Many grant programmes still rely on email applications, paper forms, or informal submission processes. Moving to an online application system — a structured portal where applicants complete forms and submit documents electronically — is one of the most significant operational improvements a grants team can make. This guide covers why it matters, how to make the transition, and what to look for.
Data quality. Online application forms collect structured data — not unstructured text attachments that need to be manually re-keyed. Required fields prevent incomplete applications. Format validation (correct date format, number fields that only accept numbers) reduces data errors. The result is clean, complete, immediately usable data.
Volume management. A programme receiving 200 paper applications faces a data entry challenge that doesn't exist with online applications. All application data is immediately available, searchable, and filterable without any manual work.
Applicant experience. Online applications can be saved and returned to — applicants don't have to complete everything in one sitting. Automatic acknowledgements confirm receipt immediately. Application status updates are easy to provide. The overall experience is significantly better than email submission.
Assessment efficiency. With online applications, assessors can access application materials directly through the system — no need to distribute PDF attachments by email, manage multiple versions, or collate scores manually.
Compliance documentation. All application data, supporting documents, and submission timestamps are stored in the system — providing a complete record without manual filing.
Applicant portal. A publicly accessible web interface where applicants create accounts, complete application forms, upload supporting documents, and track the status of their applications.
Configurable application forms. The ability to design and change application forms without developer involvement — adding, removing, and reordering questions, setting required fields, setting character limits, and including conditional logic (questions that only appear if an earlier question is answered in a specific way).
Document upload. Applicants can upload supporting documents — financial statements, project plans, letters of support — directly through the portal.
Save and return. Applications can be saved mid-completion and returned to before the deadline.
Submission confirmation. Automatic email confirmation when an application is submitted.
Status updates. The ability for programme staff to update application status (received, under review, shortlisted, decided) with automatic notifications to applicants.
Multi-programme support. A single portal that hosts all of a funder's grant programmes — so returning applicants have a single login and can see all their applications across all programmes.
The shift from paper or email to online applications requires change management alongside system implementation:
Communicate the change clearly. Applicants who've always submitted by email need clear notice that the process is changing — when the change takes effect, how to create an account, and where to get help.
Provide adequate lead time. Announce the change at least one round before it takes effect, ideally earlier. Applicants who prepare applications well in advance need time to adapt.
Offer transition support. For the first round on the new system, provide more than usual support — a help line, a drop-in session, or even individual assistance for applicants who struggle with online systems. Some applicants — older adults, those in low-connectivity areas, those with lower digital literacy — need more support.
Test the portal as an applicant. Before going live, complete a full application yourself through the public-facing portal. Test on multiple devices, including a mobile phone. Identify friction points before applicants do.
Run a soft launch for established applicants. Consider giving your most established applicants early access to the portal before the public launch — they can identify problems and provide feedback while there's still time to fix them.
Ease of form building. Can programme staff configure application forms without developer involvement? Can they add and remove questions, set validation rules, and create conditional logic? The less developer dependency, the faster the system can be adapted as programmes evolve.
Save-and-return functionality. Can applicants save partial applications and return to them from different devices? Is progress saved automatically or only on explicit save?
Supporting document management. What file types can be uploaded? What are the size limits? Is there a clear confirmation that documents were received? Can documents be previewed in the browser rather than requiring download?
Accessibility. Does the portal meet WCAG accessibility standards? Can it be navigated with a keyboard alone? Is it readable by screen readers? Is it mobile-friendly?
Branding. Can the portal be customised with the funder's branding — logo, colours, fonts — so that it feels like the funder's own portal rather than generic third-party software?
Integration with assessment workflow. When an application is submitted, does it flow immediately into the review and assessment workflow? Or does it sit separately and need to be manually triaged?
Multilingual support. For funders serving communities that use languages other than English, can the portal be delivered in multiple languages?
Scalability. Does the portal handle high concurrent usage without slowing down? For popular grant programmes with many applicants submitting close to the deadline, portal performance under load is important.
Moving to online applications can inadvertently exclude some applicants:
Provide alternatives. For applicants who genuinely cannot use an online portal — due to disability, lack of digital access, or very remote location — maintaining a paper or phone-assisted alternative is an equity commitment.
Provide digital literacy support. Some community organisations have limited digital skills. Application workshops, phone support, and community drop-in sessions can help organisations that need assistance.
Ensure mobile accessibility. Many applicants will access the portal on a smartphone. If the portal is not mobile-friendly, organisations that primarily use mobile internet are disadvantaged.
Tahua provides a fully featured online application portal with configurable forms, mobile-friendly design, WCAG accessibility, and seamless integration with the assessment and grants management workflow.