Grant reporting

Grant reporting allows managers to monitor the progress of awarded grantees. You can configure multiple report forms—such as interim and final reports—to suit your program’s requirements.

If your program collects grant reports after reviewing concludes and after a new application period begins, we recommend using perpetual seasons. See the guide on Using perpetual seasons for more information.

Configure a grant report form

Grant report forms are configured in a similar way to standard application forms.

1. In the Manage workspace, go to Forms
2. Click New grant report form
3. Enter a unique name (for example, "Interim report" or "Final report")
4. Click Save + next
5. On the 'Managers' tab, select whether all managers or selected managers can manage the form
6. Click Next
7. On the 'Advanced' tab, configure the required options
8. Click Save
9. From the Forms page, click the ellipsis (three dots) beside the grant report form and select Edit form to configure

Grant report forms are configured similarly to application forms with two exceptions: grant report forms do not require an application name field or a category selector. This is because reports are linked to an existing application.

Advanced options

You may enable:

• Allow submitter to browse tabs before starting a submission
• Blank sample form PDF available for download
• Allow collaboration between multiple users
• Allow API updates to submission fields whilst editing
• Enable editor for multi-line text fields
• Form locked after submission
• PDF of submission available for download

Create a grant report due notification

Grant reporting allows you to send automated reminder notifications before, at, or after a report due date. Reports can still be submitted after the due date unless restricted by other settings.

1. In the Manage workspace, go to Settings > Communications > Notifications
2. Click New notification
3. Select Grant report due from the Trigger drop-down
4. Add an optional description if configuring multiple notifications
5. Under 'Forms', select whether the notification applies to all forms or selected forms
6. Enter an Email subject
7. Compose the email body and SMS content, taking care to include the {report_url} merge field
8. Under 'Send time', select when the notification should be sent—setting the number of minutes, hours, or days before or after the due date
9. If required, select specific report statuses
10. Click Save

Trigger grant reports

After reviewing concludes and recipients are selected, you can trigger grant report tasks.

1. In the Manage workspace, go to Applications or Grants > Manage
2. Click the ellipsis next to the application
3. Select the option to create a grant report
4. Choose the report form
5. Set the due date
6. Click Save

A report can also be triggered from the manager’s view of an application.

Manage grant reports

Once scheduled, grant reports can be managed centrally. To view and update reports:

1. In the Manage workspace, go to Grants > Grant reports
2. Use the ellipsis next to a report to update the due date
3. To update multiple reports, select checkboxes and use the Action drop-down

Applicant experience

When a grant report is created, applicants will see a Grant reports section in the Apply workspace.

This view displays:

• Report name
• Original application name
• Category
• Due date
• Report status

To complete the report, applicants click the report name and submit the form.

Good to know

• Fields added to a grant report cannot be selected in reviewing score sets.
• Configuration mode cannot be disabled in the Manage workspace—test reports from the Apply workspace.
• Applicants are not automatically notified when a grant report is created—this allows reports to be prepared before announcements.
• To ensure proper notification delivery time, set your program's time zone in Settings > General > Account.
• You can test a grant report by assigning it to a test submission.
• Clicking the application name in the applicant view opens the original application, not the report.
• SMS delivery may be subject to regional regulations; see SMS limitations.

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.