Who can use Awards?
Any providers at the Bells & Whistles feature level.
What is a...
Fund: A fund is from where your awards come. Funds maintain a rolling balance until you choose to refresh your balance(s).
Award: An award is a record of money awarded from a specific fund to a specific application.
Donor Page: A donor page compiles the information from a Fund into a simple webpage with a unique public URL. This donor page link can be embedded into your website, program description, application, or anywhere else you would like donor information accessible.
To see your Donor Page or get the link, Go to Manage Funds and click the view icon (eye) for the fund. There you will see a button "Get Link". That will open the donor page where you can copy the URL and distribute as you wish.
Fund Message: Fully customizable messages that can be sent to awardees via the Broadcast feature.
Notification Email: A customizable email message that is sent when awardees are Notified. This email message will contain a link to an award offer letter for the awardee.
Offer Letter: An offer letter is nearly identical to the Donor Page, with the exception that it includes unique award information. The awarding fund and award amount are also displayed on this page, along with options to Accept or Decline the offered award and provide additional notes or comments to the awarding entity. Admins may read offer letters in a view-only format by clicking on the AwardID in the Awards tables.
What do I need to do to start using Awards?
To start using Awards, go to Manage Funds in the Awards menu at the top of your admin interface.
Click New Fund.
You must at least give the fund a name. The Starting Balance, while optional, will help you keep track of what you have left to distribute as you assign awards. The description and image/logo will provide more donor/fund details to applicants and awardees.
*Note: The fund details will translate into both donor pages and offer letters.
Once your Fund is created, it is a good idea to go ahead and set up your Notification Email.
This is the email that is sent to Awardees when you, the admin, choose to Notify them. While we provide default suggested text in the notification emails, the messages are fully customizable.
How do I disperse/assign awards?
Once you have created a Fund, you can award any application from the Applicants, Evaluations, and/or Reports tables.
Simply select an application and click Award.
What do I do next?
All awards start out with a status of New Award. Awardees are not automatically notified as soon as an award has been created. We do this so that no one is notified of an award without your full control, and it also allows you to "get your ducks in a row" before finalizing recipients.
When you're ready for awardees to be notified, go to your Awards table, select the awards with the New Award status and click Notify. The Notification Emails for the corresponding fund(s) are then sent to the awardees to review the offer letter where they can choose to accept or decline an award and add comments.
How can I follow up with awardees after they've accepted/declined an award?
Simply create a Fund Message under the Awards menu. From the Awards table, you can select one or more awards, and click Messages > Broadcast to select and send one of the fund messages created.
Is there anything special I need to do to use Awards?
Aside from making sure you have a fund set up (the money has to come from somewhere, right?), there is nothing special you need to do to start using Awards. As long as you are at the Bells & Whistles level, you can assign an award to any application in any program in your account with needing to add or adjust any settings.
What do I do when I have an updated/new budget, or when I've awarded all the available funds for the cycle?
At this point, you're ready to reset your fund(s). You are able to reset all of your funds at once, or individual funds one at a time.
When do I want to reset a fund balance, and when do I not?
The most common distinction is made between funds that have a rolling year-to-year budget and funds that start with new budgets each year. Remember that fund starting balances can be edited at any time. Current balance shows you the difference between the awards you've dispersed since the fund balance was last reset (or, if never reset, when the fund was created) and the current Starting Balance. You may set up your funds however you wish to provide you with a "Current Balance" that is most helpful.