Casestudy
X
4900+
applications in Cycle 1,
vs ~1,500 planned
85k+
countries, currencies, and legal frameworks
30+
1days
Days to complete
full review round
90hr saved
Per round, mechanical
checks
The challenge
More applications than anyone planned for
3,500 applications received vs ~1,500 anticipated
Complexity at scale
40+ countries, currencies, and languages, including non-Latin alphabets
~6 hours a day of senior staff time spent on screening and assessment
Consistency and fairness
Ensuring application #1 and application #3,500 get the same rigor
No room to slip
Award notifications targeted for mid-April
Cycle 2 overlapping quickly, with no breathing room in between
Mode 1
Eligibility
Legal registration validation
Organisational size
Geographic alignment
Financial capacity checks
Mode 2
Complexity at scale
Program design
Impact potential
Budget alignment
Sustainability and community engagement
Implementation plan
Weeks 1–2
AI alignment consult
A 30-application sample is used to align the AI with your rubric
Your team leaves with a calibration report within 10 days
Weeks 3–5
Full Cycle 1 deployment
All remaining applications processed, with cover sheets for the advisory board
Complete ahead of mid-April award notifications
Post Cycle 1
Cycle 2 preparation
Criteria refined from Cycle 1 lessons learned
Scalability verified for an anticipated 7,000+ applications
Cycle 3 and beyond
A fully optimised pipeline
Institutional knowledge compounding, cycle over cycle
The results
Before and after Optible.
Before
25 min
After
90 sec
Per application
screening time
Before
14 Staff
After
3 Staff
Required to manage
the full review round
Before
3 Months
After
6 Days
Total round
turnaround time
What changes for your team, and what doesn't
What changes
6+ hrs/day reviewing becomes minutes of spot-checking flagged items
One independent AI benchmark score, instead of 40/40 vs 23/40
Currency conversion automated across 40+ countries
Every decision traceable and explainable
What doesn't change
Your team makes every final decision — Optible recommends, humans decide
Your criteria and institutional knowledge drive the AI
Applicant relationships stay in your systems
Implementation plan
What they're telling us.
"When you're reviewing thousands of applications from across the world, you can't afford a process that breaks at volume. Optible didn't just save us time — it made the whole thing possible."
Program Director — FIFA × Global Citizen Community Fund
1
SOC 2 Certified
ISO 27001
US-domiciled (AWS)
GDPR Compliant
Multi-region hosting
Annual pen testing
Running a global grant program?
Let's talk about what your review process needs to look like at scale.
Book a Demo
