Grant Catalog Setup and Management

Set Up a Default Fund for the Grant Catalog

It is recommended to create a dedicated fund for all grant catalog activities before setting up the catalog record. This fund serves as the pass-through fund for all donations coming in and grants going out. The default fund should start at zero before the catalog opens and return to zero once all grants have been paid out and the catalog is fully closed. This ensures that donations and grants balance when the grant catalog closes. 

Populating the Fund field during initial grant catalog setup enables bulk action processing later in the workflow and saves manual effort when processing grants after the catalog closes. 
 

Choose Grant Categories or Grant Types

Grant categories and grant types are two options for organizing how grants will be grouped and filtered within a catalog. Grant categories are user defined, you create them within the grant catalog record. Alternatively, enabling grant types to automatically populate as categories can streamline setup and minimize manual configuration.

If no grant categories are created and grant types are not enabled, grants will display under a category of "Other" in the grant catalog.
 

Choose How Grant Requests Are Created

The method chosen for creating grant requests will shape the steps that follow and determine how much direct involvement grantees have in the process.

There are two options:

Request Form Option - Grantees receive an invitation with a unique URL and complete a grant request form that staff then review and approve for inclusion in the catalog.

Automatically Create Requests Option - Staff create grant requests in bulk in CommunitySuite without any action needed from grantees. Requests can be created using basic grantee profile information, or short and long descriptions from the Nonprofit Directory can be pulled in automatically to add more detail to each request.
 

Create a Separate and Distinct Matching Fund

If using the match grants functionality, it is recommended to create a separate and distinct matching fund. The matching fund is also a pass-through type of setup and must be different from the grant catalog fund for CommunitySuite's match grants feature to function. Not all grant catalogs will have a matching fund opportunity, so this is optional only if this scenario applies. 

Setting up a grant catalog starts with creating the catalog record, defining the catalog's start and end dates, and setting the default fund for the catalog's financial activity. At least one grant category must be created before launching the catalog, or grant types can be enabled to automatically organize the catalog. Request form options can be configured to control what grantees see when submitting a request, if applicable. If also including funds as part of the grant catalog, those can also be added during this phase.

Create a Grant Catalog

To create a grant catalog in CommunitySuite:

1. Navigate to the Grant Catalogs page.
2. Click Create in the left-side menu. 
3. Enter the applicable Create Grant Catalog information, and then click Create. 
   • Name - The description of the grant catalog. This field is public facing; it is recommended to use a descriptive name.
   • Fund - The default fund for grants that are added to the catalog. Adding a fund at catalog creation enables bulk action processing later.
   • Request Start Date - First day that grantees can submit grant requests. Only needed if grantees will submit their own online requests.
   • Request End Date - Last day that grantees can submit grant requests.
     • This ends at 11:59 pm in the time zone set in your CommunitySuite site's system data.
   • Catalog Start Date - Date that the grant catalog opens for donations. Controls when the catalog is visible and/or accepting donations; runs midnight to midnight by design.
     • Set the start date in advance of the donation window if you want a preview period
   • Catalog End Date - Last day the grant catalog is open for donations. This ends at 11:59 pm in the time zone set in your CommunitySuite site's system data.
   • Funding Goal - Overall goal of the grant catalog. Do not enter commas.
     • This is optional, but if the grant catalog thermometer is enabled, this amount will be the goal to fill the thermometer.
   • Use Grant Types For Categories - If checked, grant types will auto-populate as categories on the catalog. The grant types will pull from the default grant type set on any grantee profile on approved requests and any funds added to the catalog. 
     
      

Edit the Grant Catalog to Continue Setup

Additional areas of customization can be set after the grant catalog record is created. 

To edit a grant catalog record:

1. On the grant catalog record, click Edit in the left-side menu.
2. Enter applicable Edit Grant Catalog information, and then click Save.
   • Use the Grant Catalog Field Descriptions in Edit View section to see a definition of each field while in edit view.
      

Grant Catalog Field Descriptions in Edit View

Custom URL - Directs the grant catalog Donate button to a web address different from the CommunitySuite unique url.

• The Giving Hub Donate button can still be directed to the unique CommunitySuite url for processing purposes. 
• When one grant catalog is used, the Continue Giving button will redirect donors back to the custom url.
• When more than one grant catalog is used, the Continue Giving button will direct donors back to the CommunitySuite url.

Auto Approve DAF Grants - If checked, donations to grants made through the Fund Management tab of the Portal are automatically approved. It is recommended to turn this on; it allows fund advisor grant requests to process automatically and update catalog totals in real time, saving internal processing time and providing instant visual feedback to fund advisors.

