# User Guide - NOVAI

## Authentication Pages

### Sign In Page

#### Goal & Scope

Goal: The sign-in page allows registered users (primarily Organization representatives) to securely authenticate into the NOVAI platform and access your personalized dashboard.

Scope: Email verification is required before login. Unverified accounts are prompted accordingly.

User flow:

<div data-with-frame="true"><figure><img src="/files/AbAFAkjptxnwc0mGyaaq" alt=""><figcaption></figcaption></figure></div>

{% stepper %}
{% step %}

### Sign In

* Entry point: User clicks "Sign In" from homepage.
* Enter email and password.
* Press "Sign in".
* If credentials are invalid: show error.
* If valid but email not verified: show message and block login.
* If valid and verified: redirect to /dashboard.
  {% endstep %}
  {% endstepper %}

***

### Sign Up (Required)

#### Goal and Scope

Goal: Enable new organizations and experts to create an account that grants them access to the NOVAI app.

Scope:

* This step only collects login credentials (name, email, password).
* Organization details, verification, and document uploads are handled in later steps.

#### Sign Up for Organizations

<div data-with-frame="true"><figure><img src="/files/JE82nO8JZYZ16GyX4Nmy" alt=""><figcaption></figcaption></figure></div>

#### Sign Up for Experts

<div data-with-frame="true"><figure><img src="/files/jFq6dhmtMuLI9WUv4O5G" alt=""><figcaption></figcaption></figure></div>

User flow:

{% stepper %}
{% step %}
Enter Full Name, Email Address, Password, Confirm Password.\
All fields are required.
{% endstep %}

{% step %}
If valid, click "Get Started".

You need to verify email address.<br>
{% endstep %}

{% step %}
Proceeds to signin after email confirmation.
{% endstep %}

{% step %}
Redirected to: /onboarding or /onboarding-experts
{% endstep %}
{% endstepper %}

***

### Onboarding (Organization)

Overview: The onboarding process collects organization information across multiple steps. Users may save & complete later on optional steps.

{% stepper %}
{% step %}

### Organization Information (Required)

Goal: Collect core organization identity and registration information for a minimal Organization profile.

Captured fields:

* Organization Name
* Year Founded (must be a number between 1800 and current year)
* Organization Type
* Countries of Registration (multi-select; at least one required)
* Governorates and Districts (multi-select; not required)
* Annual Budget (value + currency)
* Latest Annual Report Document

If valid, click "Next" → proceeds to Mission & Purpose.

<div data-with-frame="true"><figure><img src="/files/AAK5jaKyBoEY9VfhYask" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Mission & Purpose (Recommended)

Goal: Collect mission, vision, and Activities Overview to enrich profile and support grant-matching.

Scope: All fields are optional but recommended.

User actions:

* Fill in: Mission Statement, Vision, Activities Overview (recommended).
* Select: Sectors of Work, Geographic Reach, Target Beneficiaries, Sustainable Development Goals (SDGs).

Proceeds to Contact Information (Optional — user can Save & Complete Later).

<div data-with-frame="true"><figure><img src="/files/2nr5RDqOCEfsBoasDa2y" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Contact Information (Recommended)

Goal: Collect general contact details to improve discoverability and communications.

Scope: All fields optional but recommended.

Fields:

* Physical Address
* Phone Number (supports international formats)
* Primary Grant Contact
* Website URL (must be valid URL)
* Social Media: Facebook, Twitter, LinkedIn, Instagram (must be valid URLs)

Proceeds to Financial Info (Optional — user can Save & Complete Later).

<div data-with-frame="true"><figure><img src="/files/vHeniApqzw9bX73Mz0zM" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Financial Information (Recommended)

Goal: Capture financial context that helps donors assess capacity and funding experience.

Scope: Optional. Collects staffing, partnerships, donors, and funding challenges. No documents/proof required at this stage.

User actions:

* Enter numeric values for Full-time Staff, Part-time Staff, Volunteers (validated non-negative).
* Fill in Main Partners (non-funding collaborators), Main Donors (past funders), Funding Challenges (text).
* If valid or skipped, click "Next" → proceeds to Projects.

<div data-with-frame="true"><figure><img src="/files/PopLmKWOrSkMcN2Z7Qsw" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Projects (Recommended)

Goal: Collect information about the organization's most impactful projects and achievements.

Scope: Saved locally; editable after registration.

User actions:

* Add one or more projects, each with:
  * Project Title
  * Project Description
  * Donor/Funder
  * Duration
  * Budget (amount + currency)
  * Main Activities
* Projects can be added, edited, removed dynamically.

