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  • What fields can be uploaded into GrantHub?

    If you would like assistance bulk loading funders and grant details into GrantHub, you can download the templates at the bottom of this article. Once you complete them, send the filled out templates to support@foundant.com and they can assist you in uploading your information to your GrantHub environment.

    We also recommend that you enter a few Funder and Grant Opportunities yourself so you get a feel for how quickly you can edit, update or enter new information into GrantHub. 

    Below is a list of fields that GrantHub collects. The required fields are marked in Bold RED.

    Funder Information:

    • Funder Name (you can do a lookup of the name and GrantHub can copy any available contact information from GuideStar’s database for the remaining fields)
    • Description
    • Areas of Interest
    • Funder Categories (customize the way you tag or group your funders)
    • Type (Corporation, Foundation, Government, Other)
    • Tax ID (GrantHub can help look up this for you using Funder Name)
    • Phone
    • Fax
    • Email
    • Website
    • Custom Link
    • Min Funding Amount
    • Max Funding Amount
    • Twitter
    • Facebook
    • LinkedIn
    • Instagram
    • Pinterest
    • Contact info (name, title, email, phone, fax, contact address, etc.) – could have multiple contacts
    • Address fields – could have multiple addresses

     

    Grant/Funding Opportunity Fields:

    • Opportunity Name (typically a combo of funder name + program + year)
    • Description
    • Funder
    • Funder Contact
    • Owner (this would be who at your organization is responsible for this application)
    • Proposal Deadline
    • Funder’s Notification Date
    • Amount Requested
    • Amount Expected
    • Funding Type (Pick one: General Operating Support, Program Funds, Capital Campaign Support, Other)
    • Category (you can build your own list of program/project names unique to your organization)
    • Status (Pick one: Research, Planned, In-Progress, LOI-Draft, LOI-Submitted, Application-Draft, Application-Submitted Awarded, Awarded-Closed, Denied, Withdrawn, Abandoned)
    • Application Type (online, Email, Mail, Other)
    • Application Submission Details
    • Amount Awarded (if Applicable)
    • Decision Date (if Applicable)
    • Award Term Start Date
    • Award Term End Date
    • Award ID
    • Award Details

    All of the date fields would be date format, all of the Amount fields would be numerical value. All other fields would be text fields.

    GrantHub also helps track LOI deadlines, Reporting Due Dates and other tasks/deadlines through use of Tasks. You typically set up tasks under the Opportunity they are related to, but you can also set up general Funder tasks.

    If you have any questions please contact support at 1(800)-347-4481

    Migration Guidelines.docx

    Migration Contacts Import Template.xlsx

    Migration Template Funders.xlsx

    Migration Opportunity Import Template.xlsx

  • How do I manage my grant documents in GrantHub?

    There are several places in GrantHub to help you organize and archive your important grant documents. Here is a list of the main areas, along with tips on what type of documents should be stored in each location:

    Documents about a particular Funder:

    • If you are on the funder's detail page (click on funders and then open up an existing funder from the list), you will see a 'Documents' tab:
    • You can keep documents about the funder (annual report, instructions, board bios, funder match worksheet, etc.) here.


    Individual Grant Documents:

    • Every grant opportunity has a place for you to attach all your documents related to a specific grant.
    • Here you can see all the documents that are attached to the opportunity, as well as all of the associated tasks.
    • Most GrantHub users attach the grant instructions, final submitted version, LOI's, budgets, etc.

     

    Grant reports associated with a grant

    • It is a good practice to collect and keep track of the items you need to report to your funder on in a task
    • You can use the description field to add metrics as they are achieved. And attach files to the task as well
    • You can keep a copy of what you sent to the funder for your own records

     

    Common Attachments and information about my organization

    • You Answer Library contains information about your own organization for quick, centralized access
    • This is where you store your 990's, budget, leadership bios, annual report, 5013c letter, mission statement and other common answers to application questions.
    • You can archive older versions, keep statistics, stories, and frequently used templates for your entire development team to centrally access and share.

     

    Information about your clients (for grant consultants)

    • Just as in item above, you can keep similar type of information in the Answer Library for all your clients. 
    • You can keep them organized and easily accessible by tagging them with the client's name.

