Administrator housekeeping

By completing some routine administration tasks, SmartyGrants administrators can keep your account organised and running smoothly.

Review User Access 

• Review User Access and ensure that any old accounts belonging to former colleagues or external assessors have been set to No Access.

  • By keeping your user list up-to-date you can ensure only the appropriate people have access to your important grants data.

  • Login Reports can also be downloaded to assist with identifying unused accounts.

• Administrator accounts: Do you have multiple SmartyGrants administrators configured in case someone is unwell or on leave?

Review Standard Fields

• All grant programs evolve over time, and some standard fields or their respective categories may no longer be needed for your programs.

  • Legacy standard fields and categories can be archived to keep things organised and to avoid confusion.

• As with any account-wide changes, consultation with your fellow administrators is important. A Standard Fields Snapshot Report can be easily downloaded to kick off the discussion and assist with identifying where standard fields have been used.

Review Contact Fields and Forms

• As with standard fields, any unused contact fields can also be archived.

  • A Contact Snapshot Report can also assist with identifying, reviewing and evaluating which contact fields are used in your account.

• Is your Form List cluttered with forms from previous grant rounds?

  • If so, these can also be archived. Archived forms cannot be added to applications, copied, or selected when building new report templates, though they can easily be reactivated when needed.

General Productivity Tips

• Do your Workflows and Stages still accurately reflect your grants lifecycle?

  • Keeping these aligned with your process will help to ensure your teams are on the same page and able to work as efficiently as possible.

  • If you’ve not familiar with the Workflow enhancements, you may wish to investigate setting up recurring tasks and rules to automate some aspects of your grant workflow.

• Does your organisation process grant payments on a regular schedule?

  • If so, don’t forget that administrators can edit the default payment date for a financial period. This date is not fixed and can be amended at any time as required.

Download our handy Annual Account Maintenance Checklist.