Submit.com Review, Scoring and Workflow Automation for Application Programmes
Submit.com application review workflow software is built for governments, universities, foundations and non-profits that need speed, control and defensible decisions across grants, scholarships, awards and talent programmes. Screening, reviewer routing, scoring and applicant communication run in one platform, replacing spreadsheets and inbox chasing.
Build Once, Run Every Program
Smart, Customisable Forms
Create branded, mobile-friendly forms with conditional logic, eligibility rules and multi-phase layouts, so you collect exactly what you need without back-and-forth.
Multi-Phase Submissions
Run single-round calls or multi-stage programmes with phased submissions. Shortlisted applicants are invited to the next phase and earlier answers carry forward, so forms and workflows are not rebuilt for each stage.
API and Integrations
Connect Submit.com to existing systems to reduce duplicate entry and keep records aligned across finance, CRM and reporting tools.
Automate Intake and Reviewer Routing
Submit.com application review workflow software applies your rules the moment an application arrives, so screening, sorting and assignment happen without anyone copying records between spreadsheets.
Auto-reject
Set an answer that ends an application, such as an ineligible location or organisation type. When an applicant gives that answer, the application is rejected and cannot progress, and the rejection email you have written is sent. Auto-reject takes effect when the form is submitted.
Works on
Multiple choice and multiple select questions
Auto-scoring
Give individual answers a score, so an application earns points for the qualities you value most, such as a higher score for a relevant qualification. Auto-scores sit alongside the scores your reviewers give.
Works on
Multiple choice and multiple select questions
Auto-tagging and routing
Tag applications automatically from their answers, for example by category, region or funding tier. Tags send applications to the matching folder for review, drive group messages and filter every report.
Works on
Multiple choice and multiple select questions
Assignment to team members
Switch on application assignment to give each application an owner on your team, so everyone knows which applications are theirs to check, chase or progress.
Scheduled opening and closing
Set an opening date and a deadline in advance, so a call opens and closes at midnight without anyone logging in. An application limit can close a form automatically once a set number of places has been taken.
Rules are set up per question while you build the form. See Submit.com smart online forms for conditional logic, question types and eligibility screening.
Custom Scoring and Evaluation Workflows
Consistent scoring is what makes a decision defensible. Submit.com turns your criteria into a scorecard that every reviewer uses in the same way.
Weighted scoring
Score bars turn each criterion into a scale with its own name, maximum score and guidance text that appears when a reviewer hovers over it. Weight the criteria that matter most, group related criteria into sections and require reviewers to write a note explaining each score.
Submit.com totals each application and shows the average across reviewers, with a breakdown by reviewer and criterion.
Internal appraisal forms
Alongside score bars, an internal appraisal form, sometimes called an office-use form, lets staff record structured assessments, such as eligibility checks or due diligence, that applicants never see. Appraisal answers can be included in summary reports.
Shortlisting by score
Sort applications by score, filter by score range and combine score filters with tags, so a shortlist of every application above a threshold in one category takes minutes.
Checking consistency
The scores report lists every score by reviewer and score bar, so a panel chair can see whether one reviewer marks consistently higher or lower than the rest, and whether every assigned application has been scored. See Submit.com reporting and analytics.
Manage Judges, Reviewers and Panels
Most programmes rely on people outside the organisation to assess applications. Submit.com gives them exactly the access they need and nothing more.
External reviewers
External reviewers get their own limited accounts. They see only the folders shared with them, can add scores and comments, and cannot see any score but their own. You decide whether each reviewer can download applications, and you can suspend access at any time.
Panel workflows
Each panel works from a folder, such as one category, region or shortlist. Tags can fill folders automatically, and folder settings control whether others can add applications. For a second round, invite shortlisted applicants to the next phase and share a new folder with the final panel.
What reviewers see
Folder settings can hide applicants' names and contact details for blind review, and individual questions can be hidden from reviewers' folders, so sensitive or internal information stays with your team.
Chambers Ireland's volunteer judges, some of them retired executives, review applications online from wherever they are, and only one or two needed a walkthrough. Read the Chambers Ireland story.
Collaboration and Role-Based Access
Three roles keep everyone in their lane: the people who run the programme, the colleagues who help, and the reviewers who assess.
Team leaders
Full access to the workspace. Create and manage forms, add team members and set their permissions.
Team members
Administrative access to the forms they are assigned to, with permissions that team leaders can switch on or off.
External reviewers
Access only to the folders shared with them. Add scores and comments, and see only their own scores.
Comments and notes
Every comment on an application can be kept private to the person writing it, shared with team members assigned to the form, or shared with everyone, including reviewers. You can choose whether team members may edit comments after posting, and add a tooltip that tells reviewers what kind of comment you want.
Tags that stay put
Tags can be visible to your team only or to everyone, including applicants. Team leaders can lock a tag so team members and reviewers cannot remove it, which protects tags that drive routing or reporting.
Permissions sit alongside audit trails, multi-factor authentication and single sign-on. See Submit.com security and compliance.
