Create a Grant Application Form (Guide)

Creating a streamlined, user-friendly grant application form is essential for any organization offering funding opportunities. Grant application forms are the first step in collecting critical information from potential recipients, whether you’re a nonprofit, educational institution, or government agency. These forms typically gather details like applicant eligibility, project goals, budget breakdowns, and supporting documents, helping reviewers make informed funding decisions.

In this guide, we’ll walk you through how to build a grant application form with Knack’s intuitive no-code platform. You’ll learn how to set up your database, create user-friendly input fields, automate follow-ups, and customize the applicant experience from start to finish. 

Key Takeaways

• A grant application form is a structured digital form used to collect information from individuals or organizations seeking funding for a specific project, program, or initiative.
• Knack’s no-code platform enables users to build fully customized grant application forms using its drag-and-drop builder, pre-built components, AI, established integrations, and more.
• Every grant provider has different requirements, but effective application forms typically include fields for applicant information, project or initiative details, funding request, grant eligibility criteria, supporting documentation, and terms and agreements. 

Understanding Forms in Knack

Forms are one of the core tools used to collect and manage data in your Knack app. When structured properly, they make it easy for users to interact with your database.

What Do Forms Look Like in a Live App?

In a Knack Live App, forms appear as interactive fields that users fill out to submit or update information. Each form is tied to a specific table in your database, so the fields you include—like applicant name, requested funding amount, or project description—are directly connected to your data structure.

For example, if you have a “Grant Applications” table, your form might include text inputs for project title, dropdowns for funding categories, and file upload fields for supporting documents. These inputs are automatically generated based on the fields in your table, but you can customize them as needed.

Types of Forms You Can Build

Knack allows you to build a variety of form types depending on your workflow, including:

• Forms for creating new records: These are used when someone is submitting a brand-new entry, like a prospective grantee filling out a new grant application.
• Forms for updating existing records: These forms let users revise or add to records already in the system. For instance, an applicant might return to update their application before the deadline.
• Forms for inserting connected records: These come in handy when you need to link related data. For example, you can create a form that lets an organization submit multiple applications or connect a single applicant to several grant opportunities.

Related: Workflow Automation Guide

Creating a Grant Application Form With Knack

Knack’s no-code platform is designed with users of all technical skill levels in mind. Follow the steps below to build your custom grant application form—no IT team required. For additional guidance, visit our Learning Center or Developer Docs.

Step 1: Adding a New Form

• In your app, click the “Pages” button in the toolbar on the left-hand side.
• Select the page you wish to add a form to, or add a new page.
• On that page, click the “+ Add View” button and choose the Form View.
• Select the data table(s) to which your form will connect.

Step 2: Customizing Form Inputs

• Navigate to the Form Menu, click “Settings,” then choose “Add Inputs.”
• Add, edit, or remove the fields you want applicants to complete (e.g., applicant name, contact information, funding eligibility, etc.).
• Select the data type for each field, such as short text, multiple choice, or yes/no. Make sure the data type you select matches the information the field is intended to collect.
• Mark whether the applicant is required to complete the field and add instructions if necessary.
• Click “Static,” then add elements like dividers and headings to better organize the form and make it more visually appealing.
• Edit any copy within the form to fit your needs and make it more intuitive (e.g., update the “Submit” button to “Submit Application”).

Related: How to Create a Scheduling Form

Step 3: Enable E-Commerce (If Applicable)

If you plan to collect grant application fees through your form, you must enable e-commerce capabilities and integrate your chosen payment processor. Here’s how:

• Go to the Form Menu, click “Settings,” then “Add a Payment View” located within the E-Commerce section.
• Choose which field will be used to show the total amount due.
• Select “+ Add New Processor” and choose between Stripe and PayPal.
• Enter your payment processor credentials, then click “Add Payment Processor.”

