Grantee Application & Dashboard

Muin’s Grantee Portal provides two complementary experiences: a public application portal where prospective grantees discover programs and submit applications, and an authenticated dashboard where approved grantees track grants, view shared documents, and monitor disbursement status.

Overview

The grantee experience spans two entry points:

Portal	Access	Purpose
Public Application Portal	No login required	Browse programs, submit applications, upload documents
Grantee Dashboard	Authenticated (Muin login, EXTERNAL role)	Track grants, view documents, monitor disbursement status

Public Application Portal

The public-facing grant application system provides:

Program Discovery: Browse all published grant programs with deadlines, funding ranges, and program areas
Program Details: View eligibility criteria, custom questions, and branding
Application Submission: Submit complete applications with organization info, project details, budgets, and supporting documents
Document Upload: Attach up to 5 supporting files (PDF, DOC, DOCX, XLSX, JPG, PNG; max 10 MB each)

Grantee Dashboard

Once a grantee has an authenticated account, they access:

Grant Overview: All grants with status, amounts, and grant periods
Grant Details: Individual grant information including purpose and currency
Disbursement Status: View approval status, award letters, and payment progress
Document Sharing: Download award letters and submit reports through the portal

Browsing Available Grant Programs

Prospective grantees visit your organization’s public grant page to see what programs are currently accepting applications.

Navigate to your organization’s grant portal URL (/go/{your-org}/grants/programs)
Browse the list of published programs showing:
- Program name and description
- Application deadline (if set)
- Funding range: Minimum and maximum request amounts
- Program area: Category of funding
- Status: Whether the program is currently accepting applications
Click a program to see full details including eligibility criteria and custom questions

Programs past their application deadline automatically show as no longer accepting applications.

Submitting a Grant Application

Preparing Your Application

Before starting, gather:

Organization name and EIN
Mission statement
Project description (at least 10 characters, up to 5,000)
Requested amount (must be within the program’s min/max range)
Budget breakdown
Timeline and expected outcomes
Contact information (name, email, phone)
Supporting documents (optional, up to 5 files)

Filing the Application

Open the program you want to apply to
If the program uses a Smart Form template, the form fields will adapt to that program’s requirements
Fill in all required fields:
- Organization Name: Legal name of the applying organization
- EIN: Employer Identification Number (format: XX-XXXXXXX)
- Mission Statement: Your organization’s mission
- Project Description: Detailed description of the proposed project
- Requested Amount: How much funding you are requesting
- Budget Breakdown: How funds will be allocated
- Timeline: Project milestones and dates
- Expected Outcomes: Measurable results you expect to achieve
- Contact Information: Primary contact name, email, and phone
Answer any custom questions specific to the program
Upload supporting documents if needed
Accept the terms and conditions
Click Submit Application

After submission, you receive a confirmation with your application ID and a success message.

Uploading Supporting Documents

You can upload documents before or during application submission:

Click Upload Document
Select a file (PDF, DOC, DOCX, XLSX, JPG, or PNG)
Each file can be up to 10 MB
You can attach up to 5 documents per application
Uploaded files receive a reference ID that is included with your application

Using the Grantee Dashboard

Once your organization has been set up with an authenticated account, you access the grantee dashboard by logging in to Muin.

Viewing Your Grants

Navigate to the Grantee Dashboard
See all grants associated with your organization:
- Grant Number: Unique identifier
- Amount and Currency
- Purpose: What the grant funds
- Status: Current grant status
- Grant Period: Start and end dates
Click any grant to see its full details

Disbursement Tracking

The dashboard shows the current status of each disbursement: whether it has been approved, whether an award letter has been sent, and whether payment has been confirmed through the foundation’s accounting reconciliation.

Additional Workflows

Viewing Disbursement Details

Grantees can view their grant status, download award letters, and submit reports through the portal.

The disbursement detail view shows:

Grant amount and purpose
Approval status and date
Award letter (downloadable)
Reporting requirements and due dates
Payment confirmation (once reconciled through the foundation’s accounting software)

Linking a bank account (grantees)

If the foundation pays you by ACH, you link a bank account yourself at Bank Account in the grantee portal (/grantee/bank-account). Wire and check payments do not need this.

Open Bank Account. If you have not linked one, you see the linking options.
Connect your bank, or enter the account manually. Muin asks for the account holder name, the bank name and the account details.
Tick both attestation checkboxes. The submission is refused otherwise: “Both attestation checkboxes must be checked”.
Submit. The badge reads Pending Approval: “Your bank account is pending approval from the grant administrator.”
Once the administrator approves it, the badge reads Approved and ACH disbursements can be paid to it.

If it is rejected, the badge reads Rejected: “Your bank account was rejected. Please contact your grant administrator or link a new account.”, with a button to link a new one.

Two gates sit between you and a payment, and both have to clear: the account must be verified, and an administrator must have approved it. An approved disbursement will not pay out to an unapproved account.

The grantee record (foundation side)

Foundation staff open a grantee at /nonprofit/grantees/{id}. /nonprofit/grants/grantees/{id} opens the same record, so either link works.

The record carries the Grantee Profile, organization name, EIN, organization type, year established, mission and contact details, plus the Service Profile (program areas, geographic service areas, population served, staff count, annual budget), Relationship Stage, Grant History, and the Bank Account state as Linked or Not Linked.

From here you can:

Log Stewardship Activity with a next action and date.
Archive Grantee when the relationship ends.
Approve the grantee’s bank account once they have linked it.

A grantee with no contact email on their profile cannot be sent anything: Muin says “Add a contact email to the grantee profile first” and “Contact email required to send bank setup invitation”. Add the email before you try.

Tips

Submit early: Applications submitted close to the deadline risk missing it if there are technical issues
Prepare documents in advance: Have your supporting documents ready in PDF format before starting the application
Double-check your EIN: The format must be XX-XXXXXXX (two digits, hyphen, seven digits)
Save your application ID: After submission, note your application ID for future reference
Check disbursement status regularly: The dashboard shows real-time progress from approval through payment confirmation
Submit reports on time: Timely reporting helps maintain your relationship stage and future funding eligibility

Common Issues

Issue	Cause	Resolution
Program shows “not accepting applications”	The application deadline has passed	Contact the grantor to ask about the next application cycle
Application submission fails	Required fields may be missing or amount may be outside the allowed range	Verify all required fields are filled and the requested amount is within min/max
Document upload rejected	File type not supported or file exceeds 10 MB	Convert to a supported format (PDF recommended) and reduce file size
Cannot see grants on dashboard	Your account may not have entity-scoped access to the grantee organization	Contact the grantor’s administrator to verify your account is linked to the correct organization
Disbursement status shows “Pending”	The foundation has not yet completed payment through their bank	Contact the grantor’s administrator to check disbursement progress
Bank account will not submit	One or both attestation checkboxes are unticked	Tick both, then submit
“ask your grantor to add you to their grantee organization”	Your login is not linked to a grantee organization yet	Ask the foundation’s administrator to link your account
Payment fails with “Bank account not yet approved by admin”	You linked an account but nobody has approved it	Ask the foundation’s administrator to approve it
Payment fails with “Bank account verification failed”	The account could not be verified	Link the account again, or ask to be paid by wire or check

Foundation Features: Core nonprofit grant management capabilities
Payments: Payment infrastructure powering disbursements
Forms: Smart Form templates used for custom application questions

Need Help?

If you have questions about the Grantee Portal, use the Help button in the bottom-right corner of the app or contact your granting organization’s administrator.