     

    Links to collaborative cloud-based grant documents living in Google, Drop Box, etc.

    • You can create tasks that refer to a document you are collaborating using an online document collaboration platform.
    • We recommend keeping the link to the document in the task description. 
    • We also recommend you attach the final version to the task or opportunity for record keeping. That way other teammates can access the document even if they don't have access to the original location.
  • How do I set up an LOI due date in GrantHub?

    The most common way to track an LOI Deadline is to use a task to track the LOI Deadline and mark it complete when it is submitted. 

    1. Locate or create the Opportunity for the Grant request that has an LOI.
      • The Opportunity deadline would be set to the LOI due date, especially if that is the only deadline you know at this point. 
      • If you know when the actual proposal deadline would be - use that as the Opportunity Deadline.
    2. Create a task under the Opportunity to track the deadline and submission of the LOI. To create a task – click on the ‘task’ tab, then select green button to ‘add task’
      • Task Name = It is a good practice to put 'LOI Deadline' in the task name so you can easily find and report on these tasks later.
      • Due date = deadline for LOI,
      • Mark it as ‘closed’ when you have submitted the LOI;
      • Attach the LOI document to the LOI task so you have a record of what you submitted.

    Another way to track the LOI phase is to the the Opportunity Status field to track through the LOI-Draft phase, LOI-Submitted phase and if successful, moving the Opportunity to Application-Draft status and so on. 

    1. If the opportunity has an LOI phase, set the Opportunity status to 'LOI-Draft' while you are working on the LOI step.
    2. When you submit the LOI, update the Opportunity Status = LOI-Submitted.
      • Fill in the Submitted Date to the date you submitted the LOI.
      • Keep the Opportunity Deadline to be the date when the LOI was due. Indicate the proposal deadline in the opportunity description field if you are aware of what it is.
    3. Once you hear back on the LOI:
      • if you were turned down, mark the Opportunity Status = Denied and update the Decision Date to indicate when the decision was made. You may want to copy the Opportunity to next year if you are going to try again. 
      • If you were invited to continue, update the deadline of the Opportunity to the date of proposal deadline, and the Status = Application-Draft. And set up any other tasks as you normally would.

    If you are entering historical information where you already know the outcome, you don’t have to take the time to set up a task – you could just attach your LOI document, as well as any other documents, to the Opportunity - using the 'documents' tab, and mark the Opportunity as Awarded, Awarded-Closed (if all follow up tasks are complete) or Denied.

  • Video Tutorial: Attaching Tasks to Opportunities

    A quick training video showing you how to add tasks to opportunities.

    If you have any questions about this tutorial please contact our support team by emailing support@foundant.com 

    https://drive.google.com/file/d/1-or3Eqs21QTkmbjXJd1qMRdyubUrrzFT/view

  • Video Tutorial: Adding Opportunities

    A quick training video showing you how to add new opportunities to the system, and how to manage existing ones. 

    If you have any questions about this tutorial please contact our support team by emailing support@foundant.com

     

    https://drive.google.com/file/d/1ZCYHxiKxjDBgjvN4AyBdAIq30HoCRXFR/view

     
  • What is a rolling deadline?

    Some funders accept proposals continuously throughout the year. For these opportunities you can check the Rolling Deadline check box. The Proposal Deadline is still required for an opportunity with a rolling deadline, because notifications and reports are based on this date. Put the planned submission date in the proposal deadline field for opportunities with rolling deadlines.

    On the opportunities and deadlines lists rolling deadlines are indicated with an icon next to the due date.

  • How do I edit the items in the Opportunity Categories drop down list?

    To add a new category just type directly in the Opportunity Categories text box. When you save the opportunity your new category will be added to the list.

    To edit an existing list item on the Opportunity Categories drop down list:

    1. Click on the Edit Categories button on the Opportunities list.
    2. Click on the category that you want to edit.
    3. Make your changes and click the Save button.
    4. Click the Remove button to delete a category. 
      • WARNING! Deleting a category can not be undone.
    5. When you have finished editing, close the Edit Categories pop-up window and click Opportunities to load the changes.
  • What are Opportunity Categories?

