Clients

The client list

Each client has its own eligibility profile, match preferences, recommended grants, grants and documents. Each card shows:

• the client's name and contact;
• how much of the Eligibility profile is filled in, and whether Federal grants are on, off or paused;
• how many grants are at each stage, how many recommended grants are waiting, and the next deadline;
• links to the client's Grants, Recommended & match preferences and Documents.

If a card says there are no match preferences yet, that client gets no recommended grants until you add some.

Use the search box to find a client by name, contact, keyword or agency, and Sort to order the list by name or by next deadline. Choose a client's name or Open to see its page.

Add a client

Choose + Add client (for your own organization, Set up your organization). A few short screens follow, each with a handful of answers:

1. Documents: which of the usual documents you have, each with a What is this? link (see Start from the client's documents). Skip it if you have none.
2. The basics: name, main contact (optional) and kind of organization, with its EIN. Your own organization skips the name and contact. For a California organization, GrantAssembly checks the IRS list of tax-exempt organizations and offers the EIN it finds; choose Use it if it's right.
3. Where it works: state, city or county, and how far it reaches.
4. What it does: program areas and who it serves. You see the areas you've picked and a few common ones; choose + Add another area to search the full list. When you added documents, the areas they mention are already picked; select one to remove it.
5. Size and finances: budget, staff, year founded, audit and matching funds. (one question per screen; an answer you already confirmed from a document isn't asked again).
6. Federal registration: SAM.gov and its UEI.
7. Document dates, only when a file you added needs an expiry date.
8. Review, with a Change link next to each answer. After a change, Back to review returns you there.

What it does is all GrantAssembly needs to look for grants, so that screen offers Save and see grants as well as Keep going. Saving there opens the client's page with how many grants match. A Finish the profile card on that page brings back the last two screens whenever you're ready. It first reads the client's documents already on file (a budget, Form 990, audit, SAM.gov registration, articles or annual report) and asks about each value they state, such as the annual budget or the year founded, so you only confirm it. Nothing is saved until you choose Finished.

If an answer doesn't look right (an email address without its ending, an EIN that isn't 9 digits, a UEI that isn't 12 letters and numbers, or a year in the future), the screen says so under the box and waits until it's fixed or left blank. A name that matches one of your clients gets a reminder, so the same organization isn't added twice. When you picked program areas, the review offers to start Recommended with matching keywords; untick it to add your own later.

Only the name is required. Every other screen has Skip for now, and Not sure leaves that answer blank. Choose Finished on the last screen to save the client and open its page. You can fill in or change anything later on the client page.

The Starter plan holds up to 5 active clients. When you reach the limit, Add client offers to change your plan instead. Archived clients don't count toward the limit.

Start from the client's documents

The first screen of Add a client says "We can fill in this client's details from its documents" and lists them. Having them makes the next steps quicker, but it's fine if you don't have them yet. The list is split into the documents most organizations have (IRS determination letter, W-9, latest Form 990, articles and bylaws, board list) and ones only some have (budget, insurance certificate, audit, annual report, SAM.gov registration), each with a line on what it is. Other… takes anything else, like a brochure or a past proposal: GrantAssembly looks for details in every file. The whole setup takes about 5 minutes.

1. Drop the client's files, a folder or a ZIP file on Drop files here (or use choose files), and GrantAssembly sorts them. Or use a document's own Add button to add just that one. Choose Not now for any you don't have; Undo brings it back. Each document added gets a check mark and the file's name, and Remove takes it out again. Scans and photos are read too, a few seconds each. No documents at all? Choose Skip for now.
2. Choose Continue. On each step that a file answered, you first see "Is this right?" with the answer in bold, such as "Is Lantern Bay Youth Arts' EIN 12-3456789?", and a small picture of the spot in the file it came from. Choose Yes, or No to type the right answer (Use this) or leave it out (Skip). When files disagree, pick the right value from the list.
3. Once the EIN is known (from a file, the IRS list or typed in), the latest Form 990 filed with the IRS is read from free public records. What it says, such as the budget, staff and year founded, is asked the same way, saying it came from the Form 990, for anything the files didn't answer. No Form 990 (new organizations, and small ones that file the 990-N postcard)? The screen says so and asks as usual.
4. Anything the files didn't answer, or that you said No to, is asked on that step's usual screen, with what you already said yes to filled in. Steps the files answered completely are left out. On Location, the state, the city or county and how far the work reaches are each checked this way when a file says them (for example "for young people in Long Beach" means local), and the ones not found are filled in on the same screen.
5. Setting up your own organization (or choosing it under "Who's your first client?"), there's no name or contact step: the name you signed up with is used. When the documents give a different name, you're asked once whether to use it as the legal name. For any other client, the name and the main contact are separate steps, and the contact is read from the files when they name one (the SAM.gov business contact, or the Form 990's principal officer).
6. Check the review. It lists what's Done and what's For later (answers you skipped and documents not added yet), with a link to each. Nothing for later is needed to start. Choose Finished: the client is made, every file is filed in its place (files it can't sort go to Other documents), and the client's page opens at Documents.

Files are read on your computer, in your browser. Nothing is saved until you choose Finished.

Add files from the list

Drop files onto a client's card to add them to that client's documents. You can also choose Documents on the card.

Archive or delete a client

Choose Archive on a card when you've stopped working with a client. Archived clients get no new recommended grants and can't be picked for new grants, and all their data is kept. A notice offers Undo for a few seconds.

Archived clients sit under Show archived clients at the bottom of the list. Choose Restore to bring one back.

To delete a client for good, archive it, open its page and choose Delete client. This removes the client, its recommended grants and its documents, and can't be undone. You can only delete a client with no grants, so move or delete its grants first.