Proceeds to Certificates (Optional — user can Save & Complete Later).

<div data-with-frame="true"><figure><img src="/files/DSSJkKeJ98EyRQtxUgff" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Certificates (Recommended)

Goal: Gather information about certifications.

Scope: Optional. Users can upload certificates.

User actions:

* Optionally add due diligence certificates (e.g., ISO 9001).
* Select one option for board member vetting: Yes / No.
* A note explains why helpful to donors.
* If a selection or certificate is entered, user may click "Next".

Proceeds to Documents (Optional — user can Save & Complete Later).

<div data-with-frame="true"><figure><img src="/files/Z4aisToLD6f0eE83wyYB" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Organization Documents (Recommended)

Goal: Collect key organizational documents to help funders assess structure and capacity.

Scope: Optional; includes required and recommended documents. Files stored for later upload; system does not validate content immediately.

Document list (user sees type, description, priority):

* Organizational Brochure or Profile (Required)
* Registration Certificate (Required)
* Annual Budget (Recommended)
* Strategic Plan (Recommended)

User actions:

* Click "Select File" to upload.
* Files validated for size (<100MB) and format.
* Users may remove/replace uploads before submission.
* Step is auto-marked complete even if no files uploaded.

<div data-with-frame="true"><figure><img src="/files/XBvuODwHD4hFmpJopLBA" alt=""><figcaption></figcaption></figure></div>
{% endstep %}
{% endstepper %}

***

### Novai's Terms and Conditions

Goal and Scope:

* Goal: Provide users with clear Terms & Conditions and Privacy Policy that must be accepted before accessing NOVAI.
* Scope: Covers user responsibilities, lawful platform usage, confidentiality expectations, and NOVAI's right to update these terms.

User flow: Users review Terms & Conditions and Privacy Policy, confirm acceptance, then proceed to access the NOVAI platform.

<div data-with-frame="true"><figure><img src="/files/2hEnA7TbUHqtI8XiuhVN" alt=""><figcaption></figcaption></figure></div>

***

## Dashboard

Goal: Provide a centralized view of NGO user activity, including grant matches, proposal progress, upcoming sessions, and profile completion status.

Scope: Displays summary indicators: Matching Grant Alerts, Proposal Drafts, Upcoming Sessions. Includes filters and a table of grant listings. Profile completion notice appears if onboarding incomplete.

User flow:

1. User is redirected here after payment is successful.
2. Sidebar: profile completion status + button to complete profile.
3. Three summary cards show:
   * Total number of matching grant alerts
   * Number of saved proposal drafts
   * Number of upcoming expert sessions
4. "Matching Grant Alerts" includes search filters and a paginated table of grants (title, country, sector, deadline, budget). Each row includes a dropdown for actions.

Key points:

* Central location for monitoring proposal and grant activity.
* Profile reminder encourages completing onboarding.
* Filtering narrows grants to relevant opportunities.

<div data-with-frame="true"><figure><img src="/files/ia7N8NHQGGki87kGahkI" alt=""><figcaption></figcaption></figure></div>

***

### View Grants

This page shows an overview of a specific grant: countries, governorates, districts, sectors, sub-sectors, budget, and deadline. If the deadline passed, the Apply button is disabled. The right side shows the Apply button, "View Source Page", and matching indicators for Geographic Eligibility, Sector Alignment, Budget Compatibility, and Timeline Feasibility. The main area includes grant description, downloadable documents, and application requirements to help assess fit.

<div data-with-frame="true"><figure><img src="/files/VCuIZk0LXlk51xGah03w" alt=""><figcaption></figcaption></figure></div>

***

### Search Grants

This is where the user lands when selecting "Advanced Search" from the sidebar. The user can start a manual search by clicking "Filters" for advanced options.

<div data-with-frame="true"><figure><img src="/files/wphhSvhBlwfbeo1QJLQi" alt=""><figcaption></figcaption></figure></div>

Advanced Grant Filters:

* Grant title, Grant description
* Countries, Governorates, Districts, Sectors, Sub-sectors
* Deadline
* Budget range
* Donor name/type
* External form availability

After configuring filters, click "Search Grants" to show results.

<div data-with-frame="true"><figure><img src="/files/YCCXI4WZGvxhL89GZwqM" alt=""><figcaption></figcaption></figure></div>

***

### My Private Grants

Goal: Allow users to create, manage, and organize private grant opportunities visible only to them or selected organizations.

Scope: Covers lifecycle of private grants: create new grants using AI-assisted document extraction, upload guidelines/templates/external form URLs, configure information and proposal sections, manage owned/shared grants, and share with selected organizations.

