This article will walk you through how various tools in Keela can be used for the different components involved in grant management. We will walk through storing grantor information, setting reminders for application and reporting deadlines, keeping your team up to date on the progress of the grant, and recording the revenues received.
If you are more of a visual learner, watch these steps in action below!
Grantor Information
If you are using Keela to manage grants, we recommend creating a contact profile for the grantor! You can create a 'company' contact record to store information about the organization or foundation providing the grant. You could then also add 'individual' contact records for the primary contact person(s) related to the grantor. Don't forget that you can associate those individual contacts to the company record to keep track of their relationship! For more information on managing contacts in Keela head to Contacts Overview.
Tip: you can add a Tag to the grantors' profile, so you can start to build a Tag list of all your grantors.
Grantor Correspondence
If you are using Keela to send direct emails to your grantor, Keela will record these emails in the contact's
Interactions tab. If you are sending emails outside of Keela, you can use the
BCC/FWD Emails feature to make sure those emails are sent into Keela and recorded. You can also manually add interactions like phone calls and in-person meetings. This way you and your team have a full record of all interactions with the grantor!
Tip: Need to remind yourself to reach out to the grantor? Maybe to send a thank you letter or provide an update on the program? You can always create a
To-Do for the contact with a notification to remind yourself to reach out! This way you never miss an email or a thank you.
Grant Tracking
We recommend using Keela's Projects Tool for grant tracking. With Projects, you can create an individual project for each grant which will allow you to track application progress, create tasks for deadlines, track reporting due dates, upload files, and allow team members to chat with each other.
Applications
Once you create a Project for the grant, you can set reminders for an upcoming grant application, track the progress of an application, or set due dates for application submissions. We recommend creating a Project task within the grant project to track this. See an example below:
Reporting
You can also create tasks for reporting! In this task, you can specify the details that must be included in the report. You can also set a deadline and notification reminder when creating the task, so you make sure those reports are submitted on time!
Team Collaboration
There are a few tools for keeping your team on top of grants!
Assignees
Make sure your teammates who are responsible for correspondence with the grantor, are 'Assignees' of the contact in Keela. This way you and your team can see at a glance who is responsible for each grantor.
Project Members
When you create a project, make sure you add the users you want to collaborate on the project as members. In order for Keela users to see and interact with projects, they must be added as members.
Project Task Followers
When you create a project task, make sure you add the user(s) that you want to be notified of updates to the task as followers of the task.
Project Live Chat
Every project task has a chatbox for users to communicate with each other! Use the chat to update each other on what is been done and what still needs to be done. This way everyone stays up to date.
Logging Grant Revenues
To track grant revenues, we recommend
logging revenue payments in Keela under the grantor's contact record. If the grantor owes you funding and you haven't received it yet, you can always
log a pledge to keep track of the payment promised to your organization. You will be able to set a due date for the pledge, so your organization can make sure funds are coming in on time!
