Skip to main content

Track Funder Reports

Goal: Never miss a funder report. Every interim, financial, narrative and final report a grant owes sits on the grant's Reports tab with its due date, and each open one appears on the deadline queue on the Grants page until you mark it submitted.

Where reports live​

Open a grant and choose the Reports tab. The tab's badge shows how many reports are still open. Each row is one report the funder expects:

  • The name, the type (Interim, Financial, Narrative or Final) and the due date.
  • A calendar badge — Overdue or Due soon — worked out from today's date every time you look. A report due in two weeks reads Due soon; the day after its due date it reads Overdue on its own. Nothing here is typed in.
  • A status badge — Not started, Drafting, Submitted or Accepted — which changes only when someone on your team does something.

The two badges are separate on purpose. A report can be overdue and drafting at the same time, and both facts matter.

Once a report is submitted the calendar badge disappears: the funder has it, and it leaves the deadline queue.

Add a report​

  1. Click Add report.
  2. Give it a name the funder would recognize, pick the type, and set the due date. Notes are optional — use them for what the funder wants in it, or what is still missing.
  3. Click Add report.

The due date joins the deadline queue on the Grants page straight away, under the grant's lead. Add every report the funder's agreement lists as soon as the grant is awarded, and the queue does the remembering.

One report of each type per due date on a grant: if you try to add a second interim report on the same date, Omnivo says so instead of creating a duplicate.

Work a report​

  • Start drafting marks a report as in progress so the rest of the team can see someone has it.
  • Mark submitted records that the funder has the report. The date defaults to today and cannot be in the future; you can back-date it if you are catching up. If you uploaded the report on the Documents tab first, pick it under Report as sent so the file is linked to the submission — a monitoring visit will ask for exactly that. Add a note if there is a confirmation number or the portal it went through.
  • Mark accepted records the funder's sign-off on a submitted report.
  • Reopen withdraws a submission that has to be corrected. You must give a reason, and it stays on the record. The report goes back on the deadline queue as drafting; the file you sent stays under Documents.

A submitted report can be reopened but never deleted — it is a record of what the funder received. Reports that were never submitted can be removed with the trash icon.

The deadline queue​

Every open report appears on the Grants page queue as a Report row, sorted with everything else by urgency: overdue first, then due within two weeks, then the rest. Click the row to land on the grant's Reports tab. Use the Report filter on the queue to see only reporting deadlines, and Show completed to include the ones already submitted.

Reminders​

Nobody has to watch the queue to be told. Each morning the system looks at every report that has not been submitted and sends an email to the report's owner — or to the grant's lead when no owner is set — twice per due date and no more:

  • once when the report comes due within two weeks, the same window that makes it Due soon on the queue;
  • once the day after its due date passes with the report still unsubmitted.

The email names the report, the grant and the funder, says how far off the due date is, and carries an Open the report button that lands on the grant's Reports tab. Marking the report submitted stops the reminders; moving its due date starts a fresh pair for the new date.

Every reminder is kept on the report. A row that has been reminded shows Reminded with the date of the latest one; hover it to see each reminder, who it went to and whether it was delivered. A reminder that could not be sent is tried again the next morning.

The wording of the email is yours to change: an administrator can edit the Grant report due reminder under the System Email Catalog like any other system email. The button is always kept.

Who can do what​

Anyone who can view grants can read the reporting calendar. Adding, editing, submitting, accepting and reopening reports needs the Manage Grant Reports permission, which admins, staff and fundraising coordinators have by default.