Records: Your Central Hub for Grant Management
Records in Grantable are your central source of truth for all your grant management work. Records are a powerful way to organize and connect information about funders, people, and opportunities. By linking these records together, you can easily track your progress and collaborate with your team.
What is a record?
A record is an object in Grantable that contains information about a specific item or entity. For example, a single funder, a specific person, or a particular grant opportunity are all records. Unlike notes or files, records have dynamic attributes, which are the fields you fill out with information (e.g., a Funder's website or a Person's email).
Understanding Record Types
Grantable has three primary record types that are designed to work together to help you manage your workflow:
Funder Records: These records are for the organizations that provide grants. They can be associated with people (team members) and opportunities, and you can attach notes to them.
People Records: These records are for individuals, such as contacts at a funder organization. A person can be linked to a specific funder record.
Opportunity Records: An opportunity is a specific grant application or project. Opportunities can be linked to a funder, a contact person, and notes.
Create and View Records
Create New Records
There are a couple of ways you can create new records in your Grantable workspace.
From the sidebar:
Navigate to the appropriate page in the sidebar (Funders, People, or Opportunities).
In the upper-right corner of the page, click the + New Funder, + New Person, or + New Opportunity button.
For notes and opportunities:
From any page, click the + New note or + New Opportunity button in the header.
Note: When creating new records, some fields, like Name and Funder, are required to ensure the record is complete.
View All Your Records
Your sidebar gives you quick access to all your records. Under the Records section, you'll find dedicated pages for Funders, People, and Opportunities. Each page displays every record of that type in your workspace. For example, on the Funders page, you'll see every funder record you've created.
On these pages, you can add or remove columns (attributes) from your view to customize what information you see.
You can also sort and filter the data to find specific records.
Record Pages
Record pages are a detailed view of a single record, which you can access by clicking on the name of a record from any list or table. Here, you'll find a complete profile for that record, including all its attributes, associated notes, and linked records.
Linking Records
One of the most powerful features of records is their ability to link to each other. This creates a flexible system that mirrors your grant management workflow.
Funders contain notes and can be associated with people (team members) and opportunity records.
People records can be associated with a funder and linked to opportunities.
Opportunities can be linked to a funder, notes, and people records.
This interconnected structure allows you to see all the relevant information for a project in one place. For example, from an Opportunity record page, you can instantly see which Funder it's for and who the main contact person is, streamlining your workflow and preventing you from having to search for information across multiple places.
The Grantable Records Method
This is a great way to think about the different record types and their function in your grant management process. The records are structured from most actionable to most static.
ACTIONABILITY & FUNCTION (Most Actionable → Most Static)
├── 1. OPPORTUNITIES
│ ├── Definition: Specific grant applications or projects with a deadline
│ ├── Examples: "Q3 STEM Grant", "Community Center Renovation"
│ └── Status: Active, time-bound, progresses through stages (Lead, In Progress, Won, Lost)
│
├── 2. PEOPLE
│ ├── Definition: Individuals who are part of the grant ecosystem
│ ├── Examples: "Jane Doe (Funder Contact)", "John Smith (Team Member)"
│ └── Status: Ongoing contacts and relationships
│
├── 3. FUNDERS
│ ├── Definition: Organizations that provide grants
│ ├── Examples: "Bill & Melinda Gates Foundation", "Ford Foundation"
│ └── Status: Ongoing relationships, reference material for multiple opportunities
│
└── 4. NOTES
├── Definition: Flexible, unstructured text that adds context to records
├── Examples: "Notes from meeting with Jane Doe", "Draft grant section text"
└── Status: Contextual reference, associated with other records