Enhancing User Experience with Form Rules

Once you’ve built the core of your grant application form, it’s time to take things a step further. Knack’s form rules give you powerful tools to customize the user experience and automate parts of your workflow without writing a single line of code. These rules can help streamline navigation, reduce confusion for applicants, and keep your data organized behind the scenes. They can all be configured within the Actions & Rules section of the Form Menu.

Display Rules

Display rules control how your form behaves based on what a user inputs. These are great for creating a clean, responsive form that only shows relevant fields. For example, if your form asks whether the applicant has matching funds, you can show an additional “Matching Funds Amount” field only if they select “Yes.” This helps keep the form simple and focused. Display rules can also change how a field is labeled based on a user’s selection, making the form feel more personalized or context-specific.

Submit Rules

Submit rules let you control what happens after a user completes and submits your form. You might want to send applicants to a related page, like an application tracking dashboard or an FAQ screen. Or, instead of redirecting, you can display a personalized message that confirms their application was received and provides helpful next steps, like when they’ll hear back or how to contact support.

Record Actions

Record action rules allow you to automate updates to your database the moment a form is submitted. For example, you could assign an application category based on the funding amount requested (e.g., flagging high-value grant requests for additional review). You can also set up record actions to link the application to a reviewer, update a status field, or assign the application to a specific funding cycle. These actions ensure your data stays clean and organized while reducing the amount of manual work your team has to do.

Related: How to Create a Payment Form (Guide)

Automating Email Notifications

With Knack, you can automate email notifications to ensure applicants receive timely confirmation and your team is instantly alerted when action is needed. These automatic emails help streamline your process, reduce follow-up tasks, and create a more seamless, professional experience for everyone involved. They can be set up in the Emails section of the Form Menu.

Sending Confirmation Emails

One of the most common (and helpful) automations is sending a confirmation email to applicants right after they submit their form. This reassures applicants that their information was received and gives them any additional details they may need. You can create a confirmation email template with dynamic field values, like the applicant’s name or the submission date, to personalize the message. For example: “Thank you, [Applicant Name], for submitting your application. We’ve received your request for [Grant Amount].”

Sending Admin Notifications

You can also notify internal team members, like grant reviewers or administrators, when a new application is submitted using the same automated email feature. This keeps the grant review and approval process moving without someone manually monitoring form submissions. We recommend customizing the notification to include relevant form data, so the reviewer doesn’t need to log in to see key information. 

Advanced Form Features

Don’t let the word “advanced” scare you—Knack’s advanced form features can make your forms even more powerful and dynamic without technical expertise. These tools allow you to create smarter, more responsive forms that adapt to your workflow and make the application process easier for both applicants and administrators.

Using Connection Fields

Connection fields let you link one record to another. This makes it easy to create relationships between applicants, grants, and funding sources. For example, you can add a Connection Field that ties each application to a grant opportunity stored in another table. You can also apply filters to your connection field (e.g., limiting the grant options shown based on application deadlines or eligibility criteria). This helps you track which applicants are applying for which grants, and makes applying easier. To do this, open the Connection Field’s settings in your form and set display rules or filters based on other field values.

Adding Custom Options for Multiple Choice Fields

Sometimes predefined choices aren’t enough, especially if you’re collecting information like project types or funding sources. Knack allows you to add an “Other” option to a multiple choice or dropdown field. You can then pair it with a text input field that only appears when “Other” is selected, so users can type in a custom response. To implement this, create a standard multiple choice field and add “Other” as an option. Then, use a display rule to show a text input field only when “Other” is selected.

Using Forms for Calculations

Knack also supports basic calculations within forms that automatically generate important values based on user input. If you require applicants to enter multiple budget line items, for instance, you can calculate the total project budget or determine what percentage of that total is being requested in funding. To enable calculations, create equation fields in your database and include them in the form. These fields will update as users enter values into the related fields.

What Should Go in a Grant Application Form?

Although every grant application is unique, there are some fields that most grant application forms can benefit from. Use the following suggestions as a starting point to ensure you can efficiently collect all necessary information from applicants.

