Contents

• Overview
• Step-By-Step Instructions
  • Access Profile Forms
  • Set Up the Organization Profile Form
    • 1. Select the Organization tab.
    • 2. Enable Compliance & Profile Lookup Options (Optional)
      • Compliance Tab
      • Profile Lookup Tab (Organization ID, GuideStar, SAM.gov)
    • 3. Add Additional Form Fields
    • 4, Map Form Fields to GuideStar or SAM.gov (If Enabled)
    • 5. Publish the Organization Profile Form
• Related Articles

Overview

This step-by-step guide shows Organization Owners how to set up the Organization Profile Form for organization applicants in Next. 

➜New to profile forms? See ➡️About Profile Forms for an overview.
➜Need to set up the Individual Profile Form? See ➡️Setting Up the Individual Profile Form.
  

Step-by-Step Instructions 

Access Profile Forms

⚠️IMPORTANT: Profile Forms are set up and edited in Organization Settings. Only users with the Organization Owner role can access and update these settings.

1. Logged in as an Organization Owner, go to Settings > Profile Forms

There are three tabs:

• Individual: for applicants
• Organization: for applicants
• Program Member: for program-level administrative roles

📌Note: Profile types can be turned off at the cycle level when needed. For example, a cycle that accepts only organization applicants can turn off individual profiles. 

Set Up the Organization Profile Form

1. Select the Organization tab.

By default, the Organization Profile Form has a few fields included, which cannot be removed:

• Organization Legal Name
• Organization Contacts
• EIN

The EIN field and some of the elements of the Contacts field can be hidden, if needed, but not deleted from the form.

2. Enable Compliance & Profile Lookup (Optional)

1. Click the gear icon in the upper-right corner of the Organization Profile.
   
   

Compliance Tab 

• Use this tab to turn on compliance checks that help verify applicant information. 
  
  
   

  ➜ Address Verification Check: Toggle on to validate an applicant's address. 

  ➜ IRS-TIN Verification: Toggle on to verify an applicant’s SSN, ITIN, or EIN against IRS records. 

  ➜ GuideStar Check: Validates an organization's nonprofit status. (Automatically toggled on for all organizations). 

  ➜ SAM.gov Check: Toggle on to validate federal compliance status. (Once toggled on, a required UEI field is automatically added to the Organization Profile Form, which cannot be deleted or hidden).
  
  
  

Profile Lookup Tab (Organization ID, GuideStar, SAM.gov) 

⚠️IMPORTANT: Profile Lookup must be enabled for your organization. If you'd like this feature enabled, please contact Support. 

1. Use this tab to choose which lookup methods applicants can use when searching for an Organization Profile in Next.
   • Organization Owners and Client Admins can enable or disable any lookup method (Organization ID, GuideStar, SAM.gov).
   • Data mapping options are only supported for SAM.gov and GuideStar.
     
     

➜ Organization ID: Toggle on to allow applicants to search for an organization using a custom ID (for example, a Vendor ID) . 

• When turned on, an optional Organization ID field is automatically added to the Organization Profile Form.

  • You can rename the field.

  • If Organization ID lookup is your main lookup method for applicants, consider marking this field required. 
    
    
     

➜ GuideStar: Toggle on to allow applicants to search for an organization using EIN data from GuideStar.

➜ SAM.gov: Toggle on to allow applicants to search for an organization using UEI data from SAM.gov.
 

🔍What Applicants See

• When applicants start an application and search for an Organization Profile, they'll see the lookup option(s) you turned on (Organization ID, GuideStar and/or SAM.gov). 
   
  • In the screenshot below, all lookup options are turned ON (Organization ID, GuideStar (EIN), and SAM.gov (UEI)): 
    
    
     
    • If all lookup options are turned OFF, applicants will only be able to search by Organization Name.
      
      
• For the full applicant experience, see ➡️Applying as an Organization.

3. Add Additional Form Fields 

• Add form fields as needed to collect information that applies across all programs and award cycles.
   
  • Adding, configuring, reordering, and deleting fields for profile forms are the same processes as with other forms. See these articles for more help ➡️ Add a Form | Build a Form | Add a Form Field | Configure Form Fields.
    
    Example: You might add a field called “Please provide your organization’s mission”, which can later be mapped to pull data from GuideStar.
    
    

⚠️REMINDER: Profile forms cannot be edited per program or award cycle, so keep the information collected here simple enough to be easily used across all programs and award cycles.

4. Map Form Fields to GuideStar or SAM.gov (If Enabled)

(If these are not turned on or you will not use them, skip to Publish).

• If you are using GuideStar (Candid) or SAM.gov, you must map profile form fields to ensure data flows correctly from these services into your form.
   
• If you want to use both databases, you must repeat the mapping process for each one separately. 

1. Click Map Fields in the upper-right corner.
2. Choose whether you're mapping to GuideStar or SAM.gov.

3. Use the dropdown menus under GuideStar or SAM.gov to select which fields you want to sync from the profile form. Some fields are already pre-selected for you.

Examples:

- GuideStar: Number of Employees, Also Known As, Organization Website

- SAM.gov: Primary NAICS, CAGE Code (Note that in SAM.gov, State = Region).

4. When finished, click Done.

5. Publish the Organization Profile Form

1. When all desired fields are configured, click Publish in the upper-right corner.  

📌Note: Profile forms are used across all award cycles for an organization, so changes are published versus simply saved.
 

2. On the pop-up screen, click Confirm to publish the updated Organization Profile Form.

Related Articles

➡️About Profile Forms
➡️Setting Up the Individual Profile Form
➡️SAM.gov & GuideStar Compliance Checks
➡️Address Verification
➡️IRS-TIN Verification





 

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