How to gather applications with an external form on your website

by | Jul 26, 2021

In order for applicants to submit an application through Good Grants, they are quired to register and login so your program can easily identify them and ensure you are only collecting quality applications. The registration process is straightforward and simple, making it easy for applicants to register and start their application quickly.

Good Grants registration

However, some programs prefer to receive applications and nominations without registration first, and some prefer to just use a different form tool altogether – which is fine by us! If that’s how you prefer your program to work, you can use Zapier to automate the process and still provide a great experience to your applicants. 

Using Zapier, a workflow automation tool and your preferred forms tool, you can embed an online form directly on your website and automatically pass the information entered on that form, into your Good Grants account. No need to manually transfer or copy and paste the details from a spreadsheet. Let Zapier do it for you! 

In this example we’ll be using Google Forms but you can use any other form builder such as JotForm, Typeform or any other form tool supported in Zapier. 

For this hypothetical grants program, let’s say some applicants may not be familiar with online systems. So we’ll create a simple one page form where they can apply for funding and pass those details over to Good Grants automatically.

How to create applications from a form embedded on your website

Step 1: Create form with Google forms

Create your form in Google forms.

Next, you want to create a spreadsheet with all the responses. Click the Responses tab and click the small green icon on the right and select Create a new spreadsheet. Google will automatically create the spreadsheet and populate the column headings with the questions from the form.

Step 2: Configure the application form in your Good Grants platform

Ensure the application form in Good Grants matches the Google form. This means for every field in the Google form you need to create the same field in Good Grants. This will allow you to easily match up the fields using Zapier in the next step.

Step 3: Setting up Zapier

Log into Zapier and connect Google Sheets and Good Grants. 

Follow the prompts in Zapier. For Google Sheets you’ll want the trigger to be New or Updated Spreadsheet Row. And for Good Grants the action should be Create Application.

To help match up everything, you’ll need to add the unique identifier for applicant, category, season and chapter to the zap (known as slugs). These can be found within your Good Grants account in the relevant section. For example, to find the category slugs, go to Settings > Applications > Categories and click Export at the top right. The spreadsheet will include the slugs for all of your categories. Slugs can also be found by adding the slug column to the table view.

For the applicant, if you don’t need or want to collect the applicant’s name and email address, you can assign the applications to a generic user i.e call it “Application submission” or something relevant to you and use an email address such as application@yourwebsite.com or any other email address you want to use.

That’s it! A new application will be created when someone completes the form on your website.

Streamline and simplify the applicant experience

As you can see, Good Grants and Zapier are a powerful combination and give you the flexibility to configure your program as you need. 

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