Open Calls Fund is a comprehensive digital platform designed to manage the entire lifecycle of open call programs and funding initiatives. Developed by Exeo, the platform supports multiple user roles — including administrators, evaluators, and applicants — within a cohesive and user-friendly environment. Its modular design ensures flexibility and scalability, enabling organizations to handle high-volume application rounds while maintaining transparency and operational efficiency.

Key Features

Backoffice App

The Backoffice App serves as the operational core of the platform, empowering administrators to manage open calls with precision and ease. From the creation and supervision of application rounds to the assignment of evaluators, every process is handled within a centralized interface. Administrators can import external data, trigger automated email notifications, and generate exports in Excel format for applications, evaluations, or registrations.

Evaluator management is also streamlined through the Backoffice. Administrators can assign evaluators to specific calls, monitor their performance, and export evaluation data as needed. A built-in rating mechanism supports quality control, while integrated messaging and email features facilitate communication across all roles.

To ensure objective assessment, the platform includes a ranking system based on weighted evaluation criteria. Scores are calculated dynamically based on predefined logic, supporting transparent decision-making.

Custom forms can be created and modified through a built-in form designer. Administrators can design distinct forms for application, eligibility review, and evaluation, with the ability to apply weighting schemes to individual fields. Field annotations help guide applicants and evaluators through each section, further improving clarity and usability.

The system features a unified CRM environment that merges all user roles — administrators, open call managers, evaluators, and applicants — under one backend. This makes it easy to manage permissions, access records, and provide support without switching between interfaces. Integrated helpdesk functionality, complete with an FAQ section and CRM-based ticketing, enhances the support experience.

Communication is another key strength of the platform. Administrators can use preconfigured email templates to communicate milestones, deadlines, or evaluation results. Threaded messaging allows for real-time discussions between users, and all interactions are logged within the CRM for full traceability.

Evaluator App

The Evaluator App provides reviewers with a dedicated interface to assess submitted applications. Evaluators can access only their assigned entries, complete evaluation forms, and follow detailed assessment guidelines provided by administrators. The environment is structured to support both transparency and focus, reducing the risk of confusion or missteps in scoring.

Each evaluator has access to a personalized dashboard where they can track their workload and review timelines. Notifications keep them informed about upcoming deadlines or updates, while internal messaging tools ensure direct communication with coordinators or administrators. Evaluators can also manage their profiles and view their history across different calls.

Applicant App

The Applicant App is crafted with clarity and user experience in mind, guiding individuals and organizations through the application process from start to finish. Applicants are led through structured application forms which save progress automatically, allowing them to return at any time to complete submissions. When a deadline is reached, incomplete applications are automatically submitted to ensure inclusion in the review process.

Applicants can manage their personal or organizational profiles, monitor the status of their submissions, and receive notifications for key events — such as submission confirmations or evaluation outcomes. An integrated messaging system allows them to contact the helpdesk or administrators directly from within the platform, ensuring smooth communication and support.

Outcome

With its comprehensive architecture and user-centric design, the Open Calls Fund platform enables organizations to run fair, efficient, and scalable open call programs. By unifying administrative workflows, evaluator tools, and applicant interfaces into a single digital ecosystem, the platform supports informed decision-making and transparent funding allocation. Designed and delivered by Exeo, it stands as a robust example of how digital tools can drive clarity, impact, and innovation in the grantmaking and funding space