User flow:

* Navigate to Grants → My Private Grants to view owned or shared grants

<div data-with-frame="true"><figure><img src="/files/Hze9CYl8VzTDWKZtQOnd" alt=""><figcaption></figcaption></figure></div>

* To create a new private grant: click Add Private Grant → enter grant title, optional external form URL, upload guidelines and optional proposal template/form file.
* Click Extract Grant Fields to analyze documents and automatically extract requirements, criteria, proposal sections, and form fields.

<figure><img src="/files/Zywyt9soygP9LeTiueAO" alt=""><figcaption></figcaption></figure>

* Review and configure extracted content across sections, adjust as needed, then save.
* Finalized grants appear under Owned Grants; optionally share with specific organizations (they see it under Shared With You).

### Applying to a Grant

When the user clicks Apply, a popup asks how they want to proceed.

<div data-with-frame="true"><figure><img src="/files/GvhWCXydBfDb2WBNQoH1" alt=""><figcaption></figcaption></figure></div>

Options:

* Apply Alone: Start Co-creation Session → taken to proposal creation workspace to begin full co-creation for the organization's individual application.
* Apply with Partners: Co-create with partner organizations. The user sees organizations that previously granted collaboration access. After selecting partners and continuing, the proposal workspace includes selected partner NGOs; their organizational profiles and shared data are incorporated into AI-powered co-creation.

<div data-with-frame="true"><figure><img src="/files/aJAZHDkM8C3zESSwpJUy" alt=""><figcaption></figcaption></figure></div>

Once chosen, the system opens a Grant Eligibility Assessment session: a brainstorming space that displays grant details, predefined questions automatically answered by AI based on each organization's profile, and a chatbot assistant for follow-ups.

<div data-with-frame="true"><figure><img src="/files/Fa7XdbtdNmSQjPRgCEaP" alt=""><figcaption></figcaption></figure></div>

After brainstorming, click "Generate Ideas". The AI gathers grant and organization data and produces three tailored project ideas (about 30 seconds).

<div><figure><img src="/files/5uop18dRaq2lPgzvIYGe" alt=""><figcaption></figcaption></figure> <figure><img src="/files/cvcdpU0uqHdAhRm34WYt" alt=""><figcaption></figcaption></figure></div>

For each generated idea, users can "View Details", ask the AI chatbot to edit/elaborate/rewrite, and then use "Apply Enhanced" to apply generated content. Version control is available: view changes, compare versions, revert to earlier versions, and request new batches of ideas (previous batches saved).

<div data-with-frame="true"><figure><img src="/files/GzuoeVgzaIV92EER5DpC" alt=""><figcaption></figcaption></figure></div>

The version control panel saves every revision with labels and timestamps, providing side-by-side comparisons and options to view, revert, or continue editing.

<div data-with-frame="true"><figure><img src="/files/aI6mvR5zVRGYCdg00CHS" alt=""><figcaption></figcaption></figure></div>

<div data-with-frame="true"><figure><img src="/files/hPuPUIp9tlcuAf2izOUs" alt=""><figcaption></figcaption></figure></div>

After selecting an idea, click "Create Proposal". The AI automatically gathers and organizes required content based on the selected idea, grant details, and organization(s), filling fields such as project title, project number, country, location, dates, description, applicant details, contact information, and full funding & budget breakdown. Sections can be hidden/collapsed for focused editing.

<div data-with-frame="true"><figure><img src="/files/I3mUjMIY0jB0ZE9XCYJN" alt=""><figcaption></figcaption></figure></div>

Proposal Entry Scenarios:

* Admin-Defined Template: AI parses uploaded document templates and builds identical on-platform form.
* External Web Form: Upload an exported external form; AI parses fields and recreates the form structure on-platform.
* Default 10-Step Template: If no custom template is available, use the built-in 10-step proposal wizard guiding essential sections.

<div data-with-frame="true"><figure><img src="/files/0UM8jJdZCyLjIEEB0q2t" alt=""><figcaption></figcaption></figure></div>

If users are not satisfied with proposal sections, they can ask the AI to suggest alternatives, review suggestions, and insert them directly.

<div data-with-frame="true"><figure><img src="/files/M1zJ6VSkSDo2yyVqV4x6" alt=""><figcaption></figcaption></figure></div>

Finalized proposals can be saved and exported in PDF, Word, or Markdown formats.

