Articles in this section


  • Merging a Duplicate Funder
    1. Look at the 2 funders that are duplicated and decide which one you want to keep
    2. Add the word 'KEEPER' to the end of the one you wish to keep (Example: Evans Family Foundation - KEEPER)
    3. Add the word 'REMOVE' to the end of the other funder(s) you would like to merge into the keeper (Example: EVANS Foundation - REMOVE)
    4. Open up the Funder with 'REMOVE' in their name and move the Opportunities
      1. Go to the Opportunity tab under this funder, and set the filter to show 'View All'
      2. Open up each Opportunity and change the Funder it is attached to by using the 'Funder' drop down (change it to the Funder with 'KEEPER' at the end of the name)
      3. Save the Opportunity
      4. Repeat for all the Opportunities under the funder that you are looking to remove/consolidate.
    5. Once you are done with moving the Opportunities, move over any remaining tasks (make sure to do this AFTER you move opportunities)
      1. go to the 'Tasks' tab under the funder you wish to remove.
      2. You can change the funder these tasks are associated with by using the funder drop down just like you did above with Opportunities.
    6. If there are any documents attached to the funder you are looking to remove, you will want to download them and re-upload them to the 'KEEPER' funder
    7. If there is information in the 'Notes' tab, or in any of the fields on the Funder Detail page, you will need to move that information over manually.
    8. Confirm that all the Opportunities, Tasks, and other information has been moved over to the 'KEEPER' Funder.
    9. Once there is no more information you need from the funder you want to remove, you can delete it by finding the 'REMOVE' funder's name in the Funder List and clicking on the red garbage can on the right end of their row. You will need to type 'DELETE' to confirm the deletion.
    10. Now you can go to funder that you moved everything to and remove the word 'KEEPER' from the end of their name
  • How do I expand the text area so that I can see the whole description?

    To expand the description field in GrantHub click on the lower right hand corner of the text area and drag your mouse until the box is the size that you want.

  • How do I save GrantHub deadlines in my Outlook calendar?

    GrantHub will send you email reminders when a task or proposal deadline is coming due if you are set up as the owner of the task/Opportunity. These emails will have a .ics file attached that you can save to your calendar. You can save the task on the date it is due, or select another day/time when you wish to schedule work on the activity. iCalendar functionality is compatible with the major calendar software applications, including Microsoft, Apple, and Google.

  • Can GrantHub track staff hours against a grant?

    GrantHub has the ability to create Tasks under each grant Opportunity which can be used to capture and track elements related to the execution of the grant, such as staff hours, or metrics related to the delivery of your programs. There are text fields that allow you to add notes about the task and can contain information related to these metrics, or financial-related information or other types of notes. The notes attached to Tasks and Opportunities can be edited and information can be continually appended to them. Or you can also create a separate note for each entry. 

    Also - we allow users to attach documents to grant opportunities and tasks - such as tracking files made in Excel - that can contain information such as budgeted time allocated, amount of time actually spent, etc. But information contained in files would need to be edited and re-uploaded when any changes are made. 

    We have the ability to track reporting requirements, documents and deadlines - but if you need a grant management system that is tuned for tracking the post-award financial details, and the actual costs of employee or volunteer hours - and then integrating that information with your financial system, we encourage you to compare us to other solutions to determine if GrantHub is the best solution for your needs.

  • Does GrantHub support financial management of awarded grants?

    GrantHub has fields within each grant Opportunity to track high-level grant information such as Amount Requested and Amount Awarded. There are also text fields that allow you to add notes about the grant - either financial-related information or other types of notes. 

    GrantHub also supports users attaching documents to grant opportunities - such as budget files made in Excel - that can contain information such as budget, amounts spent, amounts received, etc. That information is contained in an Excel file and would need to be edited and re-uploaded when any changes are made. We currently do not have specific fields in GrantHub that allow you track detailed expenses, payments received, or comparisons between grant budget amounts and actual amounts in separate fields. 

