Grant Frog: Step-by-Step User Guide

Introduction to Grant Frog

Grant Frog is a grants management system that allows you to manage your grant proposals, grant reports, funders, clients, and tasks all in one convenient location.

Logging In and Navigating the Dashboard

Upon logging into Grant Frog, you will be directed to the dashboard.

Here, you can view:

• All open grant proposals and the total funding requested.

• Your reports and tasks.

• The total amount of funding across all proposals.

• A list of tasks, their open status, and respective due dates.

• Upcoming grant proposals and reports, aiding in future planning.

You might be used to using single or multiple spreadsheets to track your grant proposals, funders, and clients.

It can be difficult to jump between all of your information and find what's most important.

With Grant Frog, everything is connected.

Everything is Connected

In Grant Frog, everything is connected to one another.

Example: Your Grant Proposals are connected to a Funder. On your Grant Proposal page, you can see the connected or linked Funder.

On the Funder record, you can see *all* Grant Proposals related to that Funder. This makes it easy to see how many proposals you've sent to the Funder, the amount, and total proposals pending response.

Each time you create a new Grant Proposal, you will choose a Funder from your Funder list or create a new Funder if you've never sent a proposal to them before.

You won't create a new Funder record each time if that Funder is already in your Funder list. Where in a spreadsheet, you have to write out the Funder every time.

Adding Your Grant Information

As you start planning your grants calendar, you can start entering it into Grant Frog.

Watch this video on planning your Yearly Grants Calendar

Use the Grant Frog Dashboard

Entering Grant Reports

To add a new grant report:

1. Go to the 'Grant Reports' menu

2. Click 'Add Grant Report'

3. Choose the related Grant Proposal for your report

4. Enter in details, such as the due date, date submitted, status, and notes.

5. Click Save

There are times you may need to submit a Letter of Intent (LOI) before submitting a Grant Proposal.

There are a couple of different ways you can log this in Grant Frog. How you choose to track will be based on your preference and how you want to do Reports.

Option 1 - Add the LOI and Grant Proposal as the same Grant Proposal record

Add the LOI and Grant Proposal as the same single Grant Proposal record. When you submit the LOI, add the Due Date, LOI Requested Date, and Status of Submitted and Pending Response.

Then, if you're approved to submit a full proposal:

1. Log the previous Due Date and Requested Date in the the Notes field and change it to your new Grant Proposal Due Date, Submission Date, and Status

Why do it this way?

If you enter it in as 1 Grant Proposal, you ensure your Amounts are accurate.

If you enter it as 2 Grant Proposals, you'll always need to remember to delete Amounts Pending, Amounts Requested, and Amount Received from the LOI. Your Dashboard and Reports may be inaccurate and can show double if you don't remember to delete the Amounts.

Option 2 - Add the LOI and Grant Proposal as 2 Grant Proposals

Sometimes, you may want to log both the LOI and Grant Proposal to show that you've worked on and sent 2 submissions.

If you decide to add in both the LOI and Grant Proposals

• You need to remember that the Amounts displayed on your Dashboard won't be accurate unless you choose to use Amounts in only 1 of the Grant Proposal records

• In any Report you export, remove the LOI or the Amount so it doesn't double your Grant Amounts.

When you login to your account, you'll see a main dashboard. This is a great way to start your Day or your Week.

On the Dashboard, you can see information such as Grant Proposals Due Within 90 Days, Open Tasks, and Grant Proposals Pending Response.

Number Charts

Amount Grant Proposals Pending Response - Total amount of grant proposals that have the Status of Submitted and Pending Response

Grant Proposals Pending Response - Number of grant proposals with a Status of Submitted and Pending Response

Open Grant Reports - Grant Reports with a Status other than Completed

My Open Tasks - Tasks with your User account where the Status is not Completed

List Views

My open tasks - Tasks with your User account where the Status is not Completed

Upcoming Grant Proposals Due Within 90 Days - Due Date is within 90 Days and Proposal Status is anything other than Submitted and Pending Response, Received, Declined, No Response.

Open Grant Reports - Grant Reports where the Status is not Completed

Grant Proposals Pending Response - Grant Proposals where the Status is Submitted and Pending Response

Grant Proposals Received - Grant Proposals with Status of Received

Overview

Grant Frog is a grants management system to help grant writers manage grant proposals, grant reports, deadlines, funders, clients, and tasks.

📽️ Adding a New Grant Proposal

Step-by-Step-Tutorial

1. Log in to your Grant Frog account

2. Navigate to the "Grant Proposals" menu

3. You'll see a list of current grant proposals grouped by status (In Progress, Submitted, Upcoming, or Received)

Adding a New Grant Proposal

1. Click "Add Grant Proposal"

2. Enter the title of the proposal (e.g., program or project name)

3. Select a funder:

   • Choose from existing funders in the system

   • Or select "New" to add a new funder

Setting Proposal Details

1. Choose the status of the proposal (e.g., In Progress, Submitted, Upcoming)

2. Set the due date for the proposal

3. Enter the amount requested:

   • You can update this later if needed.