• If not checked, fund advisor grants must be manually processed by staff before the donation is reflected on the catalog. The internal grant must reach at least the voucher bucket before it counts toward the grant request total.

Allow Overfund Requests - If checked, allows donation amounts to be given over the requested amount. By default, CommunitySuite will allow the final donation to a grant request to exceed the remaining amount needed. The system does not limit the final donation to only the remaining balance.

• Required if using zero dollar grant requests. Zero dollar grant requests do not have a set amount per request.
• Uncheck if using the thermometer per grant request. The thermometer function needs a maximum grant request amount to calculate and show progress toward the total.
• Cannot be used together with Separate Fully Funded Requests.

Separate Fully Funded - If checked, grants that have reached their funding goal are moved to the bottom of the catalog, so grants that still need funding are prioritized at the top. 

• Cannot be used with Allow Overfund Requests setting.
• Uncheck this field if using zero dollar grant requests.

Hide Request Amounts - Determines whether a grant has a funding cap and whether or not the grantee can request a specific amount. Allow Overfund Requests must also be checked in conjunction with this setting.

• It relates to the request side of the grant catalog, not to the funding side.
• If checked before grant requests are submitted, grants will be created as zero dollar grant requests. Grants will no longer require an amount and can be funded to any amount. No adjustment to the grant amount is needed when the grant is awarded, as the award will equal whatever was donated.
  • The grant will land in the Unfunded bucket and then move to the New bucket after receiving its first donation.
• If grantees have already submitted requests with a specific amount, checking this setting afterward will hide those amounts from the public facing catalog only. It will not reset grant request amounts to zero or override existing request amounts.
• If checked, the thermometer feature will not work.
• If not checked, CommunitySuite does not limit the final donation amount, so the final gift may still result in the grant being overfunded.
  • When a grant with a request amount is awarded and it is not fully funded, the grant request amount will need to be adjusted down to the funded amount.

Hide Funded Amounts - If checked, the total donation amount that the grant request has received is hidden.

• If checked, the thermometer feature will not work.

Hide Catalog From Public - If checked, the grant catalog tab is hidden from the Giving Hub.

• If not checked, and Hide Grant Catalog is not checked in Portal Option Settings, it will appear during the time frame from Catalog Start Date to Catalog End Date. 

Hide Catalog From Fund Advisors - If checked, the grant catalog is hidden from the Fund Management tab of the Portal.

• If not checked, the grant catalog will be visible during the time frame from Catalog Start Date to Catalog End Date for all fund advisors who have been given access to the grant catalog tab on the Fund Management tab of the Portal. 
• Other settings for Portal visibility include: the GrantCat tab for fund advisors via Set Tab Permissions individually or in bulk and in Portal Settings in the Fund Advisor tab, Hide Grant Catalog. 

Hide Donate Button From Public - If checked, the donate button is hidden. People can view the catalog but not donate. 

• This can be used to let people preview the catalog before launching a giving day.
• This setting only prevents online Stripe donations from the public. Staff can still enter donations to grant catalog grants directly in CommunitySuite.

Hide Donate Button From Fund Advisor - If checked, the donate button is hidden from fund advisors when viewing a grant catalog, removing their ability to make a credit card donation while logged in as a fund advisor.

• Fund advisors will be directed to a grant request for the catalog instead of the online donation.
• This setting should also be checked when using the catalog in preview mode before the giving day launches.

Hide Request Button From Fund Advisor - If checked, the grant request button in a grant catalog is hidden from fund advisors in the Portal.

• Fund advisors will be directed to a donation for the catalog instead of a grant request.
• This setting should be checked when using the catalog in preview mode before the giving day launches, and unchecked when the catalog is ready to accept live donations and grant requests from fund advisors.

Hide Search Box - A search box is available by default, which allows donors to search the catalog by keyword. 

• If checked, the search box is hidden.

Hide From Catalog List (Private) - If checked, grant catalog visibility is restricted to anyone who is provided the unique URL. 

• The unique URL can be found on the grant catalog's Details tab after saving.
• When enabled, fund advisors cannot participate via grant request from their fund. Fund advisors will only be able to donate via Stripe using the unique URL. 

Show Thermometer - If checked, a thermometer will be used to display the progress towards the overall funding goal set on the grant catalog. Donations to funds on catalog are not included in this total. Each grant request will also have a thermometer. If no overall funding goal is set on the grant catalog, thermometers will only display on individual grant requests.

