Contents

• Overview 
• What is Bulk Awarding? 
• Step-By-Step Instructions 
  • Before You Begin 
  • Set Up Bulk Award Offer
    • If Your Organization Uses Docusign
• Notify Award Recipients
  • Notify All Award Recipients 
  • Notify a Single Award Recipient 
• Additional Actions
  • Export Data
• Related Articles

Overview

This guide shows Program Administrators how to give the same award(s) to multiple applicants at once using Bulk Awarding in Next.

What is Bulk Awarding?

Bulk Awarding lets you give the same award to multiple applicants at once. Instead of doing it one by one, you can select several applicants and apply the same award, amount, and agreement all together.

Each awardee still receives their own individual award offer, so notifications and workflows work the same as standard awarding.

• When should I use bulk awarding? 

  • Use bulk awarding when multiple awardees are getting the same award, and the award amount and agreement are the same for everyone. (Example: awarding the same $5,000 scholarship to 10 awardees). 

    Do NOT use Bulk Awarding if each awardee needs a different award, amount, or agreement. In this case, use the standard awarding process, outlined here ➡️Designate Award Offers and Agreements.

• Who can use bulk awarding? 
  • Organization Owners 
  • Program Owners 
  • Program Managers

📌Note: Bulk Awarding does not allow you to create or edit awards. Those actions must be completed first in ➡️ Award Setup.  
 

Step-By-Step Instructions 

Before You Begin 

Make sure you’ve completed the following in Award Setup:

• Create at least one Award. See ➡️ Award Setup. 
• Publish an Award Agreement Template. See ➡️ Award Agreement Templates
• Move your desired applicants to the Award Recipients list. See ➡️ Select Award Recipients.

Access Award Recipients

1. Logged in as the Organization Owner, Program Owner, or Program Manager, select the program you need.

2. Click Award Recipients in the left-hand menu. 

⚠️IMPORTANT: You can only bulk award selected applicants. If no one has been selected yet, follow ➡️ Select Award Recipients. 

3. On the Award Recipients screen, you’ll see your selected applicants. 

Set Up Bulk Award Offer

1. On the Award Recipients screen, click the Actions drop-down. Select Bulk Award. 

📌Note: Bulk Award is only an option for selected applicants. Waitlisted applicants cannot be included.



2. In the Bulk Award pop-up, fill in these details: 

Select Award & Agreement

a. Select Award: Choose the award from the list.

⚠️IMPORTANT: If no awards appear, you must set one up. See ➡️ Award Setup before continuing. 

b. Award Amount (Per Recipient) (Monetary Awards Only): 

- For Variable Awards: Enter the amount each awardee will receive.

- For Fixed Awards: This amount is set in Award Setup. 

c. Maximum Amount (Monetary Awards Only): The maximum is set in Award Setup. 

d. Select Agreement Template: Choose an Award Agreement Template from your templates. 

⚠️IMPORTANT: If no award agreements appear, you must publish one. See ➡️ Award Agreement Templates before continuing. 

e. Click Continue.

Select Applicants

a. Click the checkboxes next to the applicants you want to select for the award. (Click the checkbox next to “Applicant Name” to select all applicants). 

b. You can also search by applicant name or filter by organization vs. individual applications.

📌Good to Know: 

- You cannot select more awardees than allowed for the award or exceed the maximum award amount (based on your Award Setup). 

- As you select applicants, the available amount at the bottom of the pop-up updates automatically so you can see how many awards or dollars remain.

- Each awardee can only receive the award once. Duplicate awards are automatically prevented.

c. Click Done. 
 

3. A confirmation pop-up appears, confirming that the award offers were successfully created. 

📌Note: This simply confirms that the award offers have been created. Awardees haven’t been notified yet. Follow the steps below to notify awardees.

💡 Tip:  If you need to delete an award offer, click the red trash can on the far right of the award recipient’s information box. Award offers can only be deleted before the applicant is notified.

If Your Organization Uses Docusign

The Bulk Award tool creates award offers, but it does not automatically send Docusign envelopes.

Before you proceed to notify the award recipients, you must manually finalize each agreement to set up the signing process. You’ll know an agreement is ready to send when you see the green DocuSign icon next to the recipient's name.

• Follow these step-by-step instructions to finalize and send your Docusign envelopes ➡️Docusign Integration for Award Agreements. 
   

Notify Award Recipients 

After award offers are created, you can notify award recipients either all at once or one at a time.

📌Note: If you want to customize the email that goes out, you can create a new template in the Template Library. See ➡️ How to Manage Your Email Communications Template Library.

Notify All Award Recipients 

Use this option if you want to notify all awardees at once: 

1. Make sure you've completed the steps above to set up a bulk award for applicants. 

2. On the Award Recipients screen, set the view to Pending Notification.

💡 DocuSign Users: Before proceeding, verify that a green icon appears for each recipient. This means your DocuSign envelopes are correctly configured and ready to be sent. See DocuSign section above for more information. 

3. Click the Actions drop-down. Select Notify Recipients.

4. In the confirmation pop-up, click Notify. 

What happens next: 

• At the top of the page, Recipients Notified appears with the date and time of the notification.
• Each awardee’s card shows a Recipients Notified status.

Notify a Single Award Recipient

Use this option if you want to notify a single awardee:

1. Make sure you completed the steps above to set up a bulk award for applicants. 

2. In the awardee’s information card, click Notify Recipient.

💡 DocuSign Users: Before proceeding, verify that a green icon appears for each recipient. This means your DocuSign envelopes are correctly configured and ready to be sent.

3. In the confirmation pop-up, click Notify. 

What happens next: 

• At the top of the page, Recipients Notified appears with the date and time of the notification.
• The awardee’s card shows a Recipients Notified status.

Additional Actions 

Export Data

Information from the Award Recipients screen can be exported at any time, even before any awards have been offered.

To export the data:

1. Click the Actions dropdown in the upper-right corner of the Award Recipients screen. 

2. From the dropdown menu, select Export Awardee Details. 

3. In the confirmation pop-up, click Download.

4. A notification appears in the bottom-left confirming your download is generating.

5. A zipped file of your awardee details will be generated. You’ll receive an email when it’s ready for download. Follow the instructions in the email to download it to your computer. For more help, see ➡️Downloading PDFs and Exports. 

Related Articles 

• ➡️General Amendments to Award Agreement: Use this when you need to edit an award agreement after an awardee has accepted it (If awardees need help with amendments, refer them to ➡️Award Agreement Amendments (Applicants). 
   
• ➡️ Issue Multiple Awards to Recipients (Repeat Awarding): Use this when you want to add additional award offers to existing awardees without starting a new cycle.
  
  
   
   

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