    To add a new category to the Opportunities 'Categories' field:

    1. Open up an Opportunity
    2. Type the new category it into the Category field 
    3. Hit Return after each category
    4. Hit the Opportunity Save button

    oppcat__.jpeg

    Once you save an Opportunity that uses a new Category, it will show up as an option in the drop down to select in the future. You use the 'Opportunities Categories' field to filter and segment your reports in the Reporting Area. 

    Opportunity Categories can be used to group your Opportunities on:

    1. Which Program or projects this grant is for
    2. Identify which grants support particular causes, such as COVID-19, building funds, etc.
    3. Fiscal year you want the grant award to be grouped with for reporting
    4. Region or area you want to analyze your grants by
    5. Flag and report with grants have matching requirements
    6. Opportunities that are non cash awards, but you want to track for In kind donations
    7. Consultants can tag each grant opportunity by the client they are related to
    8. Many other classifications of you want to track and report on...

    Here are instructions on how to edit existing categories.

  • What type of files can be uploaded to GrantHub?

    Files with the following extensions can be uploaded to tasks, opportunities, or answers. If you are trying to upload a file type that is not accepted please contact support.

    • css
    • csv
    • doc
    • docm
    • docx
    • dot
    • dotm
    • gdoc
    • gif
    • gsheet
    • htm
    • html
    • jpeg
    • jpg
    • kmz
    • lnk
    • log
    • mht
    • mp4
    • msg
    • numbers
    • ods
    • odt
    • pages
    • pdf
    • png
    • ppt
    • ppsx
    • pptx
    • pub
    • rtf
    • textClipping
    • tif
    • tmp
    • txt
    • wav
    • webarchive
    • xdp
    • xls
    • xlt
    • xlsb
    • xlsm
    • xlsx
    • xltx
    • xps
    • zip
  • What do the various Status settings mean?

    GrantHub allows you to track your grants through the various stages - keeping track of what their current status in the Opportunity Status field. Here are the options for Status settings, and what they mean:

    • Research - You are still researching to find out if this Funder and their programs are a match with your mission
    • Planned - You know you are going to apply, but haven't started working on it yet.
    • In-Progress - You are actively working on this proposal.
    • LOI-Draft- You are actively working on the LOI.
    • LOI-Submitted- You have submitted the LOI.
    • Application Draft- You are actively working on the grant application.
    • Application Submitted - You have submitted your application and are waiting for a decision.
    • Awarded - Your application has been awarded and may still have open tasks.
    • Awarded-Closed - Your application has been awarded and there is no further activity for this opportunity.
    • Denied - Your application has been denied
    • Withdrawn - You chose to withdraw at sometime during the process and would like to save your work for future reference
    • Abandoned- You decided that granting opportunity was not a great fit and you stop working on this application.

    There may be situations where you move items back in this process. For instance, if you submit an application to the Funder - but they ask you to clarify some items, you may move it from Application Submitted, back to In-Progress, and then back to Application Submitted once you are finished.

  • How do I track the date I'm eligible to reapply for an Opportunity?

    Once you have saved an opportunity you are able to copy it. We recommend using this functionality to track when you can reapply for an Opportunity. Once you copy the Opportunity and update all pertinent information on the Opportunity and Tasks, your email notifications will activate.

    Click on the eligible Opportunity and click the Copy Opportunity button at the top right.

    You will then be able to name the new opportunity and choose the tasks that you want to copy. The dates on the copy will be one year after the original opportunity.

    Once you have updated the names and dates of the tasks click copy.

    You will then be redirected to your new opportunity to add any additional information you have.

     

     

  • Can I move my awarded Opportunity to closed status?

    GrantHub has both an Awarded and an Awarded-Closed status to separate awarded grants into 2 groups. Awarded are grants that have been awarded, and you are still in the grant term. They are still active - with reports or other tasks that are incomplete.  Some clients want to split them into a 2nd group, called 'Awarded-Closed'. This indicates that the grant has been completely used, the term is complete and there are no more active tasks that still need to be done. This is almost like archiving the grant.

    You do not have to use the 'Awarded-Closed' status. If you do not need to distinguish between them, then keep marking them as Awarded and don't use 'Awarded-Closed'. 

