For consultants who are providing grant writing and other types of consulting - it is ideal if each nonprofit organization have their own subscription to GrantHub. But sometimes that isn’t a viable option. Depending on the organization and situation, one of these scenarios should apply:
- The consultant can secure a GrantHub subscription on behalf of the client. The consultant would be ‘Administrator’, and set up ‘Writer’ and ‘Viewer’ roles to collaborate with the nonprofit’s fundraising and program staff. The consultant can pass along the cost of the subscription to the client, and ownership / administration can be transferred to the client at a later time.
- The consultant can instruct the client to secure their own GrantHub subscription from the start. In this case the client would be the ‘Administrator’ and would need to set up a ‘Writer’ role for the consultant, as well as other ‘Writer’ and ‘Viewer’ roles for staff collaboration.
- Consultants can set up multiple clients within their own GrantHub subscription. No other users or roles should be created because you will be managing private information for multiple clients in this subscription.
- Consultants can purchase a bundle of GrantHub subscriptions to manage on behalf of their larger clients. This way you could give clients access into their own account where they can log into and be assigned tasks. Contact us for pricing information on this option.
Logging into Multiple GrantHub Subscriptions: In options 1, 2 or 4 above, a consultant may find themselves set up as a user in multiple GrantHub subscriptions. If this is the case, the consultant will simply select which organization they would like to log into using the menu item under the blue welcome box in the upper right corner of GrantHub.
Setting up Multiple Clients in your own GrantHub (Option 3): There are a few methods you can use to keep grants for multiple clients organized and manageable. They are as follows:
- Funders: Maintain 1 master list of Funders. It is recommended that you do NOT duplicate Funder records for each client. (If you decide to do this, be sure to append the client name to the Funder name so you can tell them apart.)
- Opportunity Name: This isn't required, but including an abbr. of the clients name within the Opportunities name is helpful when reading reminders. For example:
- “BBBS – Gilroy Foundation Grant 2015”
- “Ada Food Bank – Walmart Foundation Grant Fall 2015”
- Opportunity Category - Identify Client: In the ‘Categories’ field on each Opportunity record, type in the name of the client who this grant request is for. Once you create the client in your category field once, it will be available in a drop down for you to select in the future.
- Add an entry into the Category field = Client Name (ex. Kala's Soup Kitchen)
- Answer Library: When entering items into the Answer Library, simply use a 'Tag' to identify which client the answer is related to.
- Reporting: You will need to filter the reports in order to separate the totals for a particular client from all the rest.
- Select the pre-built report you want to prepare for the client. There is a drop down field at the top of each report for 'Opportunity Category'. Click on this drop down to select which client your are running the report for.
- If you are looking to provide a List of potential Funders for your client:
- Once you find a potential fit, add the Funder to GrantHub, and also add a Opportunity under that Funder. This Opportunity represents a specific funding request. If your client is eligible for multiple grants/programs from that Funder, enter those as Opportunities under that Funder as well.
- Enter as much information about deadlines, etc. that you find during your research. If you do not have specific dates or amounts, simply put in reasonable placeholders (Proposal Deadline = 12/31/year, Status = Research, Category = Client Name).
- To deliver a list of these Potential Funding Opportunities to your client, use the Report section of GrantHub. Select the pre-built report 'Opportunities by Status' and select the time frame you are interested in. Then select the 'Client Name' in the Opportunity Category filter. This will pull all Opportunities for that client in the time frame. If you scroll below the graph, you will see list of Opportunities. If you only want to show those that are in 'Research' status, type in 'Research' into the search box at the top of the list. Or if you want to show just 'Awarded' or 'Submitted', you can filter on those as well. Then you can export to Excel, or PDF, or whatever format you wish.