries or require additional assistance using ClubGRANTS Online, please clubgrants@clubsnswhelp.zendesk.com or the Membership Enquiries Centre on

3 ClubGRANTS Online Training Manual Welcome to the ClubGRANTS Online Training Manual. The manual is designed to assist clubs to navigate the ClubGRANTS Online platform and to competently process ClubGRANTS Category 1 and 2 applications online. This manual provides guidance on how to: Register as a new club or applicant user Open a grant round Complete an application Review an application Export data to excel Send correspondence to applicants Complete or review a Standard Funding Report Form or Progress Report (acquittal) Club Users Registration Your first step in using the ClubGRANTS Online system as a club is to register. 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 Register Select this option

4 3. Once you have selected Register, you will see a new screen. For club users, please enter your ClubsNSW username and password. Please note: Clubs will have to register for use through Manage my Membership. Please contact membership enquiries if you are unable to do so. Enter details here 4. Once you have registered as a new club user, you will see your login in the top right hand corner of the screen. Your club login will feature here Well done! You have now navigated to the ClubGRANTS Online site and registered as a club user.

5 Opening a grant round Now that you have registered as a club user, 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 3. Fill in the details for your grant round

6 Select this option 4. Once you have completed the grant round details, click Create Select the grant round description to edit the round or add questions. Your most recent grant round is now open and visible here. Additional questions can be added to the application form connected to the grant round by selecting the hyperlinked grant round description. See image above.

7 Clubs should enter any clubspecific instructions here, including contact details and any relevant grant round details to assist applicants. To add club or area specific questions, select 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.

8 Questions visible here.

9 As a club user, 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. You will see the below screen. Select the button on the top right hand side saying Register Select this option 4. Once you have selected Register, you will see a new screen: Select this option 5. Select the Register as a new applicant button

10 6. Complete registration details 7. Select Next Select this option HINT: The primary contact should be the person completing the form

11 Secondary contact is the person who would complete the form if the primary contact were absent 8. Once you have selected Next you will be taken to this screen where applicants 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. 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 on the right side of the page. After selecting Next, applicants can proceed to Step 2 which allows applicants to provide basic information about their application.

12 Step 3 contains instructions to applicants which clubs and LCCs will have the ability to customise. 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

13 Once an applicant selects Submit, no further edits can be made and the application is now viewable to applicants as submitted in the My applications tab. Applications are viewable here.

14 Review an application Once you have logged in as a club, 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 it

15 Once you have selected the application, you will see the following screen which will allow you to add relevant documents to the application, view the application as a PDF; view or complete an assessment form. Clubs can attach docs to an application here. Clubs can complete an assessment form here. Clubs can review LGA assessment forms here. Clubs can view the application as a PDF here.

16 Reviewing and Editing Aquittal Forms The applications screen also allows applicants to view Standard Funding Report Forms (SFRF) or progress forms. These are also known as aquittal forms: SFRFs and Progress forms can be viewed here. Once the SFRF icon has been selected, the following screen will appear: Select this option to complete your acquittal Selecting Create New Form will allow you to create the appropriate acquittal form for the application. After you have selected the relevant acquittal, select create :

17 Select the appropriate acquittal form from the drop down menu then select create here The applicant can complete the acquittal form and then click Submit or alternatively save and the acquittal form and complete at a later date. Once the acquittal has been submitted, it is viewable to clubs in the acquittals section of the applications summary table in the Applications tab. Clubs can also create a template which will allow them to receive an when an acquittal is completed.

18 Exporting data to excel In order to view applicantions in summary form, an icon allows applications to be viewed in excel: This icon allows clubs and LCCs to export applications to excel Sending customised correspondence to applicants Correspondence can be sent to applicants using the Templates tab. This template will allow clubs to create automatic s to applicants advising of their application status. Select this tab to create an template For new templates, select this option

19 Once New Template has been selected, clubs can edit the template on this screen: Once the edits have been enabled and saved, they will be sent to applicants at the requested time. For example, successful applicant letters will be sent once a funding decision is made. 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 club when application or acquittal is received Submission Reply- sends to applicant when application is submitted

20 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. Select the appropriate form and category from the drop down menus available: Chose Category and Form options here

21 4. Select Create Link Once you select Create Link it will appear below