How does SmartyFile differ from the SmartyGrants applicant sites?

SmartyFile is a central repository that enables you to access all of your applications through one website. You can still continue to access your applications directly through funder applicant websites, but via SmartyFile you can access a central view of all applications and manage your organisation’s users all in one place. To assist in distinguishing between your applications, funder logos will be displayed against each application on the SmartyFile My Submissions page. When completing an application through SmartyGrants you can also pre-fill information from your organisation profile - bonus!

Do I have to use SmartyFile?

No. SmartyFile is helpful for organisations that have a number of users collaborating on applications or are applying for funding across multiple funders. Different access levels can be set with respect to viewing, editing and submitting forms. However, if you apply for grants as an individual or sole trader and do not collaborate with others on your submissions, SmartyFile is optional. You may still wish to register for SmartyFile if you are part of an organisation, as you can enjoy the benefits of having all of your applications organised in one place, and will have the ability to pre-fill contact information into forms.

Do I have to pay to use SmartyFile?

No. This is a free service for all SmartyGrants users.

Do all applicants completing a submission via SmartyGrants need to create a SmartyFile account?

Creating a SmartyFile profile is optional. Having a profile gives applicants the ability to see all of their applications across multiple funders that use SmartyGrants in one spot. In addition, a SmartyFile profile allows applicants pre-fill information into forms, collaborate and share forms, and change the owner of a submission. This functionality is not available in SmartyGrants without a SmartyFile account.

How do I change my SmartyFile password?

Your SmartyFile password is the same as your normal SmartyGrants password that you use to submit applications through the various funder applicant websites. 

How do I reset my multi-factor authentication?

SmartyFile administrators have the ability to reset the MFA device for any user within the organisation. For further assistance, please contact your SmartyFile administrator.

Are funders notified if any of my organisation’s contact details are updated in SmartyFile? 

No. If you have an application already submitted, and you want to ensure the funder knows your details have been updated, you will need to contact the funder directly.

Are archived applications still visible/accessible to funders?

Yes. Archiving an application just moves it to a different list view in SmartyFile. Archiving has no effect on the funder's end.

How do I know if my organisation has registered for SmartyFile?

If you are not sure whether your organisation is registered in SmartyFile, you can use the lookup function to check.

To do this:

1. Go to https://app.smartyfile.co.uk.

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select New Organisation.

5. Enter the name of your organisation, and then select Lookup.

If your organisation is registered, it will appear in the search results. You can send a message to the existing administrator(s) requesting to join by following the steps here. Once an administrator approves your join request, you’ll be added to the profile.

How do I get added to my SmartyFile organisation?

If you know that your organisation is registered on SmartyFile and want to join the existing organisation profile, to request to join:

1. Go to https://app.smartyfile.co.uk .

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select New Organisation.

5. Enter the name of your organisation, and then select Lookup.

6. Follow the steps here to send a join request. Once an administrator approves your request, you’ll be added to the profile.

How do I change my role in a SmartyFile organisation?

If you wish to have different permissions or a different role within an existing SmartyFile organisation you have access to, you will need to contact a SmartyFile administrator from your organisation. To see who your Administrator(s) are:

1. Go to https://app.smartyfile.co.uk.

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select the Users tab.

My access level has been updated in SmartyFile but I cannot see the correct applications/information in My Submissions area.

Try logging out of SmartyFile and then logging back in. On logging back in, a new session will start and your updated access will be taken into account. If you still cannot see the correct applications/information, please contact your SmartyFile administrator.

How do I find out who my SmartyFile administrators are?

If you are not sure whether your organisation is registered in SmartyFile already, see How do I know if my organisation has registered for SmartyFile?.

If you have already been added to a SmartyFile organisation, but you are not sure who your SmartyFile administrator(s) are:

1. Go to https://app.smartyfile.co.uk.

2. Log in using your usual SmartyGrants account username and password.

3. Select My Organisations at the top of the page.

4. Select the Users tab.

How do organisations manage who sets up a SmartyFile in their name?

It is up to members of the organisation to decide who sets up their SmartyFile organisation profile.

Users can:

1. Opt to remain as a personal user (without creating/joining a SmartyFile organisation), or

2. Join an existing SmartyFile organisation, or

3. Create a new SmartyFile organisation.

It is made clear to any user creating a SmartyFile organisation profile that they will become the default Administrator of that profile. As Administrator, they will have authority to manage the organisational profile, invite additional users (including additional Administrators) and manage their organisation’s permission levels. The original Administrator’s permissions can later be changed by another Administrator if required.

If there is an issue that arises where an applicant believes an organisation profile has been improperly acquired, they should contact the SmartyFile Support Team.

Does SmartyGrants vet users who attempt to register an organisation in the system?

There is no approval or multiple-step process required to create a SmartyFile organisation profile. There is no authority that can verify whether someone ‘belongs’ to an organisation or has authority to create an organisation profile.

If there is an issue that arises where an Applicant believes an organisation profile has been improperly acquired, they should contact the SmartyFile Support Team.

If you discover someone on your SmartyFile account who is not known to your organisation, is there a way to delete them?

Once a SmartyFile organisation profile has been created, users can only be added with authorisation from an Administrator. An Administrator can also remove users if required.

What happens if the SmartyFile account Administrator leaves the organisation?

Each account can have multiple Administrators. It is up to those Administrators to keep user permissions up to date.

If an Administrator leaves the organisation, another Administrator can remove them from the SmartyFile organisation account.

If all Administrators have left and cannot be contacted to amend permissions, an applicant can contact the SmartyFile Support Team for help.

Can organisations prevent their applications from being transferred to another organisation?

Applications can only belong to one organisation at a time.

If an application is assigned to one SmartyFile organisation profile, it cannot be transferred to another organisation without first removing it from the existing profile. An Administrator can use the ‘remove from org’ function to disconnect the application from the organisation (in which case it would simply belong to the individual owner of the application). The application could then be assigned to another organisation profile that the individual owner belongs to.

How are you preventing people from registering an organisation they don't own or aren’t associated with?

We do not prevent someone from starting an organisation profile.

All funders should still apply the same due diligence and risk assessment as they normally would when assessing a submission.

Do other users have to belong to the organisation to complete part of a submission? For example, a Funds Administrator might complete part of some application forms on behalf of my organisation.

If an application is started on behalf of an organisation, and the applicant wants another user (in this case, the Funds Administrator) to access the application, then yes, the Funds Administrator will need to be added to the SmartyFile organisation profile as a Contributor user. The Funds Administrator could also be given a specified period of time to collaborate on the application, and if required, then removed from the organisation profile if appropriate.