Grant reporting

Grant reporting is a powerful tool that allows grant managers to monitor the progress of their grantees. Multiple grant reports can be configured, giving managers the freedom to construct check-ins and final reports to fit each program's unique requirements. 

If your program will collect grant reports for applications after reviewing concludes and after a new application period has begun, it is recommend that your program use perpetual seasons. For more information, check out our dedicated guide: Utilising perpetual seasons.

Configure a grant report

To configure grant reporting, follow the steps below.

1. In the Manage workspace, navigate to Forms
2. Click New grant report form
   
   
3. Provide your form a unique name such as "Interim report" or "Final report"
   
4. If desired, select the Allow submitter to browse tabs before starting a submission checkbox and/or Allow collaboration between multiple users 
5. Click Save + next to open the form editor and begin configuration

The setup of a grant report form is nearly identical to the standard application form. The only exceptions are the application name field and the category selector. Neither of these are necessary as the reporting is linked to an existing application with both a name and a selected category. 

Create a report due notification

Grant reporting includes functionality to send reminder notifications to grantees at a predetermined date or time. This is particularly helpful for managing grants where weeks or months may elapse between grant application submission, selection, and payment.

To configure a 'Grant report due' notification, follow the steps below.

1. From the Manage workspace, go to Settings > Communications > Notifications
2. Click New notification 
3. Select Grant report due from the Trigger drop-down
4. If multiple grant report due notifications are being configured, add an optional Description 
5. Under the 'Forms' heading, choose whether this Notification applies to all forms or if the Notification applies to some forms, then select those that are applicable
6. Set an Email subject
7. Compose your message in the Email and SMS body fields, ensuring that the {report_url} merge field is included
   
   Important: to learn about regional regulations and limitations association with SMS, check out our dedicated guide: SMS limitations.
8. Under the 'Send time' heading, open the Send notification drop-down to select whether the notification should be sent at, before, or after a report's due time
9. Set the number of minutes, hours, or days before or after the due time this message should be sent
   
10. To send the notification to some statuses and not others, select the Send for select status(es) radio button and choose your desired status
    
11. Click Save when finished

Trigger grant reporting

Once you've completed the reviewing process of your submitted applications and have decided on your grant recipients, you can begin sending your grant report tasks. 

Tasks can be triggered from the Applications or Grants > Manage list views in the Manage workspace by clicking the ellipsis (3 dots) associated with the application and from a manager's view of an application. 

List view	Manager's view

With either of the above methods, a pop-up will appear prompting the selection of the desired report form and the due date for this task.

Managing grant reports

Once a grant report has been scheduled for an application, tasks can be viewed and managed from the Grants > Grant reports page in the Manage workspace. From here you have the ability to see all existing grant reports and update the due date for tasks. 

Due date updates can be done individually by clicking the ellipsis (3 dots) next to a report or in bulk by selecting the checkboxes next to multiple reports and opening the Action drop-down to select Update due date. 

Ellipsis menu	Action menu for bulk updates

Applicant experience

Applicants who have been sent a grant report to complete will see a new area in their Apply workspace called Grant reports. 

This view displays the name of the report, their original application name, the category in which the application was submitted, the due date and the grant report status. 

To complete the report an applicant need only click on the grant report name and complete the form.

Video overview

Time stamps:

Configure a form - 0:00

Configure a notification - 0:56

Schedule a report - 1:42

Manage reports - 2:11

Applicants view - 2:44