Overview

If something in your program or cycle feels stalled, it's usually one of a handful of known scenarios. Use this guide to identify what's likely happening and how to fix it. 

Common Issues

• I don't see the option to request revisions or disqualify an application in Intake "Admin Controls"
• Applications are not showing in the Review Round
• After starting the Review Round, one application is stuck while others moved forward (deadline-based cycle)
• Reviewers can't see their assignments
• Progress Report Form isn’t available to add to a disbursement in an award agreement
• Award notifications weren’t sent
• Can't notify awardees
• Program Member/Reviewer invite fails — "Unable to invite [Name] to the organization"

Intake & Review Stages

I don't see the option to request revisions or disqualify an application in Intake "Admin Controls"

🔧 Most likely cause: The Review Round has started. Once the Review Round is active, Admin Controls are no longer active for the Intake Round; they move to the Review Round.

💡 Try this: 

• In the cycle, go to the Review Round and locate the application. Click Admin Controls to request revisions and or disqualify an application. For more help see ➡️Manage Applications During Review.
   

Applications are not showing in the Review Round

🔧 Most likely causes: The Intake Round deadline hasn't passed, or applications aren't in the Review Round yet (In deadline-based cycles: The Program Owner must start the Review Round. In Rolling Cycles: Program admins must advance applications to the Review Round).

💡  Try this: 

• Check your Intake Round deadline in the Workflow Builder. 
   
• Start the Review Round (in deadline-based cycles). For more help, see ➡️Start First Review Round: Deadline-Based Cycles. 
   
• Advance applications (in rolling cycles). For more help, see ➡️Moving Submissions from the Intake Round to the Review Round. 
   

After starting the Review Round, one application is stuck while others moved forward (deadline-based cycle)

🔧 Most likely causes: The application was submitted late and requires Admin approval, or the application was disqualified. 

💡  Try this: 

• In the cycle, go to the Intake Round, and do the following: 

a) If the application was submitted late and requires approval: Late applications have a yellow “late” tag next to the Submitted Date. If the Submission Status shows “Approval Needed,” you can approve it to move it forward. See ➡️Approve a Late Application.  

b) If the application was disqualified: Disqualified applications show a status of "Submitted (Disqualified)." If you want to reverse the disqualification, see these steps ➡️How to Reverse a Disqualified Application.

In deadline-based cycles: Reversing a disqualification will not automatically move the application to the Review Round. Contact Support to move it manually. In rolling cycles: You can advance the application immediately after reversing the disqualification.

Reviewers can't see their assignments 

🔧 Most likely causes: The Review Round hasn't been manually started  (deadline-based cycles) or applications haven’t been advanced to the Review Round (rolling cycles). 

💡 Try this:

• In the cycle, go to the Intake Round, and do the following: 
   
  • Start the Review Round (in deadline-based cycles). For more help, see ➡️Start First Review Round: Deadline-Based Cycles. 
     
  • Advance applications (in rolling cycles). For more help, see ➡️Moving Submissions from the Intake Round to the Review Round.

→ If the Review Round is active but a reviewer is missing assignments, it may be because: 

• The reviewer wasn't auto-assigned when the Review Round was initially set up in the Workflow Builder. 

• The reviewer declared a conflict of interest with an assignment and declined it. 

• In either case, you must manually assign reviewer(s). See ➡️Assign Reviewers Manually. 
  
   

Awarding & Post-Award Stages 

Progress Report Form isn’t available to add to a disbursement schedule in an award agreement template

🔧 Most likely causes: The Report Form isn’t published. (Only published report forms can be linked to disbursements in an award agreement) 

💡 Try this:

• In Cycle Settings, go to Post-Award > Report Forms. Create a new report or open an existing one. After finalizing the form, click “Publish” in the upper-right corner. For step-by-step instructions, see ➡️Create New Post Award Report Form. 
   
• For more help setting up report and disbursement schedules in an award agreement, see ➡️Set Up Progress Reports and Disbursement Schedules on an Award Agreement Template.

Award notifications weren’t sent 

🔧 Most likely causes: Awardees haven't officially been notified yet. (Selecting an applicant for an award does not automatically notify them - award offers must be saved, then recipients must be notified). 

💡 Try this:

• In the cycle, go to Awarding and notify awardees. For step-by-step instructions, see ➡️Notify Award Recipients. 

Can't notify awardees

🔧 Most likely causes: You're not the Program Owner, the award agreement has a budget with missing start/end dates, or the award agreement's progress report or disbursement schedule has dates from the past. 

💡 Try this:

• Check Your Permissions: Only the Program Owner can notify awardees. If you're not the Program Owner and click Notify, you'll see "Unauthorized." 
  
  ➜ To see who the Program Owner is: Return to the Program Menu, then select Program Members from the left-hand side. For more info about member permissions, see ➡️Understanding Member Types: Roles & Permissions.
   
• Add Budget Dates to the Award Agreement: If the recipient's award agreement includes a budget, you'll see the error, "Budget start date is required" and/or "Budget end date is required," listed below the award, plus a matching error in the lower-left corner of the screen, until those dates are added. 
  
  ➜ To add or edit budgets dates: See ➡️Add Budget Start Dates and End Dates to an Award Agreement.
   
• Edit Progress Report or Disbursement Schedule Dates in the Award Agreement: If the recipient's award agreement's progress report or disbursement schedule includes dates that have already passed, you'll see the error message, "All dates on the schedule must be today or later," when you try to notify. 
  
  ➜ To edit schedule dates: Open the hyperlinked Award Agreement and update the dates in your Progress Report Schedule and/or Disbursement Schedule (dates in the past will be outlined in red). 

General Administration 

Program Member/Reviewer invite fails due to applicant account

🔧 Most likely cause: The email is already registered as an applicant account in the platform, even if that person has never actually submitted an application.

You may see one of two messages depending on where you invite from:

• From within a Program (Program Members page): "These emails already exist as applicants and cannot be invited" 
• From the User Management page at the Organization level: "Unable to invite [Name] to the organization"

💡 Try this:

• Go to Participant Network and search for the user. Check the # of Applications column. 
   

  • If it shows 0: an Organization Owner can remove the user account — see ➡️Manage Organization Users → Delete a User. Retry the invite once the user account is removed: ➡️Add New Program Members. 
     
  • If it shows 1 or more: the user account can't be archived. Contact Support to resolve. If the email doesn't appear in Participant Network, please contact Support for further investigation.

  
   

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