    However - you may need to create a list or report of grants that are still 'active', that still are in their grant term and still need final reports tasks, etc. to complete before you are done with your commitments to the funder. If this is the case, then you will want to utilize the 'Awarded-Closed' status to mark the ones that are complete. So when you run a report on 'Awarded' opportunities - you only get the ones that are still active. 

     

  • How to copy a grant program to an opportunity in GrantHub

    GrantHub has the capability to quickly copy grant details from funders directly into a GrantHub Opportunity record. This functionality is only available if the funder you are applying to is using Foundant Technologies Grant Lifecycle Manager (GLM) software for their online applications. 

    To copy grant details into your GrantHub account, you will need your Site Key. Click here to learn more about setting up your Site Key.

    When you are applying to a funder and you see a 'Send to GrantHub' button available, this indicates that you can quickly copy details about that grant into an opportunity record in your GrantHub account.

    gh_1.jpeg

    When you click the 'Send to GrantHub' button, you will be prompted to enter your Site Key. 

    Once you have entered your Site Key, click the Send button. This will cause a new opportunity to be created in your GrantHub account. When this Opportunity is created, an email notification will be sent to the Opportunity Owner.

    The following fields will be imported into your new Opportunity. You will be able to edit and make changes to all Opportunity fields after it is created.

    • Opportunity Name - This will be the name of the grant program of the funder.
    • Funder - The Funder will be selected from your list of Funders in GrantHub by using the Funder's Tax ID. If there is no Funder Tax ID that matches, it will look for an exact match with the Funder Name. If a match can't be found, a new Funder will be added to your GrantHub account.
    • Description - This will be the description given by the Funder for that grant.
    • Owner - If you are a Writer or Administrator in GrantHub, you will be assigned as the owner, otherwise the Opportunity will be assigned to the Administrator.
    • Proposal Deadline - This will be the submission deadline set by the Funder in their grant details. If the Funder has not entered a deadline, the deadline will be set to Today's Date.
    • Status - This will be set to Planned.
    • Application Type - This will be set to Online.

     

  • How do I track multi-year grants in GrantHub?

    Tracking grants that span multiple years can be done a couple of different ways, depending on how and when you want the grant award amount(s) to be recognized in your reports. To illustrate the various options, let's assume you were awarded a grant for $30,000 over the period of 3 years on December 1st of 2016. 

    Option 1: If you want the entire $30K awarded to show up in your reports as awarded in Dec of 2016, you would use one opportunity, and set the amount awarded to $30K, and the decision date to Dec 1, 2016, and set up additional tasks under that opportunity for any reports that are due each year, or other tasks that you want to make sure you track and complete. This could be a good option if you are safe to plan on the entire $30K over the 3 years, regardless of program results after year 1 and year 2.

    Option 2: If the entire $30K is not guaranteed, or if you want to show 10K of this grant awarded each year, it is better to split up the 30K opportunity into 3 separate opportunities of $10K each. You can set a different decision dates for each of them to make the 2nd $10K show up in Dec 2017, and the 3rd show up on Dec 2018. If the amounts are already committed, you can mark them as Opportunity Status = 'Awarded'. However - if they are dependent on other factors, you may want to set the Opportunity Status = 'Submitted', and change them to Awarded or Denied once the yearly decisions have been made. It is still recommended that you set up individual tasks to keep track of any grant reports or other activities that should be tracked during each year of the grant. 

    Limitation: at this time - GrantHub does not have a field on our Opportunity records to track when or how much of the grant awarded has been received. We also do not have pre-built reports to help track grant funds received. Many of our customers track this type of information in their accounting systems, and do not expect to track funds received in GrantHub. Let us know if you need this type of functionality in GrantHub by sending us a customer suggestion (either through a 'chat' communication, or via email to support@granthub.com). Here is a potential work-around if you are looking to show that $30K has been awarded on Dec 1, 2016 and you want to track that the funds have been received on various dates over the next 3 years: use either Option 1 or 2 above, and then use the 'Award Notes' field found on the Opportunity to write notes about when these payments are expected and when they have actually been received. If you need to report on this information, you can use the 'Export to CSV or Excel' capability found underneath the graphic portion of our reports, or directly on the list of Opportunities. 