<div data-with-frame="true"><figure><img src="/files/UI7r2FvDtTFYJm1iTlUY" alt=""><figcaption></figcaption></figure></div>

***

### Proposals

This screen provides a centralized view of all proposals with details: title, associated grant, status (draft, submitted), last updated. Quick actions: view, edit, submit, delete.

Proposal editor view:

* Access saved versions of drafts.
* Center: organized sections with completion indicators.
* Right: AI writing assistant for summarizing, guiding, and drafting responses tailored to grant requirements.

The proposal is broken into clear sections to track writing progress, show completion and word counts, and display the current draft for the selected section.

<div data-with-frame="true"><figure><img src="/files/2WuBW2BEkSZv2sWaQZXV" alt=""><figcaption></figcaption></figure></div>

***

### Manage Grant Alerts

Here users can view, edit, or delete previously created grant alerts (e.g., targeting a specific country or budget). Each alert scans the grant database and shows matching results under "Grants by Alert".

<div data-with-frame="true"><figure><img src="/files/CFYJR5UAZXQeg5O0XfSM" alt=""><figcaption></figcaption></figure></div>

Users can create new alerts by setting criteria (country, sector, budget, deadline, keywords). Saved alerts continuously monitor and notify users of relevant grants.

<div data-with-frame="true"><figure><img src="/files/hD5lbspQhlekuX6VVowQ" alt=""><figcaption></figcaption></figure></div>

***

### Browse Experts

Users can view and search experts by name, expertise area, or language. Expert cards display hourly rate, location, languages, and expertise tags.

<div data-with-frame="true"><figure><img src="/files/RpilmhfNSz419XXYMkGQ" alt=""><figcaption></figcaption></figure></div>

To book a session: click "Book Session", then select preferred meeting time. Sessions are typically 30 minutes; conferencing details shared on confirmation. Calendar shows expert availability and time zone.

<div data-with-frame="true"><figure><img src="/files/T98SLHcldS211alH4sq5" alt=""><figcaption></figcaption></figure></div>

***

### My Expert Bookings

Manage expert bookings in one place. View breakdown of total, upcoming, completed, and confirmed sessions.&#x20;

<div data-with-frame="true"><figure><img src="/files/6DW3YxNvIvzlS4V3g35A" alt=""><figcaption></figcaption></figure></div>

Each booking shows expert name, session type, time, time zone, and status tags (Cancelled, Confirmed). Users can join meetings via links, view session notes and status.

<div data-with-frame="true"><figure><img src="/files/MywylbwOPChMR08bkBeq" alt=""><figcaption></figcaption></figure></div>

***

### Profile Management

Manage organization profiles and collaboration roles. Each card shows organization name, sector, founding year, and profile completion. Labels indicate access level: Owner and Viewer.

<div data-with-frame="true"><figure><img src="/files/iSoWovCLRQyzLQ1VPsPS" alt=""><figcaption></figcaption></figure></div>

Users can edit onboarding-entered information across sections: Basic Information, Mission & Purpose, Contact Information, Financial Information, Vetting & Compliance, Projects & Achievements, Documents. Each section is saved individually.

<div data-with-frame="true"><figure><img src="/files/kjz4LfAimrTwQ7OsEQIK" alt=""><figcaption></figcaption></figure></div>

Partners tab: Search other organizations on Novai.&#x20;

<div data-with-frame="true"><figure><img src="/files/uZ6ULjpYbBcS6972wonR" alt=""><figcaption></figcaption></figure></div>

Request collaboration access to work together on proposals through shared co-creation sessions.

<div data-with-frame="true"><figure><img src="/files/wuR5Oh1ADU125GHn3KhF" alt=""><figcaption></figcaption></figure></div>

Access Requests tab: Manage all collaboration requests in one place. This tab is divided into two sections:

* Received Requests: View incoming collaboration requests sent to your organization.\
  Each request shows the requested role (viewer), organization name, and the message or reason provided. You can accept or decline requests here. Once accepted, the requesting organization gains collaboration access, which you may revoke at any time.

<div data-with-frame="true"><figure><img src="/files/ZIeeA8I7DbWdBryf7Mo1" alt=""><figcaption></figcaption></figure></div>

* Sent Requests: View collaboration requests you have sent to other organizations. Each request displays the message and current status. You can cancel pending requests if needed.

<div data-with-frame="true"><figure><img src="/files/GZ4e22lavsuA9MwYRPAw" alt=""><figcaption></figcaption></figure></div>

***

### Guest Access

The Guest Access feature allows inviting someone by email to help complete your organization's profile.&#x20;

<div data-with-frame="true"><figure><img src="/files/eeT7UuYGnWc23Bc48hSv" alt=""><figcaption></figcaption></figure></div>

The invitee receives a secure link with access only to your organization details to review/edit required information. The guest experience mirrors onboarding but is limited strictly to profile completion with no visibility into other parts of the platform.&#x20;

<div data-with-frame="true"><figure><img src="/files/rHnZjuZvDoeW77n9jVrV" alt=""><figcaption></figcaption></figure></div>

Track active invitations and revoke access at any time.

