When evaluating grant management software, it's easy to be overwhelmed by marketing claims and feature lists that don't clearly map to operational requirements. This checklist organises grant management software features by function — helping funders understand what they need and evaluate whether a platform delivers it.
Online application portal. A web-based application portal where applicants can create accounts, complete applications, upload documents, and submit — accessible from any device without installing software.
Form builder. The ability for programme staff (not developers) to design and modify application forms — adding questions, setting question types, configuring conditional logic, and setting word limits.
Question types. Forms should support: text fields (single line and multi-line), dropdowns, multi-select checkboxes, date pickers, file uploads, table/grid questions, and rating scales.
Conditional logic. Questions that only appear when a prior answer meets a condition — enabling dynamic forms that only ask relevant questions.
Eligibility screening. Pre-application eligibility checking — either through standalone eligibility questionnaires or built into the early application stages — to prevent ineligible applicants from submitting full applications.
Save and return. Applicants can save partial applications and return to complete them — essential for complex applications that take multiple sessions to complete.
Multiple draft versions. Applicants can save multiple drafts and choose which to submit.
Bulk file upload. Supporting upload of multiple files (work samples, supporting documents) including audio, video, images, and PDF.
Application receipt confirmation. Automatic email confirmation to applicants on submission, with reference number and next steps information.
Application withdrawal. Applicants can withdraw their application before the round closes.
Assessor portal. A separate portal (or role-restricted view) where assessors access only the applications assigned to them — not the full application database.
Scoring templates. Configurable assessment forms with weighted scoring categories — so assessors can score applications against defined criteria on a consistent scale.
Assessor assignment. Tools for assigning specific assessors to specific applications — including bulk assignment and rules-based assignment (e.g., by art form or geographic area).
COI declaration. Structured conflict of interest declaration process — assessors declare conflicts before accessing applications, with workflows for managing declared conflicts.
Blind/anonymised assessment. Option to hide applicant identity from assessors during the assessment phase.
Panel view and moderation. Panel-level views showing all assessors' scores for each application — enabling comparison and facilitating moderation discussions.
Assessment comments. Free-text comment fields alongside numeric scores — so assessors can explain their ratings.
Chair and committee functions. Support for committee-level decision processes — recording committee decisions, noting dissenting opinions, capturing decision rationale.
Funding decisions. Recording of formal funding decisions with decision maker identity, date, and rationale.
Decline reasons. Structured decline reasons or comments that can be used for applicant feedback.
Grant agreement generation. Templates for generating grant agreements from application and decision data — reducing manual drafting and ensuring consistency.
Electronic signatures. Grant agreements executed by e-signature without requiring physical document exchange.
Milestone tracking. For multi-milestone grants, tracking milestone due dates, completion dates, and evidence of completion.
Payment management. Tracking payment schedule, payment authorisation, payment processing, and payment confirmation — with integration to financial systems where available.
Bank account verification. Verification of grantee bank accounts before first payment — reducing fraud risk.
Grant variation management. Formal process for requesting and approving changes to grant terms — budget reallocation, timeline extension, scope changes.
Multi-year grant management. Supporting grants that run across multiple programme years, with annual reporting and renewal processes.
Grantee reporting portal. Online portal where grantees submit progress and final reports — without requiring direct communication with the funder.
Report templates. Configurable report forms — different templates for different grant types, different report stages.
Reporting due date reminders. Automated reminders to grantees approaching report due dates, with escalation for overdue reports.
Report review workflow. Internal workflow for programme staff to review, approve, and request revisions to grantee reports.
Outcome data capture. Structured outcome fields that capture quantifiable outcome data from grantee reports — enabling aggregation across the grant portfolio.
Audit trail. Complete, tamper-proof log of all system actions — every form submission, assessment score, decision, payment, document upload — with timestamp and user identity.
User access controls. Role-based access control — limiting what data each user can see and what actions they can take, based on their role and responsibilities.
Delegation enforcement. System-level controls that prevent approvals by users without appropriate authority.
Document management. All grant documents (applications, reports, agreements) stored in the system and accessible by reference to the relevant grant — not in separate document folders.
Funder dashboard. Summary views of programme activity — applications received, assessments completed, grants approved, payments outstanding.
Customisable reports. Ability to configure and save reports — grant summaries, financial summaries, outcome aggregations — without developer involvement.
Data export. Ability to export grant data in standard formats (CSV, Excel) for analysis in external tools.
Tahua delivers all of the above features in a purpose-built platform for Australasian funders — without enterprise pricing or complex implementation.