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 from the following options
   • The Allow submitter to browse tabs before starting a submission checkbox will permit applicants to browse the entire form before starting their submission.
   • The Grant reports locked when submitted setting will prevent applicants from making alterations to their grant reports once submitted. 
   • Allow collaboration between multiple users facilitates collaboration on the submission between multiple applicants. Learn more about collaboration here: Collaborative submissions (beta)
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

FAQs

What is this feature and how is it commonly used?

Grant reporting allows your program to monitor the performance of successful grantees. Perhaps you need to confirm that funds are being used appropriately or that the project is on track for completion. If your organisation needs to review how funds are being spent, grant reporting is crucial. 

Is there a limit on the number of grant reports I can configure? 

Programs with a Premium or Enterprise subscription are able to configure an unlimited number of grant report forms. 

Can I choose who has access to submit this report? 

By default only the applicant will have access to a grant report. For programs with collaboration enabled, grant reports can also facilitate collaboration between users. To learn more about collaborative submissions, see our dedicated guide: Collaborative submissions (beta). 

Can I configure a due date for reports and will users be alerted when a report is due? 

When scheduling a grant report a due date must be assigned. The 'Grant report due' notification can be configured to send a specified number of minutes, hours, or days before or after the due time.

Will I as a grant manager be alerted when a grant report is submitted? 

If you'd like to receive a notification that a grant report has been submitted, simply copy your configured 'Grant report submitted' notification and set the 'Recipients' as These email addresses and add in your own.