    Please contact us if you have any questions or need help with this.

  • What fields are used to generate the dates and amounts found in reports?

    GrantHub's 'Opportunities by Status' and 'Opportunity Win Percentage' reports use the following fields to generate the charts on the Report page:

    • For Opportunities that have a status of Research, Planned, In-Progress, LOI-Draft, Abandoned or Withdrawn:
      • We use the ‘Proposal Deadline’ field to determine the date
      • We use the ‘Amount Requested’ to determine the value.
    • For Opportunities that have a status of LOI-Submitted or Application-Submitted:
      • We use the ‘Submitted Date' field to determine the date (If it is blank, we use the 'Proposal Deadline' field)
      • We use the ‘Amount Requested’ to determine the value.
    • For Opportunities with Status = Awarded or Awarded-Closed:
      • We use the ‘Decision Date’ field to determine the date
      • We use the ‘Amount Awarded” to determine the value
    • For Opportunities with Status = Denied:
      • We use the ‘Decision Date’ field to determine the date
      • We use the ‘Amount Requested’ to determine the value.

    For the 'Opportunities by Month' report:

    • uses 'Proposal Deadline' to determine the date for all Status types.
    • Uses 'Amount Requested' to determine the value for all Status types, except Awarded and Awarded-Closed. For Awarded and Awarded-Closed Opportunities, we use the 'Amount Awarded'

    For the 'Amount by Funders' Report uses 'Amount Awarded' for Awarded and Awarded-Closed Opportunities where the 'Decision Date' falls in the date range you selected

    For the 'Tasks by Status' Report we use the deadline data that is associated with the tasks deadline. 

  • What are the character limits to your description fields?

    Description Fields in GrantHub have a limit of 10,000 characters. This relates to approximately 3 pages of text that is single spaced and 12 point font.

  • Where should I keep the copy of my submitted proposal or application?

    GrantHub has a documents tab on each individual opportunity record. You can attach any document specifically relating to the opportunity. 

    Just drag and drop your document into the area and it automatically saves.

  • How do I copy an Opportunity?

    Once an opportunity is ready to be applied for again you can go into the system find the opportunity you are looking for and then copy it forward. There will be a copy opportunity button located on the upper right hand side of the opportunity record. When you select this copy button it will have you rename the opportunity and it will then copy it forward. The proposal deadline on the opportunity will be moved forward by 1 year and can be adjusted when the new date is known. Any tasks that were associated with the original opportunity can be copied forward as well. 

    It should be noted that notes and documents that were assigned to the original opportunity will not copy forward as it is a new funding opportunity and the documents and notes that you need to record will most likely be different.

  • How do I track event sponsorships?

    Tracking Sponsorships for events and other activities can easily be done in GrantHub. 

    First you would enter the organization who you are approaching for a sponsorship as a Funder in GrantHub (Click on Funders, then select the 'Add Funder' Button). Most often the Funder Type field on the Funder record is a 'Corporation'.

    Next you need to create a new Opportunity for that Funder to track this specific sponsorship request. To do this, click on the 'Opportunities' tab under the Funder you just added (or you can click on Opportunities at the top of your screen as well). And then click the button to 'Add Opportunity'.

    On the Opportunity record, fill in all the information you need to track this sponsorship request. It is a best practice to use an Opportunity Name that includes the date or event, so you can easily tell the difference between other sponsorships that have been tracked in the past, or coming up in the future. The Deadline should be when you want to make sure you send the request to them. If you've already received the sponsorship commitment, mark the Opportunity Status as 'Awarded' and put in the amount and date when the decision was made. 

    You can also use the the Opportunity's Funding Type and 'Category' fields to track and report on your sponsorships. Select 'Sponsorship' from the Funding Type drop down, and enter in the name of the event or activity you are requesting the sponsorship for in the Category field ( i.e. ‘Bowling March 2017’). 

    You now have the option of creating a report chart and list of all the opportunities that are associated with 'Sponsorships' (just use the Opportunity by Status Type report and set the 'Funding Type' = Sponsorships). Or - you could create a report on a specific event by selecting the report's Category filter and setting it to the specific event (Bowling March 2017 in the previous example).

