EdGrants Online—a smarter grants management system

The majority of new applications will be submitted through EdGrants. However, applications already in progress in QGrants will continue to be managed in QGrants.

The accounts for the authorised officer for each approved provider will be migrated over from QGrants and only a password reset is required to access. For other users a new account set-up will be required as detailed in the how to update and review organisation details and contacts.

Not all historical applications and agreements will appear in EdGrants.

EdGrants is focused on new and future submissions. Existing agreements remain valid and will continue to be managed by the department during the transition period.

Most new applications should now be submitted through EdGrants. If you are unsure whether your specific application should be lodged in EdGrants or relates to an existing process, please contact the department by emailing Kindyfunding@qed.qld.gov.au and we can confirm.

Yes. EdGrants is now the department's primary grants management system for new applications. Service providers are encouraged to familiarise themselves with the platform once the transition is complete and you have received an email to login.

For technical issues such as login problems or system errors, please follow the support instructions provided in the quick reference guides, or if you are still having issues please email EdGrantshelp@qed.qld.gov.au. For program-specific or funding questions, the Kindy Funding team can assist—Kindyfunding@qed.qld.gov.au.

The transition to EdGrants is intended to improve processing and visibility over time. As with any system change, there may be an initial adjustment period, but the department will work closely with services to minimise disruption.

MFA stands for Multi-Factor Authentication. It is a mandatory security requirement for EdGrants and helps protect user accounts and sensitive information by requiring an additional verification step when logging in.

You will need access to a mobile phone or device capable of receiving authentication codes or using an authenticator app. It is recommended that service providers use the Microsoft or Google MFA authenticator apps. Instructions are provided during the EdGrants registration process. If you need further guidance or don't have access to a mobile device, please contact the department by emailing EdGrantshelp@qed.qld.gov.au.

If you are a service provider accessing the external portal you will be initially prompted to register your identity using the recommended authenticator app method. Once this is complete you have the option of ticking the box which will only require you to authenticate your identity every 30 days. However, if you change devices or browsers, you will be asked to immediately reauthenticate.

It is recommended that you also set up email as a backup authentication method. This will cover you in situations when the authenticator app is not available (e.g. loss of mobile phone or leaving phone at home).

Please see the MFA troubleshooting guide.

A rollover application is for services that are already approved and funded under a 2025 agreement and are continuing into the next funding period without requiring an initial assessment.

A rollover application requires the service provider to submit key information to the department via EdGrants Online. Refer to how to complete kindergarten program provider rollover application in EdGrants.

If you are a new organisation, you will firstly need to establish an account in EdGrants and then submit an application to become a Kindy Program Provider to access Queensland Kindy Funding.

Refer quick reference guides—how to set up and create new organisations in EdGrants Online and how to complete kindergarten program provider new application in EdGrants

The application will remain in draft status waiting for approval and submission by the authorised officer and will not be visible to the department for assessment. Processing only begins once the authorised officer has completed the declaration and submitted the application.

• Authorised Person—is the designated representative who has full authority to act on behalf of the organisation. This includes signing agreements, approving, and completing applications and having full access to EdGrants. They are accountable for approvals and compliance.

  Importantly, the Authorised Person is the only role that can view and complete the declaration section at the end of each application in EdGrants. An Authorised Person can invite multiple Responsible Persons to register in EdGrants.

• Responsible Person—is added by the Authorised Person using the how to update and review organisation details and contacts. While their responsibilities may overlap with those of the Authorised Person, they cannot view the declaration, agree to the terms and conditions, or submit an application.

  They can complete an application up to the declaration section on behalf of the Authorised Person and can add contacts to the organisation or services in EdGrants. Responsible Persons can also invite additional Responsible Persons, enabling shared management of user access within the organisation.

• Contact Person—is an additional role that can be recorded in EdGrants. A Contact Person receive email notifications only and do not have system access.

Yes, the Authorised Person is copied. The department will also receive notifications about authorised officer changes and bank details changes.

To maintain security and accountability, shared logins are not permitted. Each external account must use multi-factor authentication (MFA), requiring both a password and a code generated from a mobile app. This helps keep information safe by ensuring only the right people can access and update it, and that all changes are clearly linked to an individual user.

Yes, an 'Awaiting Authorised Person signature' email is sent if the request is not actioned.

For services that have any questions or are experiencing serious technical difficulties with EdGrants, email EdGrantshelp@qed.qld.gov.au.

The Department of Education, through Early Childhood, Regulation and Communication, is collecting your personal information, including your name and email address.

The purpose of this collection is to enable you to register to create accounts and lodge applications and reports in the EdGrants online portal.

If you do not provide your personal information, you will be unable to use the EdGrants online portal and may not be able to lodge the necessary funding applications and reports.

Your personal information will be managed in accordance with the Information Privacy Act 2009 and will not be used or disclosed for another purpose without your consent or unless authorised or required by law.

Information about how individuals can access and amend their personal information held by the department, together with information about how individuals can make a privacy complaint is available on the privacy page of the Department of Education website​.