Track and Manage a Grants Pipeline

Learn how to manage a grants pipeline, track active submissions, update provider details, and monitor overall progress.

June 24, 2026 By Miss Julies School of Beauty

This guide demonstrates how to track active grants, update submission statuses, and maintain grant provider contact information. Completing this process ensures your development team stays organized, meets upcoming deadlines, and maintains a clean record of funding opportunities.

This guide is intended for grant writers, development officers, and nonprofit administrators. Use it whenever you need to update a grant's progress, add a new funding opportunity to your pipeline, or update contact details for a grant provider.

Access the Grants Pipeline

Navigate to your designated workspace to access your grant management boards.

Step #1: Click on HOPE585 (or your specific workspace name) in the sidebar navigation. — Click on **HOPE585** (or your specific workspace name) in the sidebar navigation.

Step #2: Click on Grants Pipeline to view your active grants and impending deadlines. — Click on **Grants Pipeline** to view your active grants and impending deadlines.

Manage Active Grants

The Grants Pipeline board contains opportunities that have an upcoming target draft date or due date. From here, you can track assignments, update statuses, and monitor deadlines.

Step #3: Click on a cell in the Status column (for example, "New") to update the grant's current standing. — Click on a cell in the **Status** column (for example, "New") to update the grant's current standing.

Step #4: Select the appropriate status from the dropdown, or click Edit Labels to customize the options and colors. — Select the appropriate status from the dropdown, or click **Edit Labels** to customize the options and colors.

Standard status options might include whether a grant is brand new, has a giving history, if the client was invited to apply, or if currently on hold (e.g., if the provider is not accepting LOIs this cycle).

Update the remaining grant details across the board, such as the assigned writer, target draft dates, and expected grant amounts.

When configuring due dates, consider the different types of deadlines providers may use:

Due Date Type	Description
Firm (Annual)	A strict deadline that occurs only once per year.
Firm (Multiple)	A strict deadline that features multiple submission windows throughout the year.
Rolling	Applications are accepted and reviewed continuously with no fixed deadline.

Step #5: Click on the Grant Provider field to associate the grant with a specific organization. — Click on the **Grant Provider** field to associate the grant with a specific organization.

Step #6: Select an existing provider from the list, or type a new name and click the prompt to create a new linked record. — Select an existing provider from the list, or type a new name and click the prompt to create a new linked record.

When you change a grant's status to Submitted, the Date Submitted field automatically populates and the item safely moves to your Grants Submitted group.

Update Grant Providers

The Grant Providers board stores detailed contact information for each organization. Because it is linked to the pipeline, changes made here keep your entire workflow synced.

Step #7: Click on Grant Providers in the workspace navigation. — Click on **Grant Providers** in the workspace navigation.

Step #8: Click into the Contact cell next to an organization's name. — Click into the **Contact** cell next to an organization's name.

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Type the contact's name, such as "Patricia Leo".

Step #10: Click outside the cell or press Enter to save your changes. — Click outside the cell or press Enter to save your changes.

You can also populate additional fields in this board, such as phone numbers and email addresses, to maintain a comprehensive directory.

Review the Grants Dashboard

As you continue to populate data across your pipeline and provider boards over time, the dashboard will become increasingly robust and valuable for generating insights.

Q: Does the "Date Submitted" field update automatically?

A: Yes, the date fills itself in automatically when you change a grant's status to "Submitted," which also moves the item to the Grants Submitted section.

Q: What happens if a grant provider isn't listed in the pipeline dropdown?

A: You can easily add a new provider by typing the organization's name directly into the field and selecting the option to create a new record.

Q: Can I change the available status options and colors?

A: Yes. When you click on a status label, select "Edit Labels" at the bottom of the dropdown to add new labels or customize the color scheme to fit your preference.

Term	Definition
LOI	Letter of Inquiry, an initial introductory document sent to a grant provider to determine their interest before submitting a full proposal.
Linked Field	A specific column type that connects and syncs data between two different boards, such as tying the active pipeline to the grant providers list.
Target Draft Date	An internal deadline set by a team for completing the initial draft of a grant application prior to final submission.
Rolling Date	A type of deadline where an organization accepts and reviews applications continuously throughout the year rather than on a set day.