Instrumentl's Grant Tracker makes it super easy to manage and store your organization's grant history without having to resort to spreadsheets. 

Adding a historical grant to your Grant Tracker

Here are step-by-step instructions outlining how to add a historical grant to your Grant Tracker.

Identify and 'Save' the historical grant you'd like to track

Locate the grant or funder you'd like to add to your grant history in one of 2 ways:

  1. Search for the grant or funder using Instrumentl's Quick Find feature at the top left of your screen (directly beneath the Instrumentl logo)

2. Add the grant or funder to your Grant Tracker directly using the green Add New button at the top right of your Grant Tracker.

If you locate the grant or funder via the Quick Find, use the 'Save' button to save the grant or funder to your Grant Tracker.

Fill out the 'Save to Grant Tacker' form

When you save a grant to your Grant Tracker either using the Quick Find or the Add grant button, a form will pop up with a series of fields to fill in. 

In the first part of the form, the fields are:

  1. Funder: Give the name of the funder.

  2. Funding Opportunity: Give the grant a name such as 'Ford Family Foundation Grant'.

  3. Year: Enter the year this took place.

  4. Project: Select one of your Instrumentl projects from the drop-down list. Note - if the historical grant is not relevant to any of your existing Instrumentl projects, you may want to create a new project titled 'Historical Grants' where you can save all your historical grants.

  5. Status: Since this is a historical grant opportunity, select either 'Won' or 'Lost'. 

  6. Date Notified: Enter the date notified.

In the second part of the form, you'll find the fields:

  1. Amount requested (USD): Enter the amount requested from the funder (if known).

  2. Amount awarded (USD): This field will only appear if you selected the Status of 'Won'. Enter the amount awarded. 

  3. Submission Date: Enter the date you submitted the proposal for this grant, if known.

  4. Notes: Store any notes related to the historical record here.

  5. Funding Opportunity Deadline: If you are aware of what the funder's actual grant deadline was for this opportunity, record it here. We recommend putting in an estimate if you're not sure. If the grant has a rolling deadline you can select 'This grant has a rolling deadline' just above the date field.

  6. Website (if applicable): If the funder has a website you'd like to track, enter the URL here. 

  7. Invite-only: If the funder is invite-only and you'd like to store this information, select the checkbox that reads: 'This grant is invite only.'

Select the 'Save' button and your historical grant has been successfully added to your Grant Tracker!

How to add a historical record to a grant already saved in your Grant Tracker

It may be convenient to add a historical record directly to a grant that is already saved in your Grant Tacker. 

To do so: 

  1. Click on the grant in your Grant Tracker to open up the grant page

  2. From the grant page, you can add a historical record in one of 2 ways. A) Locate the 'Saved history' tab at the top of the grant page, and select +Save to another project or year. B) At the bottom right of the grant page, click on the 'More options' drop-down, then select Save to another year or project.

  3. Selecting either of the above options will prompt you to fill out the 'Save to Grant Tacker' form as described in the section above.

How to add multiple historical records at once

If you'd like to avoid adding historical records one at a time, Instrumentl makes it easy for you to upload a spreadsheet of historical grants! Our team will review the imported data and add it to your Grant Tracker on your behalf. 

To upload a spreadsheet or list of historical grants, select the green +Add New button at the top left of your Grant Tracker and choose the 'Upload many' option.

Locating historical records in your Grant Tracker

Find the Year drop-down at the top left of your Master Tracker or Grant Tracker and select the year(s) you'd like to view. The stats at the top of your Tracker will update according to the year(s) selected.

You can also use the search bar at the top of your Tracker (right next to the green +Add grant button) to search for a specific historical record. This search bar searches through records across all years.

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