  • How to I report on Active vs Closed grants?

    Opportunities with Awarded and Awarded-Closed status will show up separately on the Opportunities by Status and the Opportunity Deadlines by month reports. 

    You can also export a list of Awarded opportunities from your opportunities list. Select View Awarded from the Status Filter to see all Opportunities with Awarded status. Click on one of the export buttons to export the list.

  • Would you recommend we enter our historical grant information into GrantHub?

    Entering your grant history into GrantHub is recommended, but not required. Having a more complete picture of who has given you funding, how much, and when they awarded it in the past is very helpful. It can help you prioritize your time and efforts going forward.

     

    Many customers start by setting up all the grants occurring in their current grant year, and then copy those opportunities into the future to help build their plan for the next year. They can also use the copy feature to easily ‘copy’ information into the past as well.



    Some organizations are working towards ‘going’ digital, and having all their grant documents accessible and backed up on the web. In this effort, you may choose to enter not only the amount and dates, but attach a copy of the submitted proposal and award notifications. This can help you easily find past information without wondering who has it in their file cabinet, and is also useful in the event you are audited.

  • How can I notify my team about notes I made in GrantHub?

    To send a link to a GrantHub Note (or Opportunity, or Funder, or Task, or Answer) to a group of contacts:

    1. Create the Note in GrantHub and make sure it has been saved.
    2. With the Note open, click on the URL in your browser window and copy the URL to your clipboard (right click to copy, or Control+C)
    3. Open Outlook (or other email client)
    4. Enter the names of the people you want to review the note.
    5. Enter subject
    6. Paste the link into the body of the email with any other information you wish, and hit send.

    Recipients will be able to click on link and jump right to the note in GrantHub (as long as they are set up as users in GrantHub)

  • Do you have an editing tool like Google Documents?

    We do not have an editing tool like Google Documents. We recommend downloading the original document, making edits and uploading a revised version with a new name to distinguish owner edits. You can also reference the last changed field on the task.

  • How do I delete a user and reassign their Opportunities, Tasks, Documents and Answers?

    In GrantHub you aren't able to delete a user, but you can move them to Inactive.

    Go to the top right-hand corner and click on the blue box that says, "Welcome, Your Name".

    Click on My Organization from the drop-down.

    Click on the Users tab.

    Then select the user you would like to move to Inactive.

    From the Status drop-down, move to Inactive and then in the Re-assign to User drop-down, select the new user to own the Opportunities, Tasks, Documents, and Answers.

    Hit Save.

  • Why am I not receiving emails from GrantHub for tasks and deadlines?

    There are many reasons you and your team may not be receiving User activation emails and task/deadline emails. 

    First - please check your users' email addresses in the My Organization area of GrantHub. If you find an error, please follow these steps:

    1. Click on the blue box in the top right corner of GrantHub.
    2. Choose My Organization.
    3. Click on the Users tab. 
    4. Click on the email address in blue. 
    5. Update the email address and click save. 

     

    Second - double check your spam or junk folder. 

    Third - check in with your IT department. Schools and Universities seem to have strong firewalls and do not receive emails from no-reply@granthub.com. Please send your IT Dept. an email to add our email to the White list or safe sender list. We have found also telling them this verbiage, helps troubleshoot: 

    • Emails were flagged as spam by the destination spam filter.  Anything marked as spam will not get delivered to the user's inbox.
  • What is the Custom Reminder Lead days field?

    The Custom Reminder Lead Days field is for the convenience of adding one more additional reminder email notification. This was built (and requested by many users!) for those really robust or time intensive application proposals, follow up reports and other preparation tasks. Put any whole integer up to 365 (days) in this area to receive an additional email reminder. This is found on tasks and opportunities as shown below. 

    Image title

     

  • Where can I keep login information to online application sites in GrantHub?

    Set the Application Type = online

    Keep URL to the application site, as well as login information in the ‘Application Submission Details’ field at the bottom of the Opportunity record.

    Image title

  • Why won't the Category field save on my Opportunity?

    If you are creating a new Category, you need to hit Enter or Tab to have the Category name save. If you click out of this box with your mouse, it will not save.