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SmartyGrants Scheduled Reports: Keep Everyone in the Loop

By Kate Caldecott

SmartyGrants’ reporting tool is both powerful and flexible. You can grab a canned Round Snapshot or task list to see what needs to be done. You can create your own templates, award letters, contract acceptance letters, etc.


With the newly added scheduling option, SmartyGrants now allows you to “set it and forget it,” creating useful reports once and then scheduling them to run (and be emailed to the right people) on a future date and/or on a recurring schedule.


SmartyGrants Scheduled Reports


Scheduled Reports for Workflow Management


SmartyGrants includes a default “task list” report which can be run in either Word or Excel. This report gives snapshot of what’s been done and what needs to be done, making it a great tool for helping individuals manage their work. (See this article for more information on using SmartyGrants’ workflow tools).


You can also use task lists for training or supervising new program officers. Regularly scheduled task reports make it easy to see where progress has been made, what’s urgent and what items are causing bottlenecks.


Of course, task reports only work if you are logging tasks into the system. See the help hub to learn more about stages and tasks.



For Monitoring


Scheduled reports are a great way to build ongoing monitoring into your processes. You can preschedule reports so that they trigger needed actions, that will improve your outcomes:


For Progress Reports, Updates and Oversight


Scheduled reports are also an easy way to keep leadership informed. You can create a multi-program report template and set it to be automatically sent to your boss every month (just in time for the board meeting). This keeps everyone informed (and ensures that your and your team’s work is visible!).


While scheduling a report in SmartyGrants is pretty straight forwards, learning to use the reporting tool, and creating meaningful reports takes time and thought. Begin with the desired end in mind and invest the time to create and schedule reports that run on a useful interval. Make doing this part of your annual plan.


You can always run ad-hoc reports as needed, but having pre-scheduled reports arrive automatically serves as a trigger to make sure important details don’t get overlooked. If you would like assistance setting up your reports, please contact me at Kate@katecaldecott.com.au or 0447 227 598.


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  • Kate Caldecott worked with me on Australia Post’s Our Neighbourhood Community Grants program. She assisted with the grant process design and SmartyGrants grant management implementation.

    In working with Kate, I would describe her as being: passionate, knowledgeable, dedicated to community with a willingness to going the extra mile, above and beyond. It is always a pleasure to work with Kate.

    - Erin McKenzie, Community Events and Partnerships Advisor, Community Relations Australia Post
  • This is the perfect opportunity for me to thank you, in particular, ….. for the outstanding customer service you have all provided. You have not only helped us use SG effectively, but kept the panic at bay. There is lots more to learn about what SG can do and I’m sure we will be in regular contact …….

    Thanks to you all – you are fabulous!

    - Debra Slater-Lee, Programs Manager State NRM Office (WA)
  • Being a complete newbie on all aspects of Smartygrants I was daunted by the task of being completely responsible for the outcome of a major grant funding round at the Shire. I did the training and it still did not make much sense to me until I had my first session with Kate. The way in which Kate was able to clarify, explain and help me understand the rationale and functions of the system was brilliant, her manner always patient and professional, and her willingness to transfer knowledge and information commendable. Thanks to Kate I am now a confident user of Smartygrants

    - Marilyn A Gippsland VIC
  • Kate’s involvement in the final stages of the major review of two of Sunshine Coast Council’s funding programs added significant value to our work. As well as identifying additional sources of information for analysis, and suggesting enhancements to data presentation, Kate provided a professional critique of the review, validating our analysis of the review findings and the options identified in our report to Council.

    - Margaret Cattanach Team Leader Community Connections Community Services Sunshine Coast Council