    GrantHub also has the ability to create Tasks under each grant Opportunity which can be used to capture and track grant payments and expenses. By using a task, you can continually update the deadline and use the same task to track updates through the life of the grant. When GrantHub users utilize a Task to track payments and expenses associated with the grant opportunity, they either make notes in the description field or attach a grant budget-to-actual tracking spreadsheet to the task.

    Steps to use an Opportunity Task used to track grant expenses and receipts:

    • Create a new task specifically for tracking spend down of the grant. 
    • If you have a 'budget' or expectation of the expenses and timeframes, include it in description or as an attachment. 
    • Set the deadline for the task at the first interval you want to record an update on actual expenses or money received. 
    • Once that dates comes, you can update the information in the description with expenses/money received or update the attached spreadsheet with details and re-upload it to the task in GrantHub. You can keep multiple versions of the sheet, or delete the previous version. 
    • You can just change the deadline for the task to the next update (you don’t need to create multiple tasks) 
    • You can also add updates to the task description so you see the latest info when you open the task
  • Why should I use the 990 Finder?

    Here are some parts of the 990 to pay particular attention to:

    • Part III, mission and accomplishments. The IRS has detailed guidance for what organizations must report in this section, says Mr. McLean: “If the statement is sloppy or terse, I think it shows the group isn’t taking its reporting seriously.”
    • Part IV, line 17professional fundraising. If a nonprofit spent more than $15,000 on outside professional fundraising services, it must report details on Schedule G. Despite the requirements, says Mr. McLean, “It can be hard to tell exactly what the money was spent on.”
    • Part IV, lines 25-28, related-party transactions. Here, nonprofits have to disclose financial transactions between certain members of the group or their family members and the organization itself. “If a group checks ‘yes’ to these boxes, I want to know more,” says Mr. McLean. Details are available on Schedules L and O.
    • Part V, line 5, significant diversion of assets. In plain English: Did anyone steal a large amount from the group? “Yes” answers aren’t common, says Mr. McLean, but often they are important.
    • Part VII, compensation of officers, directors, key employees, highly-paid employees, and independent contractors. Nonprofits must report total compensation, including benefits, deferred compensation, and auto and housing allowances, among other things. It’s hard for a nonprofit to omit significant items, says Mr. McLean.
    • Part VIII, revenue. This section shows where groups get their money from—usually either donations or charging for a service.
    • Part IX, “functional expenses.” This information is supposed to break down how a nonprofit spends money to pursue its mission, but Mr. McLean says that often it isn’t very revealing, because reporting requirements are flexible. A multiyear analysis of how expenses have changed over time can shed more light, he adds.
    • Part X, balance sheet. Mr. McLean advises “looking at the big numbers” and trying to determine whether the group is sustainable. One red flag is if assets shrink over time while liabilities rise or stay the same. “Anomalies occur, but groups can’t survive if they keep spending more than they take in,” he says.
  • Can you see future financial projections in GrantHub?

    Inside each grant Opportunity, GrantHub has fields available to help you track 'Amount Requested', 'Amount Expected', and 'Amount Awarded'. Using the 'Opportunity Deadlines by Month' report and setting it to show dollars, you can easily see how much you've been awarded on a monthly basis in the past. You can also look into the future and see how much you have in 'Amount Requested' in the future. There is a button to export the raw data to Excel if you want to do further analysis on the data.

    You can also use the field 'Amount Expected' to forecast a more accurate projection for future funding. At this time we do not have a pre-built report to utilize your Amount Expected field. You would need to export your opportunity list to Excel in order to report on amounts in this field. 

    If you would like to use forecasting algorithms based on your historic award amounts, you can easily export your Opportunity Lists to Excel and apply your projection algorithms to the 'Amount Awarded' field.

  • Do you integrate with Outlook or Google Calendar or email?