• Requires a funding goal to be set.
• Requires both Hide Request Amounts and Hide Funded Amounts to be unchecked. The thermometer requires that both the requested amount and funded amount are visible to display progress correctly. 

Show Total Giving - If checked, the total amount donated to the grant catalog will display at the top of the grant catalog in the Giving Hub. Donations to funds on catalog are not included in this total. 

• Show Total Giving displays a running donation total without requiring a funding goal to be set on the catalog. Use this option instead of setting a catalog funding goal and enabling Show Thermometer.
• It is not recommended to enable Show Total Giving, set a catalog funding goal, and enable Show Thermometer at the same time.
• It is also acceptable to leave both Show Total Giving and Show Thermometer unchecked if neither display option is needed.

Giving Day (Force Everything Here) - If checked, all links to online giving pages in CommunitySuite will be redirected to the grant catalog. This includes Giving Hub fund donations and Nonprofit Directory donation links. Fund advisors cannot make grant recommendations outside the catalog while this is active; uncheck to restore normal behavior at any time.

Edit View of a Grant Catalog

 
 

Request Form Options

Request form options refer to the fields on the CommunitySuite form that is used to submit a grant request and participate in the grant catalog. 

These fields can be configured to display or not display, and can be made required or not required. Enter a preferred title in the Title field to replace the default field label on the grant request form, if desired.

To configure Request Form Options:

1. On the Grant Catalog record, click Edit in the left-side menu.
2. Enter applicable Edit Grant Catalog information, and then click Save.
   
    

Create Grant Categories

To create grant categories:

1. On the Grant Catalog record, click Edit in the left-side menu.
2. Enter applicable Grant Categories information, and then click Save.
   • At least one grant category is required before grants can be added to the catalog.
   • If Use Grant Types For Categories is checked on the catalog, the Grant Categories area will not display and grant categories cannot be created.
   • Enter any additional category names.
   • Enter the Sort Order for the categories if you want them to display in a different order than alphabetical.
     • By default, categories display in alphabetical order.
       
        
        

Use Grant Types for Categories

When Use Grant Types For Categories is checked as a grant catalog setting, grant types are used as category filters instead of custom grant categories. The default grant type set on the grantee designation or fund record determines which grant types populate as filters in the catalog. 

Grant Types can be bulk updated on profiles and funds to make this setup easier. 

If this setting is enabled, the Grant Categories area will not display on the grant catalog record and grant categories cannot be created.

Grant types have a Public Name field on the grant type record that can be used to give a grant type a public-facing display name in the catalog. This is useful when internal grant type names are not suitable for public display. 

Add Funds to the Grant Catalog

Funds can be added to a grant catalog to solicit donations directly to the fund. A common use of this feature is adding a match fund to the catalog to allow donors to contribute to growing the match impact.

To add one or more funds to the grant catalog:

1. On the Grant Catalog record, click Add/Remove Fund in the left-side menu.
2. Add any applicable filters.
3. Click Add Fund in the left-side menu.
4. Check the box next to each fund to be added, and then click Add Funds.
   • Click the Use Summary box to add the fund's summary to the grant catalog.
     
      
5. Click Edit in the left-side menu.
6. If applicable, enter a requested amount for each fund and then click Save.
   • If an amount is entered, a donor cannot fund past the requested amount. If no amount is entered, the fund can receive any amount in donations.
   • If Hide Request Amounts is checked on the grant catalog, any amount entered for a fund will be hidden from the grant catalog.
     
     
      

Remove Funds from the Grant Catalog

Funds can also be removed from a catalog as necessary. When removing funds, only the list of funds already included in the catalog will appear as available to be removed.

To remove one or more funds from the grant catalog:

1. On the Grant Catalog record, click Add/Remove Fund in the left-side menu.
2. Click Remove Fund in the left-side menu.
3. Check the box next to each fund to be removed, and then click Remove Funds.

View the Grant Catalog Once Setup Is Complete

Access and Share the Grant Catalog Link After Setup
The grant catalog's unique URL and QR code can be shared or embedded in external websites or email communications. The Unique URL for the specific grant catalog is displayed in the Details tab of the grant catalog. The QR code hyperlink can be used to generate a shareable QR code for that specific grant catalog.

The grant catalog URL can be shared by each participating organization to help them promote their specific grant request to their own supporters and networks. 

 

Customized content can be added to the email sent to grantees as well as to the request pages. The content fields support HTML.

