Send Invitations

There are several options for sending an invitation email to potential Applicants. This includes inviting them immediately or scheduling the invitation for a future date.

Tip: If more than one individual needs to be invited to apply, it is recommended to utilize distribution lists. Learn more.

Note: Some system emails are sent one time per day as they rely on an underlying job in GrantsConnect to run. If this job has already run before the Invitation process has been triggered, then the email may send on the next calendar day.

  1. Navigate to the Program Setup > Invitations area.

  2. Select the Send invitation button.

  3. Select the Send to an individual option.

  4. From the Send Invitation screen, provide the following information.

    1. Enter the recipient's email address.

    2. Select the program to which they can apply.

    3. Specify the program cycle in which they can apply, if applicable.

      Note: If a future cycle is selected, then they will not be able to apply until that cycle is open. If no cycle is selected, then the Applicant can apply during any open cycle.

    4. Add an attachment, if desired.

    5. Select Preview to preview the invitation email before scheduling it to send.

  5. Select Send invitation to finish.

Note: Invitations sent this way will be sent immediately. There will not be an option to schedule the invitation to be sent at a later date, and it will not appear in the Schedules tab.

Note: The email sent will be the version of the GC-58 Invitation to apply to {{PROGRAM_NAME}} system email that is specified as Default for the program. To send a different version of this email, it is recommended to either change the Default email in the program or add the individual to a distribution list and schedule their invitation for later.

  1. Navigate to the Program Setup > Invitations area.

  2. Select the Send invitation button.

  3. Select the Send to a distribution list option.

  4. From the Send Invitation screen, provide the following information.

    1. Specify the distribution list.

      Note: The invitation will be sent to those individuals on the distribution list at the time of sending. If recipients are added to or removed from the list after an invitation is sent, invitations will not be sent out or retracted for those individuals.

    2. Select the program to which they can apply.

    3. Specify the program cycle in which they can apply, if applicable.

      Note: If a future cycle is selected, then they will not be able to apply until that cycle is open. If no cycle is selected, then the Applicant can apply during any open cycle.

    4. Select Send now.

    5. Add an attachment, if desired.

    6. Select Preview to preview the invitation email before sending.

  5. Select Send invitation to finish.

The invitation email will be sent immediately. A record of the invitation and the distribution list to which it is sent will appear in the Schedules tab.

Note: The email sent will be the version of the GC-58 Invitation to apply to {{PROGRAM_NAME}} system email that is specified as Default for the program. To send a different version of this email, it is recommended to either change the Default email in the program or add the individual to a distribution list and schedule their invitation for later.

Invitations can be scheduled to be sent on a specified date. This can only be done when sending an invitation to a distribution list.

  1. Navigate to the Program Setup > Invitations area.

  2. Select the Send invitation button.

  3. Select the Send to a distribution list option.

  4. From the Send Invitation screen, provide the following information.

    1. Specify the distribution list.

      Note: The invitation will be sent to those individuals on the distribution list at the time of sending. If recipients are added to or removed from the list after an invitation is sent, invitations will not be sent out or retracted for those individuals.

    2. Select the program to which they can apply.

    3. Specify the program cycle in which they can apply, if applicable.

      Note: If a future cycle is selected, then they will not be able to apply until that cycle is open. If no cycle is selected, then the Applicant can apply during any open cycle.

    4. Select Send later.

    5. Specify the date to send the invitation.

    6. Add an attachment, if desired.

    7. Select Preview to preview the invitation email before scheduling it to send.

  5. Select Save schedule to finish.

Once saved, the invitation will be scheduled for the date chosen and saved in the Schedules tab.

Tip: Grant Managers have the option to change the version of the GC-58 Invitation to apply to {{PROGRAM_NAME}} system email that will be sent when updating a scheduled invitation. Learn more.

Note: Scheduled invitations are managed from the Schedules tab. Learn more.