What Is Workspace?

Workspace is the standard way for organizations or individuals to apply for federal grants in Grants.gov. Workspace is a shared, online environment where members of a grant team may simultaneously access and edit different forms within an application. For each funding opportunity announcement (FOA), you can create individual instances of a workspace.

One of the primary benefits of Workspace is the ability to separate individual PDF forms that make up the traditional application package. This allows multiple team members within an organization to access and edit forms at the same time.

Upon completion of individual forms, applicants have the ability to upload completed forms to the workspace so other team members may view and edit the forms. Applicants may also choose to complete forms in a web browser, rather than downloading and filling out individual PDF forms.

Applicants can also reuse workspace forms when applying for new funding opportunities, provided the older form shares the exact name and version of the form in the new funding opportunity.

How Does Workspace Work?

Grants.gov Workspace exists to make applying for a federal grant as convenient as possible. By leveraging a range of user roles and access levels, applicants can control access to forms, create a custom workflow and save time on their application.

Workspace Participants

Workspace Participant is a registered applicant with access to at least one workspace.

Individual Applicants: If you are registered in Grants.gov and only have an individual profile (i.e., not applying on behalf of an organization), some of the steps and user roles associated with Workspace do not apply to you. Review the Grants.gov Variations for Individual Applicants help article for more information.

Roles for Workspace Participants

The Workspace Participant access level is considered a category of access. Any user listed in the Participants tab, thereby defined as a Workspace Participant, may also have the Workspace Manager role, Standard or Expanded AOR roles, the Workspace Owner access level, a combination of these roles and access levels, or no additional role or access level. All of these users are still Workspace Participants contributing their part in that workspace.

The Workspace Manager role enables a user to create new workspaces.

The Standard Authorized Organization Representative (Standard AOR) role enables a Workspace Participant to submit applications on behalf of the organization.

Watch the video below and review the Grants.gov Roles & Privileges page for a detailed breakdown of all the roles.

Note: Only Participants with the Workspace Manager role or a custom role with the Own Workspace privilege can become a Workspace Owner. If your organization uses custom roles rather than the core roles in Grants.gov, please refer to your internal training resources about Grants.gov. The Grants.gov Online User Guide uses the core roles (i.e., Workspace Manager, Standard AOR, and Expanded AOR) to explain which users may access and perform actions. For more information, review the Manage Organization Roles help article.