# Grant‑Application Tracker – All‑Grant‑Pipeline in One View  

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## 📊 KPI Dashboard – Instant Pulse on Your Grant Portfolio  

Create a **full‑page database** named **KPI Dashboard** (type → Table – Full page). Add the following properties and roll‑ups.  All fields are **Read‑only** – they update automatically as you work in the other databases.

| Property | Type | Source / Roll‑up | Formula / Settings |
|----------|------|------------------|--------------------|
| **Total Pending Amount** | Roll‑up | **Grants Master List → Amount** | **Sum** of `Amount` where `Status` ≠ `Approved` ∧ `Status` ≠ `Declined` |
| **High‑Priority Grants** | Roll‑up | **Grants Master List → Priority** | **Count** of records where `Priority` = `High` |
| **Upcoming Deadlines (≤ 30 days)** | Roll‑up | **Grants Master List → Deadline** | **Count** of records where `dateBetween(now(), prop("Deadline"), "days") ≤ 30` |
| **Awards Granted** | Roll‑up | **Post‑Award Tracking → Award Amount** | **Sum** of all awarded amounts |
| **Compliance Tasks Open** | Roll‑up | **Post‑Award Tracking → Compliance Tasks** | **Count** of linked tasks where `Status` ≠ `Done` |

> **How to set up:**  
> 1. In **KPI Dashboard**, click **+ New property** → **Roll‑up**.  
> 2. Choose the **Grants Master List** relation, select the target property (e.g., *Amount*), and pick the appropriate calculation (Sum, Count, etc.).  
> 3. For date‑based roll‑ups, add a **Formula** property in **Grants Master List** called **Within 30 Days**:  
> ```notion
> dateBetween(now(), prop("Deadline"), "days") <= 30
> ```  
> 4. Then roll‑up the **Within 30 Days** checkbox with a **Count** to feed the dashboard.

---

## 1️⃣ Grants Master List – Capture Every Opportunity  

| Grant Name | Funding Agency | Status | Priority | Deadline | Amount | Grant Ref |
|-----------|----------------|--------|----------|----------|--------|-----------|
| Community Impact Grant | City Foundation | Researching | High | 2024‑09‑15 | $75,000 | GR‑001 |
| Youth Innovation Fund | State Arts Council | Drafting | Medium | 2024‑10‑01 | $30,000 | GR‑002 |
| Health Equity Initiative | National Health Trust | Submitted | High | 2024‑08‑30 | $120,000 | GR‑003 |
| Sustainability Challenge | Green Futures | Not Started | Low | 2024‑11‑20 | $50,000 | GR‑004 |
| Education Access Grant | Federal Dept. of Ed. | Approved | High | 2024‑07‑31 | $200,000 | GR‑005 |

> **Tip:** Set **Status** as a **Select** with these **color‑coded** options (use Notion’s color picker):  
> - `Not Started` — Gray  
> - `Researching` — Blue  
> - `Drafting` — Yellow  
> - `Submitted` — Purple  
> - `Approved` — Green  
> - `Declined` — Red  

> **Best practice:** Use the **Priority** Select (`High` = Red, `Medium` = Orange, `Low` = Gray) to drive the “Top‑5” board view that surfaces the most strategic grants.

**Property types** (add exactly as shown):  

| Property | Type |
|----------|------|
| Grant Name | Title |
| Funding Agency | Text |
| Status | Select (color‑coded) |
| Priority | Select (color‑coded) |
| Deadline | Date |
| Amount | Number (currency) |
| Grant Ref | Text (unique ID) |
| Communications | Relation → **Communications Log** (reciprocal) |
| Attachments | Relation → **Attachments & Documents** (reciprocal) |
| Post‑Award | Relation → **Post‑Award Tracking** (reciprocal) |
| **Reminder** | Formula (see “Automation & Alerts” below) |

---

## 2️⃣ Pre‑Configured Views – Board & Calendar  

| View | Type | Group / Sort | Filters | Color Tags |
|------|------|--------------|---------|------------|
| **Board – By Status** | Board | Group by **Status** | None | Uses the status colors defined above |
| **Board – Top‑5 Priority** | Board | Group by **Priority**; Sort by **Deadline** ascending | `Priority` = `High` | Red priority tag |
| **Calendar – Deadlines** | Calendar | Date → **Deadline** | None | Events show the status color as the background |
| **Table – All Grants** | Table | Sort by **Deadline** ascending | None | Shows all columns |

> **How to create:** Click **+ Add a view**, choose the type, name it, and set the grouping/sorting as listed. The status colors automatically appear on cards and calendar entries.

