Streamline contact management for NPOs

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[Music] foreign from simple day and I'm on a mission to make productivity simple using monday.com I want to show you a setup for managing grants that a non-profit can use when they have to manage all of the grants that are coming in they usually need to manage the process of applying for the grants getting approval and keeping track of them additionally they need to practice they need to track all the invoices that are coming in because they need to compare those against the amounts that they that they got now we're going to pretend that we're all the way at the beginning of the process so let's just say I found out about a new Grant and I will call it I think I'm up to number 11 Grant 11. I can add the person who's in charge of it right now it's that not started I will set the due date as let's just say the due date is January 1st the submission date is when I'm going to submit my document so I'm not going to fill that in yet the decision date let's say is going to be February 1st now here is a place where you can have a timeline of the actual dates that the grant runs so let's just say uh this one will start from March 1st till April 30th and I'm going to enter the amount requested let's say this is a twenty thousand dollar Grant and I'm going to add what kinds of Grant type this is let's just say this is a federal type I'm actually going to move this over here it's just going to be a little easier for me because these all these columns we're going to get to later are ones that I need to use once the grant was awarded so now the first step of applying for our grants is you actually need to start working on it you need to submit your documents and then it usually goes under Eternal review so let's just say I start working on my grants and all that on all the documents it moves to the application stage now once I receive approval so I'm going to Mark the grants as approved now it is going to go into in progress Grant so I'm going to set the submission data today and if you notice over here a low level board for tracking this specific grants was automatically created so we're going to get to that in a minute right now I'm just going to fill in the rest of the information so right now I want to say how much I was rewarded let's say I did a great job and I was awarded all twenty thousand all twenty thousand dollars now here you'll see these three columns are basically to track the amounts awarded the amounts that you actually spent on that grants and how much you have left so right now we haven't spent anything so we still have twenty thousand dollars left but I'll show you how that will change this column is a connected column to the individual grants board so each low-level Grant board is connected to this one so what I need to do is I need to go to this board sorry this column and I need to make sure that it's connected to Grants 11. let's just add I'm going to add another board and I'm going to add grants 11. that's 11 I'm just going to add it just make sure it's here perfect I'm just going to click connect boards okay now I'm going to go over to Grants 11 and now this is already connected to the overview board now what I'm going to do which is super cool this is something called item default values and basically what it means is that every single time I enter an item on this board it's going to pull in this information so I added the item default value for The Connect column so that means that every single thing is going to say grants 11 and it's going to roll up to the higher level board which is exactly what we want so we don't need to manually track everything so now I have a form that was set up and this form was set up so that way people who need to access it um like internal people they're not necessarily working on the board but they're just submitting their receipts so here I'm just going to add in my name to show you the whole process um I'll just do the invoice amount 120 and if I want I can add files now click submit I have to go back to find my other board here and I'm going to go back to my main table so now you can see this was submitted the information was received and it's automatically connected to Grants 11. now there's a whole interplay between the receipts and you'll see there's a whole bunch of statuses basically the the submission goes to the the grant lead which here happens to be me and then you could say if it was denied or approved and there's a whole back and forth in the automations with email so that way you know now if I go back to my grants overview you can see on item 11 so the information oh I realize why sorry this was my fault I forgot to connect this column once I see I can connect the column here once I connect it to invoice amounts so here it will show me I spent 120 and that's how much I have left in my grants so the one last thing that you just need to keep in mind is you need to make a template so that way you have a grant template so this individual Grant template is a board that was created that was set as template so if you click on the three dots in the upper right hand corner and if you just click on here would be make us templates now I'm going to remove it for templates now what I did is if you go to the grant overview board and if you look at the automations basically the automation is when application changes to approve create a board from template so this is the board that we are going to create from the template so if you ever want to change the template let's just say you just said that you want to add an extra column you need to go to your template board but it won't apply to any of the existing Grant boards already it will only apply to the upcoming boards so now that I think we have the whole process down I I basically just wanted to give a really quick overview of what we did we have we have three kinds of boards we have the grant overview board where you see everything going on and you have the individual grants template and then you have each individual board which is where you report the finances and it rolls up to the overview board the last thing that I wanted to show you is the dashboard so this dashboard is created on the grants overview board which means that it pulls up the information from every single Grant and you can see we have the total amounts requested the total amounts received we have the status of all the different grants here we have division of Grants by type and here we have a timeline view of basically the timelines of each Grant I hope that this setup and this use case is helpful for you with your non-profit uh just so you know you really can apply the system to almost any project you can have a higher level overview board and then you can have individual projects it's great for I've used it for onboarding clients it's a similar type of thing onboarding clients I'm learning employees or running large projects hope it is helpful and have a great day