    GrantHub has the following functionality/features related to email:

    • GrantHub has a feature that sends email notifications and reminders to your users who have task or grants assigned to them. You can configure up to 4 reminders for each task, and you can configure the standard lead times for when the reminders get sent out.
    • These reminders will have a .ics file attached that you can use to save the task to your calendar.
    • The dates that these tasks and grant deadlines are due – are NOT automatically synchronized with a users Outlook (or Google) calendar. 
    • Grant and task deadlines are easily viewed in a list or calendar format on our ‘Deadlines’ page.
  • Using Filters and Logic in my GrantHub Reports

    The canned reports and easy to use filters allow you to configure a wide variety of reports in GrantHub. But sometimes you may want to filter out opportunities that meet multiple criteria with 'AND' logic rather than the default 'OR' logic that is used with our built in filters. This is most often used to list of opportunities that have multiple combinations of Opportunity Category entries. In order to do this, you will need to use the 'Search' box that is found beneath the graph on the upper right of the list of opportunities:

    Using AND logic in GrantHub reports:

    1. The filters at the top of the report pages uses the 'OR' logic to generate the report
    2. If you want to force GrantHub to only return Opportunities that include all the categories you list (AND instead of OR), then you must use the Search Box to type in your categories instead of the filter box above the graph.
      1. Run an ‘Opportunities by Status’ report.
      2. put what you want to search for into the Search field: "Inland Empire" "CB"
      3. GrantHub will return opportunities that have BOTH (AND) of these in the category field. (not OR)
      4. If you want to filter out Opportunities based on more categories – using an AND logic, just keep typing them in the search box.
    3. You can use this in conjunction with the category filters too. For instance, you could filter on ‘Inland Empire’ in the Opportunity Category Filters above the graph, then just use the Search box to put what other items you wish to AND together with them.
    4. Here are some limitations that you should be aware of:
      1. The graph above is not updated with the results from the search
      2. If you use a word (like Evaluation) that is also used in another field in the opportunity (like in the description, or opportunity name), it could be returned even though it doesn’t have ‘Evaluation’ selected as an opportunity category. So you will have to double check your results. But it could get you a lot closer, and you’d just have to delete the few that slipped through.
      3. Some abbreviations might work (like CB), but some might not because the letters might be included in some other field or category name.

    We are interested to hear any feedback and suggestions on our reports. We are gathering input for advanced reporting functions to build into GrantHub in future releases. Feel free to send in your suggestions to support@foundant.com 

  • Is there a way to see a report of opportunities in different date ranges for forecasting upcoming fiscal year?

    Depending on what you are looking to filter on, you can get a custom list your grant opportunities in a few places. Here is a list of the options and some tips for each:

    1. You can filter opportunities by Status using the 'Opportunities' list.
      • Click on Opportunities on the top menu
      • Use the filter box on the upper left to select the status you want to see 
      • You can choose from 'All', 'Open' (which includes Research, Planned, In Progress & LOI-Draft), Submitted, Decided, Awarded
        • Note: Decided will contain all decision status (Denied,Withdrawn,Abandoned, Awarded, Awarded-Closed)
        • Note: Awarded will contain 'Awarded' and 'Awarded-Closed'.  
      • Export to Excel to see all fields, or PDF to see the fields that are displayed on your screen
      • Once in Excel, you can tune the list to only include the rows/columns you wish to see.
      • In Excel, you can also total the Amount columns.
    2. Click on Reports on the top menu if you want more control over date ranges and other filters
      • Select the report 'Opportunities by Status' in the list
      • Select the date range you are interested in
      • Run the report
      • Scroll down to see the list of Opportunities that fall in this date range.
      • If you only want to see only 1 particular Status, use the search box in the upper right of the list of opportunities to filter the list. 
      • Export the list to Excel if you want to tune it further, or total the amount columns
    3. You can set up a specific Opportunity Category for each Fiscal Year, such as FY18 and FY19, etc. 
      • For each opportunity that is awarded, choose the appropriate FY entry from the Opportunity Category drop down. 
      • To create a new category tag, type it in and after you hit save it will be available from the pick list
      • Go to 'Reports' and select 'Opportunities by Status' in the list of available reports.
      • Select the appropriate Opportunity Category (ie 'FY19') from the list to filter the report
      • Make sure your date range is expanded so that it doesn't exclude any opportunities you want to see.

