Contents

• Overview
• Understanding Intake Rounds-
• Navigate to the Workflow Builder
• Set Up an Intake Round
  • Rename the round (if desired)
  • Select a round deadline
  • Select an Intake Form
• Next Steps: Set Up a Review Round
• Related Articles

Overview

This step‑by‑step guide shows Program Admins how to set up Intake Rounds in Next.
 

Understanding Intake Rounds 

An Intake Round is the first stage in an award cycle. It's where applicants submit the information you need through an Intake Form.

Each round in your award cycle's workflow represents a phase where specific actions must be completed. Award cycles use three types of rounds:

1. Intake Round: Applicants submit information such as applications, letters of recommendation, or essays.
    
2. Review Round: Submissions are evaluated to determine which ones will move forward (to the next round, or awarding). This stage often includes collecting reviewer feedback and/or scoring applications.
   
   ⚠️IMPORTANT: You must have at least one Review Round after each Intake Round. 
    
3. Awarding: The last stage in the cycle's process, where final decisions are made. Once the forms have been created and the awards have been defined for a program cycle, the workflow for that program cycle can be set up.  

When the Intake Process Begins

Once an Intake and Review Round are added to your workflow and the cycle is published, applicants can begin submitting their Intake Form(s). 
 

Step-By-Step Instructions 

⚠️IMPORTANT: You must create an Intake Form to add to the Intake Round. If you still need to create an Intake Form, see ➡️Intake Forms

Navigate to the Workflow Builder

1. Open the Award Cycle you need (Open the Program > Program Settings > All Award Cycles > Open the Award Cycle) 

2. Click Workflow Builder in the left-hand menu. 
 

Set Up an Intake Round

⚠️IMPORTANT: You’ll see a yellow warning icon next to the Intake Round until you finish its setup. 

1. Click anywhere in the Intake Round box or click Expand +.
   
   
    
2. A menu appears on the right side of the screen.

Rename the round (if desired): 

1. Click the pencil icon next to the title at the top of the panel.

2. Type in the new name. (There's a 30-character limit)

3. Click Enter on your keyboard, or select the Enter arrow.
 

Select a round deadline: 

1. Type a date in mm/dd/yyyy or choose a date from the dropdown menu. iii. Select the Enter arrow to accept the new name.
   
   
    
2. Select a time from the dropdown menu. 
   
   
    
3. Select a time zone for the deadline.  
   
   📌Note: The message under the dropdown menu updates to confirm the deadline.

Select an Intake Form 

1. Select the Intake Form to use for the round.  
   
   📌Note: If there are no forms on the dropdown list, it means you haven't created one yet. For help, see ➡️Intake Forms.

2. Click Save in the bottom-right corner of the panel to save your settings. 
 

3. The Intake Round's name updates (if you renamed it), and a green checkmark appears next to it, showing that setup is complete.

Next Steps: Set Up a Review Round 

• Next requires at least one Review Round after each Intake Round. 
• See ➡️Set Up a Review Round to add one or more review rounds to the program cycle’s workflow.

Related Articles

➡️Intake Forms
➡️Setting Up & Using Smart Summary
➡️Set Up a Review Round
 

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