4. If already submitted, enter the date requested

5. (Optional) If received, enter:

   • Amount received

   • Date the funder responded

6. Select or add a program:

   • Choose from existing programs

   • Or add a new one

7. (Optional) Add specific notes to the grant proposal

8. If applicable, select or add a client

Grant Proposal Status Options

In Progress - You're currently working on the grant proposal and gathering documentation

Submitted and Pending Response - You've submitted the request and now you're waiting to hear back from the Funder

Upcoming - This is in your pipeline and you'll be working on it in the future

Received - You've received and been awarded this grant proposal

Declined - You've been declined for the grant funds

Withdrawn - You withdrew your already submitted proposal

Potential - You're evaluating this opportunity to send a grant proposal and haven't yet determined if it's a fit

Deferred - You have to defer this grant proposal, whether it's been submitted and the funder deferred it, or you had to defer the entire proposal for another reason

No Response - You never received a response back from the Funder after your specified timeline

Saving the Proposal

1. Click "Save" to create the new grant proposal

Editing and Managing Proposals

1. On the main screen of the grant proposal, you can edit any information:

   • Click "Edit"

   • Update any fields as needed

   • Add additional information like URL of the folder

   • Modify notes or client information

2. Click "Save" after making changes

Viewing Proposals on the Dashboard

1. Return to the Grant Frog dashboard

2. Look for the "Upcoming Grant Proposals within 90 days" section

3. You'll see your newly added proposal if it's due within 90 days, including:

   • Due date

   • Title

   • Current status

Tips for Using the Dashboard

1. Use the dashboard as a quick reference for upcoming work

2. Regularly update proposal statuses to keep your overview current

To create and view Reports

The Reports page is separated into various reports. You can export Grant Proposals, Grant Reports, Funders, Tasks, and Clients.

For each report, you can Filter it by what you need in the report. This can include Dates, Status, Client, and more depending on the specific Report.

• Once you choose your Report and Filters, click Export

• Your Report will export as a CSV file

Adding Funders

To start adding funders:

• Navigate to the 'Funders' menu on the left

• Click 'Add a Funder'

• Enter the name of the Funder (required)

  • You can also enter in the address, phone, email, and website. You'll be able to enter in other details once it's saved.

• Click Save

Updating a Funder Record

You can add more details or edit your Funder record.

• Click Edit

• Change any field values as needed

• Click Save

Entering Client

To add a new client:

• Go to the 'Clients' menu

• Click 'Add client'

• Input the title and other details, such as the funder, due date, request amount, and status of the proposal

• Click Save

Add Program from menu

You can add a Program in 2 different ways. One is from the Programs menu and the other is from a Grant Proposal

• Click Programs in the menu on the left

• Click Add program

• Enter your program or project name

• Click Save

• You'll now be able to choose the Program from your Grant Proposal record

Add Program from Grant Proposal

• Click Edit on a Grant Proposal

• Click the Program field

• Click New to create a new Program or choose an existing one

📽️ How to create tasks in Grant Frog

Step by Step Tutorial

This tutorial will guide you through the process of managing grant-related tasks using Grant Frog.

Adding a New Task

1. In the Grant Frog app, locate and click on the "Tasks" menu

2. Select "Add Task"

Filling in Task Details

1. Enter the task name (e.g., "Call foundation director")

2. Set the task status (e.g., "Up Next")

3. Choose a category for the task (e.g., "Phone Call")

4. Set a due date for the task

5. (Optional) Add a description of the task (e.g., "Need to contact director to ask questions")

6. Choose to relate the task to a grant proposal, grant report, funder, or client

7. Select the specific item you want to relate the task to (e.g., "Graham Foundation")

8. Click "Save" to create the task

Viewing and Managing Tasks

1. After saving, you'll see the main screen for the task, displaying details like due date and status.

2. To make changes, click "Edit" on the task screen.

3. To mark a task as completed, click "Edit", enter the completion date, and save.

Checking Tasks on the Dashboard

2. Look for the "My Open Tasks" section.

3. Here you'll see all your open tasks with their due dates.

Updating Task Status

1. As you work on tasks, remember to update their status regularly.

2. This keeps your task list current and helps you track progress on all grant-related activities.

You will enter your email address, then receive an email with instructions on resetting it.

Grant Frog will send you notification emails when you Grant Proposals and Grant Reports close to the Due Date.

Days Until Due

We send you email notifications 30 days before a Grant Proposal or Grant Report is due.

User Email Notification

The email notification is sent to the email of the User on the Grant Proposal record by default. This includes Grant Proposals and Grant Reports.

You can change the User on the Grant Proposal to someone else in your company if needed. They will then receive the notification.

How to change User

1. Click Edit

2. Choose new User

You can see an overview of any User's grant proposals, grant reports, and tasks whether you're on a team account or on your own account.

View a User's Details

You find this by clicking on a User's name in a grant proposal, grant report, or task record OR by clicking on your Name/Profile picture on the Dashboard.

Edit Users

To add, change, or remove Users from your account, please reach out to Support at support@grantfrog.com