    If you have a report that you are trying to create, or would like to see added to GrantHub, please contact our support team via the chat box or via email and let us know. 

  • How to track in-kind donations in GrantHub
    1. Create an Opportunity and include the term ‘In-Kind Donation’ at the end of the Opportunity Name.
    2. Select Funding Type = Other (or select another option if it is more appropriate for the purpose of the donation).
    3. Create a new Opportunity Category called ‘In-Kind’ and make sure it is selected in the category field.
    4. Tracking the value of in-kind donations:
      1. Put the value of the in-kind donation in amount awarded field if you would like them added to cash awards in your reports / dashboards.
      2. Put the value of the donations in Amount requested field and put 0 in Amount Awarded if you would like to filter them out and total them separately (by exporting report to excel).

     

    To pull a report of your In-Kind Donations:

    1. Go to ‘Reports’.
    2. Select the Opportunities by Status report.
    3. Set the date range you would like to report on.
    4. Filter on ‘Opportunity Category’ = “In-Kind”.
    5. Scroll down to grid portion of the report.
    6. Export to Excel to total the amount of In-Kind donations.
  • What can I use to show ROI for purchasing GrantHub?

    The main areas that have used to justify the ROI on purchasing GrantHub are:

    • Time savings, and the benefit from spending that time on more fruitful fundraising activities.
    • Protecting your institution’s fundraising knowledge. If your grants manager or other key personnel who have been deeply involved in your funding relationships were to leave or retire, would your funding knowledge retire with them?
    • Templates, boilerplates, and other time saving ways to cut down on the time it takes to build new proposals.
    • Not missing deadlines / reporting due dates – through use of email reminders and dashboards that help you see what your entire team is working on and what is coming due. GrantHub allows for better work/time management.
    • Time saved creating your monthly reports to management and the board on the status and progress towards your grant fundraising goals. 
    • In addition to time saved in creating reports, you can also implement metrics that might not otherwise have been feasible - such as # of contacts with new funders, # of stewardship communications with funders who awarded you grants, improvement to your grant win percentage due to better screening and matching processes which lead to a higher ROI on grantwriters time. 
    • Find new funder and grant opportunities: Your GrantHub subscription includes a membership to GrantStation.com ($699 value). This site has a wealth of information on funders who are accepting applications for grants.

    More specific statements of time savings, etc. are available in our case studies found here: https://grantseekers.foundant.com/resources/

  • What is the difference between GrantHub and a Donor Management System?

    With GrantHub, we focus on providing new solutions that can dramatically improve the workflow for specific, time consuming tasks related to grantseeking.  We have purposely not focused on Donor Management because there are many software companies offering donor management solutions at differing levels of sophistication and cost. However, we have not seen a donor management solution that has a strong tool for managing the grant proposal process, follow up deadlines, and is easy to learn and use.

    Donor Management systems tend to be very good at supporting development efforts in either a one to one and a one to many engagement model – focused on receiving contributions from individuals.  They provide marketing campaign tools, online giving portals, social engagement and other services focused on reaching as many potential donors as possible, increasing the size and frequency of donations, and using metrics designed to help maximize your individual donations.  Donor management is basically the CRM of the nonprofit world.  They are very important tools if you receive significant funding from individuals.

    On the grantseeking side, we have GrantHub.  GrantHub has been built to specifically manage the grantseeking process.  It is a reasonably priced solution that is very easy to use, and allows an organization to better organize and manage their grantseeking efforts.  Where Donor Management is more of a CRM tool, GrantHub is a combination of project management, collaboration and knowledge management tools with a focus on how to make your grant process organized and more efficient.  GrantHub is designed to allow anyone in your organization to have visibility, to be assigned tasks and to better understand the grant requests that most likely make up a significant portion of your overall budget.  Our customers have told us that it is the missing piece in a nonprofit’s toolkit.