1. Applicant Information

• Full Name (individual or organization representative)
• Organization Name (If applicable)
• Email Address
• Phone Number
• Mailing Address

2. Project or Initiative Details

• Project Title
• Project Description (short and detailed sections)
• Project Start and End Dates
• Geographic Location of Project (City, State, Country)

3. Funding Request Information

• Requested Grant Amount
• Total Project Budget
• Other Funding Sources (matching funds, co-funding, sponsorships)
• Budget Breakdown (itemized list of how funds will be used)

4. Grant Eligibility Criteria

• Confirmation of Nonprofit Status (if applicable)
• Proof of Eligibility (upload documents, checkboxes for criteria met)
• Compliance with Grant Guidelines (checkbox confirmation)

5. Supporting Documentation

• Business or Nonprofit Registration Certificate
• IRS Determination Letter (for nonprofits)
• Resumes or Bios of Key Team Members
• Letters of Recommendation
• Project Impact Reports or Past Work

6. Terms and Agreements

• Agreement to Grant Terms and Conditions
• Consent to Background Check (if applicable)
• Digital Signature Field

7. Optional but Useful Information

The following fields typically aren’t required, but they can help your organization select the best candidate and widen your audience for future grant applications.

Additional Questions

• How Did You Hear About This Grant? (Dropdown: website, referral, event, etc.)
• Have You Received Funding from This Organization Before? (Yes/No)
• Social Media Handles (for visibility and marketing purposes)

References

• Contact Information for Professional or Personal References
• Recommendation Letter Upload (if required)

Communication Preferences

• Preferred Contact Method (email or phone)
• Opt-in for Newsletter or Updates

Design and User Experience Considerations

When you’re building a grant application form, it’s important to think about the applicant’s experience. Here are some key design and usability tips to help ensure your form is intuitive, accessible, and stress-free.

Form Length and Structure

A long or cluttered form can be overwhelming. Structuring it thoughtfully helps applicants stay focused and improves the quality of the data you collect.

• Keep it concise: Identify which fields are absolutely required for your initial review and mark the rest as optional. You can always collect more details later in the process.
  
• Use conditional fields: Instead of showing every question to every applicant, use display rules to show fields only when they’re relevant. For example, only show a co-funding section if the applicant selects “Yes” to a related question.
  
• Group sections logically: Break the form into clear sections such as Applicant Information, Project Details, and Funding Request. This makes the form easier to navigate and gives users a better sense of progress.

Accessibility and Mobile-Friendliness

Many applicants will complete your form on mobile devices, so it’s essential that your form is responsive and accessible to all users. Knack forms are mobile-friendly by default, but you can test and adjust layouts to make sure everything fits neatly on smaller screens. We recommend that you:

• Provide clear instructions: Use field labels and helper text to guide applicants through what’s expected. Avoid jargon and be as specific as possible.
  
• Include a progress bar for longer forms: If your application spans multiple pages, a progress bar can help reduce frustration by showing applicants how far along they are. This can be added through the form’s page settings.

Helpful Resources

Make sure your applicants feel supported throughout the process by offering helpful information during or after form completion, including:

• Include next steps: Add a brief section or confirmation message that outlines what happens after submission, such as when applications will be reviewed, if there will be interviews, and when funding decisions will be announced.
  
• Add contact details: Clearly state who applicants can contact if they have questions. Include a name, email address, and response time, if possible.
  
• Link to an FAQ page: If you have a dedicated FAQ or help page, provide a link within the form or confirmation message. This gives applicants quick access to more detailed answers without leaving the platform.

Get Started With Knack

Building a grant application form doesn’t have to be complicated. With Knack’s intuitive drag-and-drop builder, you can design fully customized forms that align with your workflow and deliver a seamless experience for applicants. Whether you’re starting from scratch or using Knack’s AI Builder to jumpstart your project, it’s easy to create forms that collect the right data, automate key steps, and connect with the tools you already use.

Want to see a real-world example in action? Watch this video case study on how ServeMinnesota transformed its grant management system with Knack.

Ready to transform your grant application process? Sign up with Knack and start building for free today!