Contents

• Overview
• What is Application Collaboration?
• User Roles & Permissions
• Step-By-Step Instructions
  • Invite a Collaborator
    • What happens after I invite a collaborator?
  • Change a Collaborator's Role
    • What happens after I change a collaborator's role?
  • Remove a Collaborator
    • What happens after I remove a collaborator?
• Related Articles
   

Overview 

This article shows organization applicants who are Lead Applicants how to invite team members to collaborate on an application and manage their access. 
 

What is Application Collaboration? 

When applying as an organization, you can invite other team members to collaborate on your application. This feature allows multiple people to work together on an application and share post-award responsibilities. Each collaborator is assigned a role that controls what they can view, edit, or submit. 

📌Note: This feature is only available for organization applicants — people applying on behalf of an organization. Individual applicants (people applying on behalf of themselves) do not have access to collaboration.

⚠️Important Notes

• Only Lead Applicants can manage collaborators. 
• There must always be at least one Lead Applicant on the application. (Note: There can be more than one Lead Applicant on an application, too).
• Collaborators only see applications they've been invited to. They cannot view other applications in your organization or access the organization profile.

User Roles & Permissions

Application collaborators can be assigned one of the following roles: Lead Applicant or Collaborator. Review the roles available before making changes.

📌Note: These roles apply to a specific application only. Organization members are not automatically granted access to your applications — each collaborator must be invited individually by a Lead Applicant or Profile Owner. To manage organization-level membership and roles, see Manage Your Organization's Team Members.
 

Step-By-Step Instructions

Invite a Collaborator

1. Log in to your account and open the application: Go to Applications > View. 
   
   
    
2. On the Intake Form, click the down arrow next to the application title. Select Manage Collaborators. 
   
   
    
3. Click Invite Collaborators in the upper-right corner of the screen. 
   
   
    
4. In the pop-up, enter the collaborator's first name, last name, and email address. 
   
   
    
5. Select their role: Lead Applicant or Collaborator. 
   
   
    
6. To invite additional collaborators, click + Add Collaborator and complete the fields in the new row. Repeat for each additional collaborator.
   
   
    
7. Click Send Invitation. A confirmation message appears in the bottom-left of the screen: "Invitation Sent."
   
   

What happens after I invite a collaborator? 

• The collaborator will receive an email invitation. 
  
  
• Once they accept the invitation, they can access this application only — not other applications in your organization or your organization profile.
   

Change a Collaborator's Role

1. Log in to your account and open the application: Go to Applications > View. 
   
   
    

2. On the Intake Form, click the down arrow next to the application title. Select Manage Collaborators. 
   
   

    

3. Find the team member whose role you want to change. In the Actions Column, select Change to Lead Applicant (if currently a Collaborator) or Change to Collaborator (if currently a Lead Applicant).  
   
   

   ⚠️IMPORTANT: There must always be at least one Lead Applicant on the application. If you try to change the only Lead Applicant to a Collaborator, the system will not allow the change and display an error message.  
    

4. In the confirmation pop-up, click Change Role. A confirmation message appears in the bottom-left of the screen: "Collaborator role changed successfully."
   
   
    

What happens after I change a collaborator's role? 

• Their permissions are updated immediately. They are not notified of the change.

Remove a Collaborator

1. Log in to your account and open the application: Go to Applications > View. 
   
   
    
2. On the Intake Form, click the down arrow next to the application title. Select Manage Collaborators. 
   
   
    
3. Find the team member whose role you want to change. In the Actions Column, select Remove Collaborator.
   
   
    
4. In the confirmation pop-up, click Remove. A confirmation message appears in the bottom-left of the screen: "[Collaborator Name] has been removed."
   
   

What happens after I remove a collaborator?  

• The collaborator will no longer be able to view or make changes to the application. They are not notified of the change.

Related Articles

➡️Editing Your Profile
➡️Applying as an Organization

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