Applications arrive as thirty-page PDFs in whatever template the applicant chose, and each one lands as a comparable card: organization, amount requested, project summary, beneficiaries, timeline, and a score against every criterion you published. Panel review starts with reading rather than with wrangling.
The app embedded on this page is the ApplyTrack App, a real Taskade Genesis build you can work through right now. It tracks applications across review stages, which is the review half of this build without the reading half. Click "Use this app" to clone it in about ten seconds, then add the upload form, the reading step, and the published scoring criteria below.
The build is one intake feeding a scored panel. An Applications Project holds one card per submission and a Scores Project holds one row per criterion per application, kept as connected records so a panel of four reviewers does not overwrite each other. A published form takes organization name, contact, amount requested, and a File field for the application document and any attachments. The Convert File to Text step reads each file, including scanned budget pages that arrive as images. An Ask Agent step returns organization, contact details, amount requested, project title, a plain summary, the stated beneficiaries and numbers, the timeline, the budget lines, and whether each eligibility rule you published is met. A first-pass score against your criteria goes on the card as a starting point for humans, clearly labelled as such.
The panel works in whichever layout suits the stage:
- Board view to move applications through Received, Eligible, Scored, and Decided
- Table view to compare amounts, scores, and beneficiaries across the round
- List view for a reviewer working through their assigned pile
- Plus Calendar, Mind Map, Gantt, and Org Chart across the 7 project views
Automations run the round. With Taskade automations, a submitted application acknowledges the applicant, an ineligible one is flagged with the specific rule it missed, and each reviewer gets their assigned pile with the deadline on their calendar. Across 100+ bidirectional integrations, forms pull submissions in while Gmail and Slack push assignments out. The AI agents inside the app carry 34 built-in tools with persistent memory, so an agent can summarize a round for the board meeting from your own scores.
Publish the criteria and the eligibility rules before the round opens, then encode exactly those into the app. A scoring system that differs from what applicants were told is the fastest way to lose a panel's confidence, and encoding the published rules keeps the two aligned by construction. Set reviewer assignments and the deadline at the same time you open the round, so nobody is chased later. After the round, keep the scores rather than only the decisions. The distribution across criteria is what tells you whether a criterion is doing any work, and that is how the next round gets better rather than just later.
Clone the app, invite your panel, and the applications, the scores, and the criteria are yours.
Read the pattern in Build a Document Intake App, the reading step in Convert File to Text, and the form options in AI Forms. Browse live builds in the Community Gallery, explore AI agents, or start from the templates library. Pair this with Run Rental Applications Through One Intake Desk if you also review applicant packs, and Compare Subcontractor Quotes Side by Side for the procurement equivalent.
Frequently Asked Questions
Does the AI decide who gets funded?
No. It reads what the application states, checks the eligibility rules you published, and puts a first-pass score on the card as a starting point. Humans score and decide. Say that plainly to your panel so the number is treated as a prompt, not a verdict.
Can several reviewers score independently?
Yes. Scores live as their own connected records, one row per criterion per reviewer, so nobody overwrites anyone. Table view then shows the spread as well as the average.
What if an applicant uses their own template?
That is the normal case, and the extraction works from meaning rather than a fixed layout. Ask for the fields you need and anything genuinely absent comes back blank rather than invented, which itself tells you the application is incomplete.
Can it check eligibility rules automatically?
It can check the ones that are stated in the document, for example a geography, a legal form, or a maximum amount. Publish those rules and the agent reports met, not met, or not stated, and a human confirms the borderline ones.
How long can the application document be?
Long documents are fine when they are typed PDFs, which are read as text and bounded by your plan upload size. Scanned pages are read off the image and should stay under 20 MB per file. Splitting a large scanned pack into a few files is the practical answer.
Are the submitted documents kept with the card?
Yes. Every upload attaches to its application and lands in your workspace Media tab, so reviewers read the original rather than a summary.
Can applicants track their own status?
On Business plans and above you can publish a signed-in surface on your own domain where an applicant sees only their own submission and its status. App sign-in through App Users is what ties each view to a named person.
Can we run several funding rounds in the same app?
Yes. Make the round a field on every application, so history stays available and comparisons across rounds are a filter. Criteria can differ per round while the underlying application fields stay the same.
