Best way to setup Trello for management of grants (like multiple accounts?)

[John Sidoli]

I have dabbled in Trello over the years but never stuck with it. However now I face a situation where I think it could really help.

We are a small grant foundation with around 50 active grants at any one time (each one is like a project or a business account, I guess?).

Each grant goes through multiple stages (sometimes moving ahead or backwards by more than one stage) in its lifecycle, from application to final report and post-report follow-ups.

Many of the milestones have dates, which I try to track with a spreadsheet but checking the spreadsheet and keeping it updated is time-consuming and messy (sometimes I wish I just got an email reminder, or notification, that a milestone due date was coming and I needed to write to the grant holder to request something... e.g. "OK, it's the second payment tranche, can you send us an invoice?" etc).

I was wondering, do the users here think a single Trello Board could be setup to manage these multiple grants in a way that tracks their passage with our organisation, and can set due dates on each grant that send notifications and keep things in a calendar? It would be fantastic if I could get Trello to track and manage all of this, instead of a very unweildy spreadsheet.

Even better, if there was a way to input a template for each grant at setup (with dates etc) then that would be even better... but no grant is identical, so each would undoubtedly have unique milestones and dates in it too.

If someone could tell me whether this suits Trello (yes because x, maybe because y, or no because z), and comment on the use case, I'd be very grateful!

[Alberto Estévez · Accepted solution]

Absolutely, Trello could be a fantastic solution for managing your grant tracking, and it sounds like it would simplify your workflow significantly compared to using a spreadsheet.

With Trello's Standard paid plan, you can use Advanced Checklists which can be then added to template cards to create a standardized process for each grant. Here's how it could work:

1. Set Up Card Templates with Predefined Checklists: For each stage of your grant lifecycle (application, payments, reports, etc.), you can checklist of all the key tasks and milestones. These checklists can have predefined due dates and be assigned to specific Trello members. Using Trello automations, for example, when you reach the "Second Payment Tranche" stage, the checklist item for "Request Invoice" can automatically trigger a due date and assign it to a team member.
2. Assign Members and Set Due Dates: Each checklist item can have a member assigned to it, and due dates can be set, which will trigger reminders. This means that as soon as an item is due, Trello will send out a notification to the responsible party, ensuring nothing falls through the cracks. This is perfect for staying on top of important deadlines without constantly monitoring a spreadsheet.
3. Organize Your Board by Stages: You can create lists on your board that represent each stage of the grant lifecycle. Cards (which represent individual grants) can then be moved from one stage to the next, allowing you to visually track progress.
   Use Custom Fields for Consistent Information Storage: Trello's Custom Fields can be used to store important details consistently across all grants. This could include fields like grant amount, payment schedule, or key contact information. Custom Fields ensure that all necessary data is easily accessible and standardized across the board.
4. Enhance Your Workflow with CRM Features: We have have developed the Crmble Power-Up that you might find useful. It adds contact management and email integration directly into Trello, along with statistics and reporting features that can help you keep a close eye on your grant management process. YOu can link multiple contacts to each grant card.  This Power-Up is designed to enhance Trello’s native capabilities, especially in sales and project management, making it a powerful tool for your needs.

In summary, Trello can definitely be configured to manage your grants effectively, providing you with the ability to set up templates, assign tasks with due dates and reminders, and organize your workflow visually. Adding our CRM Power-Up would further enhance Trello's functionality, giving you comprehensive management tools to handle your grants with ease.

[John Sidoli]

Thanks @Alberto Estévez this is a fantastic answer and really helpful - gives me a lot to go on immediately so I've signed us up to Premium for a few months to have a go.

If I may, can I ask a few follow up questions that will probably be quick yes/nos for you?

1. Can Trello do email notifications?
2. If it can, can it also trigger notifications to non-members? Here I am thinking about reminders to third parties involved with the grants.
3. Can Trello import csv data to create cards? I am thinking about bringing in all my grants in one go here!
4. Now I have premium, are there any features in premium you think I should check out that might serve our needs? I noticed you mentioned the standard plan, so just wondering if the premium might have more useful features to serve this type of work?

Otherwise, HUGE thanks to you!

[Alberto Estévez]

Hi John,

Sure! Here’s a breakdown:

1. Yes, you can receive Trello notifications. For more information, check out the details here:Trello notifications center.

2. No, not directly out of the box. However, you can create an automation using Zapier by storing the relevant parties in custom fields. Crmble also allows you to link multiple contacts with different roles to your cards, and it includes integration with Gmail and Google Workspace accounts.

3. Not in the free plan. Any paid plan should allow you to do this.

4. You should definitely make good use of Advanced Checklists to set reminders for each item, which can then be assigned to specific Trello users. The advance plan includes additional views to the Kanban board which lets you organize your work better. 

Overall, with Trello and a bit of time—and possibly some help from a third-party automation tool like Zapier or Make—you can create a highly customized service. For even more features, consider using Crmble.

I'd be happy to demo it for you whenever you like. You can use the link in my previous message.

Hope this helps! Happy Trello-ing!

[John Sidoli]

Fantastic, thanks @Alberto Estévez ! I will have a go with these functions and be in touch if I need anything else.