Reviewing Applications

Reviewing Applications

Evaluate applications, coordinate with your review team, make decisions, and notify applicants.

Access applications

From your organization dashboard:

1. Click the opportunity you want to review
2. Go to Applications tab
3. You'll see all submitted applications

Filter by:

• Status (new, in review, shortlisted, accepted, rejected)
• Score (if scoring has started)
• Reviewer assignment
• Submission date

Review an application

Click an application to see:

• Applicant info — Name, location, contact
• Application responses — Answers to your questions
• Portfolio works — Selected artwork with details
• CV — Education, exhibitions, awards, etc.
• Documents — Any uploaded files

Navigate between sections using the sidebar or scroll through the complete application.

Score applications

If you've set up scoring criteria:

1. Open an application
2. Find the scoring panel
3. Rate each criterion on your defined scale
4. Add notes explaining your scores
5. Save

Your scores contribute to the overall application ranking. If multiple reviewers score, Artsume calculates averages.

Scoring tips

• Score against your criteria, not against other applications
• Use the full range of your scale
• Add notes—you'll forget why you gave that score later
• Be consistent across applications

Assign reviewers

Distribute applications among your team:

Manual assignment:

1. Go to the applications list
2. Select applications to assign
3. Choose reviewer(s)
4. Assign

Automatic assignment:

• Set up rules to distribute applications evenly
• Useful for large applicant pools

Reviewers only see applications assigned to them (unless you grant broader access).

Blind review

For impartial evaluation:

1. Enable blind review in opportunity settings
2. Reviewer names are hidden from applicants
3. Optional: Hide applicant names from reviewers

Blind review reduces bias but may not work for all opportunity types.

Make decisions

After review:

Shortlist:

• Mark top applications as shortlisted
• Request additional materials if needed
• Schedule interviews if applicable

Accept:

• Change status to Accepted
• Prepare acceptance communications
• Set up next steps (contracts, payments, logistics)

Reject:

• Change status to Not Selected
• Prepare rejection communications

Communicate with applicants

Send notifications to applicants:

Bulk notifications:

• Select multiple applications
• Choose notification type (acceptance, rejection, request for materials)
• Customize message
• Send

Individual messages:

• Open specific application
• Send direct message
• Track communication history

All communications are logged in the application record.

Export data

Export application data for:

• External review panels
• Record keeping
• Reporting

Export formats: CSV, PDF, or custom reports.

Review workflow example

1. Deadline passes — Applications close
2. Initial screening — Staff checks eligibility, completeness
3. Assign reviewers — Distribute to review panel
4. Scoring period — Reviewers score and comment
5. Discussion — Team meets to discuss top applications
6. Decisions — Accept, waitlist, or reject
7. Notifications — Inform all applicants
8. Archive — Close opportunity cycle

What's next

• Team Collaboration — Coordinate with your review team
• Creating Opportunities — Set up your next opportunity