<figure><img src="/files/7Yt8jQ1IVhsTBz2jMyQA" alt=""><figcaption></figcaption></figure>

***

### Settings

Update personal information (name, profile picture).

<div data-with-frame="true"><figure><img src="/files/4kFalgFyKZ028wek9Cl2" alt=""><figcaption></figcaption></figure></div>

Change account password.&#x20;

<div data-with-frame="true"><figure><img src="/files/cMjmzeJer0Ci7HP8RFW7" alt=""><figcaption></figcaption></figure></div>

View subscription plan, billing status, renewal date, and manage subscription settings.

<div data-with-frame="true"><figure><img src="/files/Vjt8mYi3XHwhOAx0fE2L" alt=""><figcaption></figcaption></figure></div>

Choose notification preferences and types of alerts to receive. During quiet hours (22:00 – 06:00 UTC), you will only receive critical notifications, such as password resets.

<figure><img src="/files/QOyfcDnY0SED3EW5yFJq" alt=""><figcaption></figcaption></figure>

Option to permanently delete account and all related data (irreversible).

<figure><img src="/files/0DkpA6SJFpCd035AK7IQ" alt=""><figcaption></figcaption></figure>

***

## Expert Onboarding

This section allows experts to submit their information for review by the NOVAI team.

It serves as the official application process to join the NOVAI Experts network and ensures that all submitted profiles meet platform standards before approval.

{% stepper %}
{% step %}

### Personal & Contact Information (Required)

Goal: Collect core registration information for your expert profile.

Captured fields:

* Expert's Name
* Phone Numbner
* Country of residence
* LinkedIn (Optional)
* Languages spoken.

If valid, click "Next" → proceeds to Education & Credentials.

<div data-with-frame="true"><figure><img src="/files/0ERF8BSONtQAdQXvGPj9" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Education & Credentials (Required)

Goal: Collect verified education details to support expert review.

Captured fields:

* Proposal development background
* Past donors worked with
* Proof of work or supporting documents
* List of assignments completed
* Projects contributed to
* Roles held
* Individual contributions

If valid, click "Next" → proceeds to References.

<div data-with-frame="true"><figure><img src="/files/VjOzNNUrQRssvYoQWGOM" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Professional Experience (Required)

Goal: Capture relevant professional background and proof of work.

Captured fields:

* Proposal development background
* Past donors worked with
* Proof of work or supporting documents
* List of assignments completed
* Projects contributed to
* Roles held
* Individual contributions

If valid, click "Next" → proceeds to References.

<div data-with-frame="true"><figure><img src="/files/UBecaK3QfTCdbloAgelN" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### References (Required)

Goal: Verify professional experience through trusted organizations.

Captured fields:

* Organization reference name
* Contact person
* Contact email or phone number
* Role or project context
* Minimum of three references

If valid, click "Next" → proceeds to Portfolio of Similar Work.

<div data-with-frame="true"><figure><img src="/files/BdjgQtYim7NS7zqnRYpZ" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Portfolio of Similar Work (Required)

Goal: Showcase expertise and relevant experience.

Captured fields:

* Short professional biography
* CV or resume upload

If valid, click "Next" → proceeds to Interview & Verification Process.

<div data-with-frame="true"><figure><img src="/files/9q1OIwVI5Agu80KJS3NH" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Interview & Verification Process (Required)

Goal: Showcase expertise and relevant experience.

Captured fields:

* Short professional biography
* CV or resume upload

If valid, click "Submit" → proceeds to NOVAI Team Review.

<div data-with-frame="true"><figure><img src="/files/c66cRUV64JnODiq7bACe" alt=""><figcaption></figcaption></figure></div>
{% endstep %}
{% endstepper %}

When you click Submit, your application is sent to the NOVAI team for review. A member of the team will evaluate your profile, documents, and submitted information to determine whether your application meets the platform’s expert criteria. Once a decision is made, you will receive an email notification at the email address you provided, informing you whether your application has been accepted or rejected.

Your application status will also be visible in your dashboard when you log in to the same account. The status may appear as Under Review, Accepted, or Rejected, along with clear reasons in case of rejection. Experts whose applications are rejected may update their information and apply again in a future submission.


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