Automated grant application tracking and reminders

Purpose

1.1. Monitor, track, and update on status of multiple grant applications submitted by Indigenous advocacy non-profits.
1.2. Provide automated reminders for deadlines, missing documents, progress updates, and follow-up requirements for each grant.
1.3. Centralize document handling, submission records, and status tracking to eliminate missed opportunities and ensure compliance with funder requirements.
1.4. Automatically inform designated staff of changes, calendar events, and tasks associated with various grant cycles and reporting needs.

Trigger Conditions

2.1. New grant application entered into CRM or spreadsheet.
2.2. Deadline approaching (e.g., 30/14/7/1 days before) for milestones, submissions, or status checks.
2.3. Funder correspondence received (email, portal status change).
2.4. Document upload/approval event in shared cloud drive.
2.5. Scheduled periodic audit or reporting obligation due.

Platform Variants

3.1. Salesforce
• Workflow Rule: Field Update or Date-Based Trigger for grant deadline reminders.

3.2. HubSpot
• Workflow Automation: Configure sequence to trigger email/task on grant record stage changes.

3.3. Microsoft Power Automate
• Automated Flow: Calendar event to Teams or Outlook, actions on SharePoint grant folders.

3.4. Zapier
• Multi-step Zap: Triggers on form/CRM update, sends scheduled reminders via Slack/Gmail.

3.5. Monday.com
• Automation Recipes: Date arrives, notify board, assign tasks for next steps.

3.6. Asana
• Rule Automation: Create sub-task and send reminder when "Grant Application" tag added.

3.7. Trello
• Butler Automation: Card due, send reminder to card members and move to follow-up list.

3.8. Google Workspace
• Apps Script: Time-based trigger to auto-send Gmail reminders, auto-update Google Sheets status.

3.9. Airtable
• Automations: Condition on due date or status field, send notification via Slack/Email.

3.10. Slack
• Workflow Builder: Scheduled message to relevant channel/person for grant deadline.

3.11. ClickUp
• Automation: Change status or due date, auto-remind responsible party.

3.12. Notion
• Database Reminder: Scheduled notification for page with "Grant" tag and due date.

3.13. Smartsheet
• Workflow: Alert or Action triggered on row changes in grant tracking sheet.

3.14. Jotform
• Approvals: Form submission triggers emails to team for internal review milestones.

3.15. DocuSign
• Envelope Status Webhook: Notify team on document sign-off or rejected status for funding agreements.

3.16. Twilio
• SMS Reminders: Schedule outbound SMS for grant status or documentation reminders via Twilio Programmable Messaging API.

3.17. SendGrid
• Marketing Campaigns API: Personalized batch emails to internal/external stakeholders about grant timelines.

3.18. Intercom
• Automated Messaging: Assign and deliver in-app reminders to grant management users.

3.19. Dropbox
• File Request Reminder: Notify uploader of missing documents or expiring requests.

3.20. Box
• Workflow Automation: Trigger task on file upload/approval for shared grant folders.

3.21. Pipedrive
• Workflow Automation: Progression in deal stage/notes triggers deadline and follow-up tasks.

Benefits

4.1. Ensures deadlines are never missed with proactive, multi-channel alerts.
4.2. Centralizes all stakeholder, document, and deadline tracking for transparency.
4.3. Reduces manual workload, freeing staff for high-impact activities.
4.4. Enhances compliance, audit trails, and funder relationship management.
4.5. Improves funding success rates via timely, consistent grant management.