  • What happens if I have more than one grant/opportunity for the same Funder?

    We recommend adding another opportunity with a descriptive title and date so that you can tell the two opportunities apart. For example if you have two grants/opportunities for the 3M Foundation you might name one 3M Grant Opportunity - 2016 and the other 3M Grant Opportunity - 2017. This will allow you to add multiple grants/opportunities to a funder without duplicating your efforts. 

    As you can see in another example below, this is the same grant name for the same organization, but the timing aligns with semesters of school so that the name reflects the specifics.

    *TIP:Use the tasks tab to assign custom details and follow-ups for that specific opportunity.

  • You don't have the report I need, can I create a custom report?

    In addition to the default reports found on the Report page - GrantHub supports the ability to export your Opportunity details to Excel. If you need to create a report that we don't have in our Report drop down list, exporting your Opportunities to Excel can help you build the report you need.

    Here are some methods to consider when building reports in GrantHub:

    • Use the custom date range selector found on the Report area of GrantHub
    • Use the Filters on the right side of the Report page. With these filters you can filter reports by one or more Owners, Funder Types, Funding Types, Categories (this can be your programs or client names if you are a consultant).
    • Scroll down below the graph on the Report page to see the underlying information that is used to create the report. You can export to Excel, or other output types.

    Using List Views - Funder, Opportunity, Deadline lists:

    • You can also click on any of the list views to see a grid list Opportunities, or Funders or Deadlines. On these grid views you can change what is displayed by doing any of these activities:
      • Change the 'View' drop down on the upper left of your screen to 'View All', 'View Open', 'View Submitted', or 'View Decided'. 
      • Click on any Column header to sort the data by that field. Click again to reverse the order of the sorting.
      • Utilize the 'Search' field in the upper right area of your list view to filter the results. For instance you can type someone's name just to see their items, or a funder name to just see items associated with a funder, or type in the status you would like to filter on.
    • Once you get the view you are interested in, you can click on the buttons in the upper left of your list view to export the information to csv or pdf. CSV format will export ALL the information associated with the Opportunities, even if they are not displayed in the list view. PDF format will export only the information displayed on the list view

    If you have reporting needs that we do not currently support - please send us your input to support@foundant.com so we can add your suggestions to our list.

  • Can I track outcomes in GrantHub?

    Tracking outcomes of a program in GrantHub can be done in 2 ways: 

    1. If the outcomes are specific to just one grant/opportunity - then you can utilize the 'Task' functionality under that Opportunity to track the outcomes associated with that particular program/grant.
      • Create a new task specifically for the follow up / outcome report. 
      • Outline the metrics that you need to track for the program. 
      • Set the deadline for the task at the intervals you need to collect the data. 
      • You can just change the deadline for the task for the next update (you don’t need to create multiple tasks) 
      • If there are a lot of metrics, you might attach a spreadsheet that you can download, update and re-upload to the task every time you update it.  
      • If there are just a few metrics, you can just add notes to the task, or just put the data into the task description by editing the task as the program continues. This way, all your results are easily found on the task detail page, and you don’t have to scan through the various notes to collect all the data.
    2. If your program is related to multiple grants, or you want to make sure everyone can find your outcomes without knowing what grant it is related to, then you may want to use the Answer Library to track your program outcomes. Here is how you could do that:
      • You could create an Answer Library entry named ‘Program Outcomes – Operation School Bell 2016’ for instance, and tag it with the name of your program (making it easy to search/find). And every time you have an update to your results / outcomes – you could come into the answer library and update the Outcome entry.
      • The entries can be a text field, or you can attach a document.
        • If you used the text field, you could simply add information to the text field.
        • If it was a document, excel file for example, you could download it – make your updates – and then re-upload it into that Answer Library item. You can remove the previous version – or keep multiple files/versions within a single Answer Library item.
      • You would still want to use a Task under your Opportunity to remind you when you are supposed to send in reports on your outcomes to your funder.