To customize the email and request page content for a grant catalog:

1. Navigate to the Grant Catalogs page.
2. Click the ID of a grant catalog.
   
    
3. Click the Content tab.
   
    
4. Click Edit Content in the left-side menu.
5. Enter the applicable Edit Grant Catalog information, and then click Save.
   • Grantee Invite Subject - Subject line of the email notification.
   • Grantee Invite Email Body (HTML) - The body of the email notification.
     • Two merge fields are available for use: {{grantee_name}} and {{request_url}}.
     • Do not remove the {{request_url}} merge field from the email body. This merge field generates each grantee's unique link to their own grant request application. Removing it will prevent grantees from being able to access and complete their grant request.
   • Request Create Header Text - The header text at the top of the page where grantees begin their application process.
     • Instructions detailing how to fill out the form can be entered.
   • Request Submitted - Text the grantee will see after submitting a grant request.
   • Header Text - Text that will display at the top of the grant catalog. Use this area to communicate instructions, event details, match information, or other context. This content is visible to public donors and fund advisors viewing the catalog.
     
      

Add Grantee Requests

There are three options for adding grant requests to a grant catalog. Requests can originate in CommunitySuite, or for integrated sites they can originate in GLM. The third option is when the application process is skipped and the grants are manually entered by the foundation to the grant catalog.

Option A: Requests Originate in CommunitySuite

Option B: Integrated Grant Catalog

Option C: Add Grants Manually to the Grant Catalog

Ways to Accept Donations to a Grant Catalog

After grant requests have been added or approved and specified grant catalog dates are in place, donations can be made through the grant catalog. Grants that have been fully funded through donations will move from the Grants Unfunded bucket to the New bucket.

Direct catalog donation - When a donor makes an online contribution to a grant in a grant catalog, the donation is automatically connected to that grant and grant catalog. 

Separate donation - When a donor makes a contribution through the Donations page, it is not automatically connected to a grant catalog. It can be connected to the grant catalog the same way a grant catalog is added to an existing donation.

Batch donation - Batch entry will allow for efficient workflow directly within the system and limit the need to enter the checks one at a time or fill out a donation import template. Grant catalogs can be assigned at the batch level.

• The Grant Catalog field is not available on the donation import template. Batch donation entry is the recommended method for adding multiple donations to a grant catalog at one time.
   

Assign a Separate Donation to a Grant Catalog

A donation made outside of the grant catalog can be assigned to it after the donation has been entered.

To connect an existing donation to a grant catalog in CommunitySuite:

1. Navigate to a donation record.
   • It can be posted or unposted.
2. Click Edit in the Grant Catalog field.
    
3. Select a Grant Catalog from the drop-down menu, and then click Save.
   
    
4. If the donation was not posted, post it now.
5. Click Apply in the Donation Destinations section.
   
    
6. A list of unfunded grants in the grant catalog will appear. Allocate the donation amount across one or more grants by entering amounts into Apply Amount, and then click Apply Donation.
   
    

Assign a Separate Donation to a Grant Catalog Video

This video demonstrates the Assign a Separate Donation to a Grant Catalog steps shown above.

While the grant catalog is open and accepting donations, there are several grant management tasks that may need attention. Grant requests can be monitored for funding progress through the public grant catalog page. 
 

Put Zero Dollar Grants on Hold to Prevent Early Processing

This step is recommended for catalogs using zero dollar grant requests, or for any catalog that will be open for a long period of time, like the last month of the year.

Grants with a zero dollar request amount move to the New bucket as soon as any donation is received, making them eligible for accidental payout. To prevent this, it is recommended to place those grants on hold. A grant placed on hold cannot be processed further until the hold is removed. 

The Grant Cycle ID field can be used to filter grants in the New bucket down to only those associated with a specific grant catalog. This makes it easier to monitor funding progress and manage grants for a specific catalog, especially when other grants are also being processed in the system at the same time.
 

Grantee Portal Access

Grantees that are set up to log in to the Portal can view their grant once it has been posted. All grant catalog grants are unposted until staff post them, so grantees will not see grant activity in the Portal until that step has been completed.

For information on setting up grantee Portal access, see Portal Setup and Configuration.
 

Grants Cannot be Paid Before the Catalog Closes

CommunitySuite does not support partial mid-catalog payouts while keeping a grant request live and showing progress toward its goal. 

If early payout is necessary, the grant amount and pay schedule must be edited down to match what has been raised, the payment processed, and then the grant copied to create a brand-new request in the catalog for the remaining amount. This preserves the original description and images without having to re-enter them. 