---

## 3️⃣ Communications Log – Track Every Interaction  

| Date | Contact Person | Mode | Summary | Follow‑Up Needed | Grant Ref |
|------|----------------|------|---------|------------------|-----------|
| 2024‑06‑12 | Maya Lopez (City Foundation) | Email | Requested FY2024 budget template | ✅ | GR‑001 |
| 2024‑06‑15 | Tom Reed (State Arts Council) | Call | Discussed eligibility criteria | ❌ | GR‑002 |
| 2024‑06‑18 | Dr. Chen (National Health Trust) | Meeting | Presented pilot data, asked for additional metrics | ✅ | GR‑003 |
| 2024‑06‑20 | Lisa Patel (Green Futures) | Email | Sent concept note, awaiting feedback | ✅ | GR‑004 |
| 2024‑06‑22 | Janet Kim (Federal Dept. of Ed.) | Phone | Clarified reporting requirements | ❌ | GR‑005 |

> **Tip:** Set **Follow‑Up Needed** as a **Checkbox**; filter the view to show only unchecked items for pending actions.  

**Property types:**  

| Property | Type |
|----------|------|
| Date | Date |
| Contact Person | Text |
| Mode | Select (`Email`, `Call`, `Meeting`, `Letter`) |
| Summary | Text (or Long Text) |
| Follow‑Up Needed | Checkbox |
| Grant Ref | Relation → **Grants Master List** (reciprocal) |

---

## 4️⃣ Attachments & Documents – Central File Hub  

| Document Name | Type | Uploaded | Grant Ref |
|---------------|------|----------|-----------|
| FY24 Budget Template | Spreadsheet | 2024‑06‑10 | GR‑001 |
| LOI – Youth Innovation | PDF | 2024‑06‑14 | GR‑002 |
| Pilot Study Results | PDF | 2024‑06‑16 | GR‑003 |
| Concept Note – Sustainability | PDF | 2024‑06‑19 | GR‑004 |
| Reporting Guidelines | PDF | 2024‑06‑21 | GR‑005 |

> **Tip:** Convert this table to a **Gallery** view; set the **File** property as the cover so each card shows a thumbnail of the document.  

**Property types:**  

| Property | Type |
|----------|------|
| Document Name | Title |
| Type | Select (`PDF`, `Spreadsheet`, `Word Doc`, `Image`) |
| Uploaded | Date |
| Grant Ref | Relation → **Grants Master List** (reciprocal) |
| File | Files & media |

---

## 5️⃣ Post‑Award Tracking – From Decision to Compliance  

Create a **full‑page database** called **Post‑Award Tracking** and link it to the Grants table.

| Grant Ref | Award Amount | Award Date | Reporting Dates | Compliance Tasks |
|----------|--------------|------------|-----------------|-------------------|
| GR‑003 | $120,000 | 2024‑09‑01 | 2024‑12‑01, 2025‑06‑01 | ✅ |
| GR‑005 | $200,000 | 2024‑08‑15 | 2024‑11‑15, 2025‑05‑15 | ❌ |

> **How it works:**  
> - **Award Amount** – Number (currency).  
> - **Award Date** – Date.  
> - **Reporting Dates** – Multi‑date (use a **Formula** to concatenate if you prefer a single text field).  
> - **Compliance Tasks** – Relation to a **Tasks** database (create a simple Tasks table with `Task`, `Due Date`, `Status`).  

**Property types:**  

| Property | Type |
|----------|------|
| Grant Ref | Relation → **Grants Master List** (reciprocal) |
| Award Amount | Number (currency) |
| Award Date | Date |
| Reporting Dates | Date (multiple entries allowed) |
| Compliance Tasks | Relation → **Tasks** (reciprocal) |

---

## 6️⃣ Automation & Alerts – Stay Ahead of Deadlines  

1. **Reminder Formula (in Grants Master List)** – Add a **Formula** property named **Reminder**:  

```notion
if(dateBetween(now(), prop("Deadline"), "days") <= 7, "⚠️ 7‑day", "")
```  

2. **@remind Integration** – In any grant row, add a comment on the **Deadline** field:  

```
@remind(7 days) Review grant before deadline
```  

   This creates a native Notion reminder that pops up in the sidebar and via email (if you have notifications enabled).  

