Scholarship & grant application with scoring and approval workflow

By the end of this guide, you'll have a complete scholarship and grant review workflow: a public application form where applicants submit their project details and supporting documents, a scoring form where two committee members independently rate each application, and automated email notifications that confirm submissions, alert your admin team, and deliver acceptance or rejection decisions. You'll also have a PDF export template that turns any application into a clean, branded document — ready for board review or record-keeping.

This is where applicants submit their project details, budget, and supporting documents. You'll build one form that captures everything — from contact info to file uploads — and includes hidden admin-only fields your team uses to record the final decision and internal notes.

1. Create a new project: From the Formaloo homepage, click + New project and select Form. This creates a project with one form already attached.

2. Open Magic Create: Inside the form editor, click Magic Create in the top bar. Upload a picture or PDF of your program brief, or describe your form in plain text — for example: "A scholarship application form collecting applicant info, project description, budget, and supporting documents." Hit Create and Formaloo builds the form for you instantly.

3. Check your form fields: Your form should look like this — Magic Create will have generated most of it. Verify each field and field ID matches exactly, as these IDs are used later in email templates and the PDF template.

The scoring fields live in the same form as the application. You'll add reviewer assignee fields, score fields, and a variable that calculates the total automatically — then use Magic Logic to set the acceptance rule.

1. Add the scoring fields to your form: In the form editor, add the following fields and set each field ID exactly as listed:

2. Set up the Total variable: Open the Total field settings and configure it to calculate as score_1 + score_2. This variable updates automatically whenever a reviewer enters or updates their score.

3. Set up the scoring logic with Magic Logic: In the form settings panel on the right side, click Advanced logic, then navigate to the Logic tab. Click Magic Logic in the top right corner and paste in this prompt:

If Reviewer 1 and Reviewer 2 are filled and Total is greater than 60, set Application status to Accepted. If Reviewer 1 and Reviewer 2 are filled and Total is less than 60, set Application status to Rejected.

Click Generate rules. The AI previews the rules for you — review them, hit Approve, make any manual adjustments if needed, and click Save.

You need four email templates: a confirmation to the applicant on submission, an alert to your admin team when a new application arrives, and two decision emails — one for accepted applicants, one for those not selected. All templates use answer piping to pull the applicant's details in dynamically.

1. Open the email templates builder: Click your profile icon in the top right → Apps & integrations → Custom email templates → + Add new template.

2. Create Template 1 — applicant submission confirmation: Remove the default content, add an AI box, and paste the prompt below. Set the template name and subject as listed, then save.

3. Create Template 2 — admin new application alert: Click + Add new template and repeat the process with the following details.

4. Create Template 3 — application accepted: Click + Add new template and use the following.

5. Create Template 4 — application not selected: Click + Add new template and use the following.

With your templates ready, you'll now connect them to the form — so emails fire automatically on submission and when a decision is made.

1. Set up submission notifications: Go back to your application form. In the form settings panel on the right, click Notify.

2. Set up conditional decision emails: In the application form, open Advanced logic from the form settings panel on the right → go to On update → click Add rule.

Click Save.

The PDF template turns any application submission into a clean, branded document — useful for board review packages or keeping a record of awarded grants. You'll paste the HTML directly into Formaloo's PDF template editor.

1. Open the PDF template builder: Click your profile icon → Apps & integrations → Custom PDF templates → + Add new template.

2. Switch to HTML view: In the template editor, switch the editor mode to HTML view.

3. Paste the template code: Copy and paste the following HTML:

4. Name and save: Give the template the name Scholarship application summary and click Save.

You now have a complete, automated scholarship and grant review workflow. Applicants submit their project details, budget, and documents through a structured form and immediately receive a professional confirmation email. Your admin team gets an instant alert with all the key details. Two reviewers score each application independently on a 0–100 scale, the total is calculated automatically, and the application status updates to Accepted or Rejected based on the score threshold — triggering the right decision email to the applicant without any manual steps. Every application can be exported as a clean PDF for board meetings or archiving.

Don't build this from scratch — we've already put it together for you.

Scholarship & grant application with scoring and approval workflow, The exact workflow from this guide, ready to use. Includes the application form, reviewer scoring fields, weighted total variable, acceptance logic, four email templates, and a PDF export template. Customize the fields, scoring threshold, and email copy to fit your program in minutes.

💬 Get help from our concierge team Our team will help you set this up for your specific use case.

📅 Book a demo for Team/Enterprise setup See how teams use Formaloo at scale with advanced permissions and integrations.