The two grant records cannot be linked, the progress display on the new request will reset, and the prior giving history will not be visible. Because of this complexity, mid-catalog payouts are not recommended unless there is a strong reason to pay out early.

Once the grant catalog has closed, there are several post-catalog processing steps to work through.

Catalog End Dates Automatically Close a Catalog

After 11:59 pm on the Catalog End Date, the grant catalog will no longer be available online for donations. The text that displays when a donor attempts to access a closed grant catalog can be customized in the Grant Catalog Closed content area of Giving Hub Content.
 

Edit the Grant Amount for a Partially Funded Grant

Grant requests that did not reach the funding goal or were overfunded will need to be edited. They cannot be processed until the requested amount has been edited to equal the funded amount. Then the grant can be posted and approved. Approved grants will move into accounts payable where they will be picked up during the next scheduled check run process.

If a fund advisor or anyone donating to the grant catalog makes a partial donation to a grant, the total amount in CommunitySuite will need to be edited to match the donation amount.

Organizations that have enabled the Hide Request Amounts setting on the grant catalog will not need to adjust grant amounts, as grants can be funded to any amount.  If Hide Request Amounts was checked after requests were already submitted with amounts, grant amounts will still need to be adjusted.

To edit a grant amount for a partially funded grant:

1. Navigate to the grant.
   • The order of these steps is important. The grant amount must be edited before editing the payment schedule, as the Grant Payment Schedule amount cannot exceed the grant amount.
   • In the example below, the Amount on the grant is the full donation of $1,500 and in the Grant Payment Schedule the amount is $500. This means that the donor only paid $500 and the amount on the grant needs to be edited to match.
      
2. Click Edit in the left-side menu.
3. Enter the exact donation amount into the Amount field, and then click Save.
    
4. Click Edit Pay Schedule in the left-side menu.
5. Select a Payment Date and enter the installment Amount, and then click Save.

Remove Holds on Zero Dollar Grants

Remove the on hold status for all zero dollar grants. These will be posted and move through the approval process with the rest of the grants as the last step.

Grants That Did Not Receive Funding

For grants that received no funding at all two options are available:

Void - Grant remains in the system and appears in grant reports.
Delete - Grant is removed from the system entirely and does not appear in grant reports.

It is recommended to adjust partially funded grants first, which moves them to the New bucket, and then bulk void all remaining unfunded grants.
 

Process Credit Card Fees and Matching Grants

Adjust Net of Fees and Match Grants are two additional features that may streamline post-catalog processing once grants have moved to the New bucket.

Adjust Net of Fees
The Adjust Net of Fees bulk action automatically reduces grants by their associated credit card fees. It only reduces grants and never increases them, even if a donor's fee contribution exceeds the actual fee amount. 

Any overage of credit card fees collected beyond the actual fee amount will remain in the fund. It is up to the organization to use their discretion as to how those amounts are directed, though the overage is typically minimal.

Match Grants
If the catalog included a matching fund component, matching funds can be distributed to grants as a total amount divided proportionally, a specific amount per grant, or a percentage of each grant amount. 

For detailed steps on how to use both features, see Grants - Adjust Net of Fees and Matching.

Post and Approve Fully Funded Grants

Once the grant catalog has closed, review the grants in the grant catalog on the Grants page. If they were fully funded, post and approve the total funding that was given.

Provide Donor Lists to Grantees

Export a List from CommunitySuite

• In the grant catalog, use the Donation Report available in the left-side menu. 
• Export to CSV; filter or use pivot tables to isolate donations by Grant ID for each organization.
• Provides per-gift detail including donor name, amount, recognition, tributes, and donation notes.

Grantee Portal

Grantees that are set up to log in to the Portal can view and export donor information once their grant has been posted. All grant catalog grants are unposted until staff post them, so grantees will not see grant catalog grants activity in the Portal until that step has been completed.

• Grantees can also export the full donor list themselves, including mailing label, salutation, email, recognition name, and tribute information. 
• Works for past catalog years as well, not just the current year. 

Grant catalogs that are no longer in use can be archived. Once a grant catalog is archived, it can be unarchived.

To archive a grant catalog in CommunitySuite:

1. Navigate to the Grant Catalog page and click Archive Grant Catalog in the left-side menu.
2. Check the box next to the grant catalogs to be archived, and then click Archive Grant Catalog.
   
    
   • Remove the Archived filter from the list to display the archived grant catalogs.
     • This is required before unarchiving a grant catalog.