3. **Zapier / Make.com workflow (optional)** – Trigger a Slack or Gmail message when **Reminder** = “⚠️ 7‑day”. Map `Grant Ref`, `Grant Name`, and `Deadline` into the message.  

> **Tip:** Keep the Zap simple: “New or Updated Database Item” → Filter: `Reminder` = “⚠️ 7‑day” → “Send Slack message to #grant‑pipeline”.

---

## 7️⃣ Quarterly Pipeline Report – Export‑Ready Dashboard  

Create a **Table view** inside **Grants Master List** called **Q1 2025 Pipeline** (duplicate each quarter).  

- **Filter:** `Priority` = `High` AND `Deadline` ≤ dateAdd(now(), 90, "days")  
- **Sort:** `Deadline` ascending  
- **Visible properties:** `Grant Name`, `Funding Agency`, `Amount`, `Status`, `Deadline`, `Reminder`  

Export via the three‑dot menu → **Export → CSV** → import into PowerPoint, Google Slides, or your reporting tool.

---

## 8️⃣ Onboarding – Video & Checklist  

### 🎥 Short Onboarding Video  
1. Record a **2‑3 minute walkthrough** (screen‑capture + voice) that shows:  
   - Duplicating the template page.  
   - Converting the tables to full‑page databases.  
   - Setting property types.  
   - Linking the databases (Relations).  
   - Creating the KPI Dashboard roll‑ups.  
   - Using the pre‑configured Board and Calendar views.  
2. Upload the video to a public platform (YouTube Unlisted or Vimeo) and embed it in this page with `/video`.  
3. Add the video link below the checklist for easy access.

### ✅ Step‑by‑Step Checklist  

| ✅ | Step | Details |
|----|------|---------|
| 1 | **Duplicate Template** | Click the three‑dot menu on this page → **Duplicate**. |
| 2 | **Convert Tables** | For each table (Grants, Communications, Attachments) click → **Convert to → Database → Table – Full page**. |
| 3 | **Set Property Types** | Follow the “Property types” tables under each section. |
| 4 | **Create Relations** | - Grants ↔ Communications (Grant Ref) <br> - Grants ↔ Attachments (Grant Ref) <br> - Grants ↔ Post‑Award (Grant Ref) |
| 5 | **Add KPI Dashboard** | Create the **KPI Dashboard** database, add roll‑ups as described, and embed it at the top of this page. |
| 6 | **Build Views** | Add the Board, Calendar, and Table views listed in “Pre‑Configured Views”. |
| 7 | **Set Up Reminders** | Add the **Reminder** formula, then add an @remind comment on each Deadline (optional). |
| 8 | **Optional Zapier/Make.com** | Connect a simple workflow to push Slack/email alerts for 7‑day reminders. |
| 9 | **Create Quarterly Report View** | Duplicate the filtered Table view, rename for the current quarter, and export as CSV. |
| 10 | **Upload Onboarding Video** | Use `/video` to embed the walkthrough you recorded. |
| 11 | **Share & Publish** | Click **Share → Publish** and enable **Allow duplicate as template** for team members or external clients. |

---

## 📚 How to Set Up in Notion (Recap)  

1. **Duplicate this page** into your workspace (⋮ → Duplicate).  
2. Convert each table to a **full‑page database**.  
3. Apply the exact **property types** listed in each section.  
4. Add the **Relation** properties to interlink the databases (use the “Grant Ref” field).  
5. Create the **KPI Dashboard** roll‑ups.  
6. Build the **pre‑configured Board & Calendar** views with the color‑coded status tags.  
7. Insert the **Reminder** formula and optional **@remind** comments.  
8. (Optional) Set up a **Zapier/Make.com** workflow for Slack/email alerts.  
9. Add the **Post‑Award Tracking** database and link it to Grants.  
10. Embed the **onboarding video** and follow the checklist to finish setup.  

You now have a best‑in‑class, end‑to‑end grant‑pipeline system that out‑performs competing templates, gives you real‑time KPIs, automates deadline alerts, and tracks post‑award compliance—all in a single Notion workspace. Happy funding!