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A week with Grantkeeper

Seven days, one text each. You send the records; it prepares the work; you check it before anything goes out.

Fictional week. Illustrative names, numbers and conversations.

MondayStart the week with a personal thank-you.

Monday: you want to thank last week’s donors. Text Grantkeeper the giving export and it drafts personal notes and flags Rosa’s $300 gift for finance to check. You review the wording and send the notes. 1

See how it’s prepared
Monday. You: Use this giving export and thank-you log to draft this week’s notes. Flag anything finance should check. Grantkeeper: Three personal thank-you drafts ready. Rosa’s $300 gift needs finance to confirm the acknowledgment wording and any goods or services. Two refunded gifts set aside.

TuesdayGive the grant report its supporting records.

Tuesday: the grant report needs records behind it. Grantkeeper matches attendance sheets and expenses to each question and flags the missing household count. You check the answers against the award terms before you submit. 2

See how it’s prepared
Tuesday. You: Match these records to the report questions. Show me what’s missing. Grantkeeper: Attendance supports 86 visits, not 86 unique households. Expense total needs finance’s reconciliation. I drafted the supported answers and a request for the missing household count.

WednesdayPlan the shifts with the people who can come.

Wednesday: Saturday’s pantry team still has an open packing shift. Grantkeeper turns the latest signup sheet into a roster with confirmed roles and a request for Ben. You check suitability and confirm the last role before you share it. 3

See how it’s prepared
Wednesday. You: Turn this signup sheet into Saturday’s roster. Show confirmed shifts and people we still need to ask. Grantkeeper: Ana confirmed the door shift, 9–11. Ben is available for packing but hasn’t accepted yet. Roster draft and a request for Ben ready; packing stays open until Ben confirms.

ThursdayBring the board’s reading into one packet.

Thursday: two versions of the board minutes disagree on a spending decision. Grantkeeper gathers the reading into one packet and flags the conflict for the chair. The board approves its record before you share the checked packet. 5

See how it’s prepared
Thursday. You: Compare these board files. Build the packet and flag conflicting versions. Grantkeeper: Packet draft ready. The two minutes disagree on the spending decision; neither is marked approved. I kept that item open and listed who needs to confirm it. Treasurer’s report attached with its date.

FridayFind funders whose giving fits your work.

Friday: you want funders whose past giving fits the pantry. Grantkeeper prepares a shortlist with filing years, application restrictions and current guidelines beside each name. You confirm eligibility and deadlines before you decide where to apply. 4

See how it’s prepared
Friday. You: Make a shortlist for our pantry program. Link each funder’s giving history, application rules and current guidelines. Grantkeeper: Shortlist ready with sources. One foundation lists pantry grants but only funds preselected organizations. Another accepts inquiries; its current deadline still needs confirmation. Each entry links the filing year and guidelines.

SaturdayGive the next event a page to share.

Saturday: the community supper needs a page people can use. Grantkeeper checks the draft against the approved event sheet and leaves the venue’s accessibility details open for confirmation. You check those details and test the signup link before publication. 6

See how it’s prepared
Saturday. You: Check this supper page against the approved event sheet. Prepare a draft with the details we can confirm. Grantkeeper: Draft ready with the supper date, time and address. The signup link is included. Accessibility details still need the venue owner’s confirmation; that field is marked for review.

SundayShare next week’s news in both languages.

Sunday: next week’s bulletin needs matching details in English and Spanish. Grantkeeper spots an old address in the Spanish draft and corrects it against the approved event sheet. You review both versions and test the link before publishing. 6

See how it’s prepared
Sunday. You: Check both bulletins against this approved event sheet. Match the dates, address and links. Grantkeeper: Spanish draft has the old address. Corrected to 18 Oak Street in the draft; both versions now say Saturday, 9–11. Please test the signup link on your phone before publishing.
Sources for the fictional week

Sources support the rules and context of these examples. Confirm current requirements with the responsible people.

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