Applicant and reviewer communications
Most programme email is predictable. Submit.com sends it automatically, in your organisation's voice, and keeps the rest of the conversation with the application.
Automated reminders and status updates
Each form has its own editable email templates, sent automatically as applications move through the process:
- Draft saved: Sent when an applicant leaves before submitting, with a link to return
- Submission received: Confirms the application arrived
- Next-phase invitation: Invites shortlisted applicants to the next stage
- Tag applied: Sent automatically when a chosen tag is added
- Rejection: Sent when an application is rejected, manually or by an auto-reject rule
Group messages
Message everyone in a group at once: all applicants, completed or draft applications, invited or rejected applicants, favourites, or anyone with a particular tag. A message to draft applicants before the deadline is the quickest way to lift completion.
In-app mailbox and team notifications
With the applicant mailbox switched on, applicants and administrators message each other inside Submit.com, so the conversation stays with the application. Each team member chooses which email notifications they receive for the forms they work on.
Audit-Ready by Design
Full Audit Trails
Audit trails record activity on submissions, reviews, decisions and administrator actions, supporting internal reviews, board reporting and formal audits.
Data Security and Regulatory Alignment
Role-based access, encryption and governance controls support General Data Protection Regulation (GDPR) obligations and public-sector procurement, including HM Government G-Cloud supplier status. Read more about Submit.com security and compliance.
Structured, Consistent Decisioning
Weighted score bars, required scoring notes and automated rules help reduce subjectivity and errors, so allocation decisions are easier to defend.
Better Decisions Through Better Data
Real-Time Dashboards and Analytics
Fast, Flexible Reporting
Generate reports by tag, folder, status, date or score, download them as CSV or Excel files, and share programme performance with leadership and stakeholders.
Single Source of Truth
Workflow Capability Matrix
What happens at each stage of a programme, and who does it.
| Programme stage | Administrators | Reviewers | Applicants |
|---|---|---|---|
| Intake | Build forms, set rules, schedule opening and closing | Not involved | Complete the form, save and return, receive confirmation |
| Screening | Auto-reject, auto-scoring and auto-tagging run on submission | Not involved | Receive a rejection email if an auto-reject rule applies |
| Assignment | Tags route applications to folders; applications assigned to team members | Receive access to their folders | No change |
| Scoring | Set score bars, weighting and required notes; add appraisal forms | Score and comment on applications in their folders | No change |
| Shortlisting and decisions | Filter by score and tag; invite to the next phase or reject | See only their own scores | Receive invitation or outcome emails |
| Communication | Templates, tag emails, group messages and mailbox | Email notifications they choose | Messages in the mailbox and by email |
| Reporting | Dashboard, summaries, scores reports and exports | Not involved | Not involved |
On smaller screens, scroll the table sideways to see every column. Some capabilities depend on your plan.
Designed For Every Stakeholder
For Applicants:
- Branded portals, autosave, eligibility guidance and progress tracking make applications easier to finish, on any device.
For Reviewers:
- Folders containing only their own applications, weighted score bars, required notes and comment privacy settings keep review consistent, even at scale.
For Administrators and Finance:
- No-code workflow set-up, audit trails, exports and integration options, from intake through post-award tracking and payments.
Category Examples
The same review tools, set up for different programmes. Customer examples come from published stories; the scholarship example describes a common set-up.
Customer example
Grants: routing by area
Dún Laoghaire-Rathdown County Council auto-tags applications by electoral ward, so staff can route and report on applications for each councillor without sorting them by hand.
Read the Dún Laoghaire-Rathdown story | Submit.com grant management software
Typical set-up
Scholarships: fair committee review
A scholarship committee shares one folder per award, hides applicants' names from reviewers, and uses weighted score bars and required notes so every decision has a recorded reason.
Customer example
Awards: external judging panels
For the Cork Lifelong Learning Awards, Cork City Council gave 23 external judges limited accounts showing only their category, and scored nominations against five criteria.
Read the Cork City Council story | Submit.com awards management software
Customer example
Innovation: shortlist to interview
Ignite at University College Cork uses auto-tagging to spot strong applications to its graduate start-up programme, then shares shortlisted applications with interview panellists.
Read the Ignite story | Submit.com innovation programme software
Customer example
Talent: sorting candidates
Hamilton French uses auto-tagging to sort contractors by trade, location and availability, so the team can find suitable people for new placements quickly.
Read the Hamilton French story | Submit.com HR and talent programme software
What Sets Submit.com Apart
End-to-End Lifecycle Coverage
From application intake through review, decision, payments and post-award reporting, managed in one platform instead of spreadsheets and disconnected tools.
Automation that Actually Saves Time
Configurability Without Complexity
Trusted in Government, Education, and Non-profits
Key Capabilities At-A-Glance
- Smart form builder with conditional logic and eligibility rules
- Multilingual forms for applicants
- Multi-phase submissions
- Auto-reject, auto-scoring and auto-tagging
- Weighted score bars and comment privacy settings
- External reviewer access and role-based permissions
- Applicant mailbox and automated emails
- Live dashboards and exportable reports
- API, integrations and single sign-on
- Security, audit trails and GDPR support