Adding or Editing Board Members Manually
Selecting either the blue pencil icon or the new button will open a pop-up window. Here, users will update or complete the Board Member information in each section. All fields marked with a red asterisk (*) need to be completed.
Figure 24: Image of Board Member Pop-Up Window
PLEASE NOTE: For client Board Members who may not feel comfortable sharing demographic information, such as an address, for safety reasons, users need only enter the zip code and county for the client Board Member. The “Zip Code” and “County” text fields are the only fields marked with a red asterisk (*) in the Home Address section of the Board Member pop-up window.
Once users have updated or added all required information, they should select the Save button to save and return to the main overview tab screen.
Figure 25: Image of Home Address Section of Board Member Pop-Up Window
Updating Board Members Using Mass Upload
If users have many Board Member updates, they may update Board Member information using a single Excel file upload, which will allow a mass upload of data. Once users have successfully downloaded the Board Members file, they will see titles at the top of each column outlining the information required for that column. Users should update any missing information.
PLEASE NOTE: Users must NOT change ANY information in the first two columns (Contact ID, Organization) in the spreadsheet. Please do NOT change the names or the order of any columns in the spreadsheet or add new rows. Doing so will prevent the file from uploading into GrantEase with the updated information.
Additionally, users must enter data in the format provided by the file. For example, the date format should be MM/DD/YYYY.
Please do NOT use the upload function to add new staff to GrantEase. All new staff should be added to GrantEase manually using the process described above. Please only use the upload function to update information for staff with existing GrantEase profiles.
Downloading the Board Members File
STEP 1: Click the Download Board Members button on the upper right side of the screen.
STEP 2: Select the downloaded file to open it.
STEP 3: After receiving a warning that the file format and extension do not match, click “Yes” to open the file.
STEP 4: Enable editing (if that message appears) to begin entering data.
Figure 26: Image of the Download Board Members Button on Board Members Section of the Grantee Profile
Figure 27: Image of the Downloaded Board Members File
Figure 28: Image of the File Extension Warning from Opening the Excel File
Figure 29: Image of the Opened Organization Board Members File and the Enable Editing Banner
Users can continue entering data for EACH Board Member on the same Excel spreadsheet and continually save as they update the missing fields of the form.
PLEASE NOTE: At this time, drop-downs for fields like “Role” and “Language” are not available within the spreadsheet.
After users have updated information for ALL Board Members and saved their completed file, they should go back to the GrantEase system and select the Upload Board Members button.
Be sure to double-check updated information and formatting before uploading.
Figure 30: Image of Upload Board Members Button in Board Members Section of Grantee Profile
A pop-up window will appear. Here, users will have to browse their folders for the saved Board Members file.
Figure 31: Image of the Organization Board Members Upload Window and Locating the File
Once the file is located (the .XLS version of the file), users will see a blue notification that says, “The file has been attached.” Users can then select upload. The system will intuitively import the data into the correct fields in GrantEase.
Figure 32: Image of a Successfully Attached Organization Board Members File Ready for Uploading
If there are errors (meaning the data was not entered correctly), validation errors will appear. Users can print a list of the validation errors, go back to their Excel spreadsheet, and rectify the errors.
Figure 33: Image of Validation Error Messages for the Excel File and the Print Error Log Link
Users should then go through the process of uploading the file once all errors have successfully been rectified. When the file has been uploaded successfully, users can select the “X” to return to the Grantee Profile screen.
Figure 34: Image of the Successful File Upload Message
Once users have finished with their uploads, they should see the updated information populated in the organization Board Members – All section.
Resigning a Board Member
To resign a Board member (system user), start by selecting the Grantee Profile tab on the Side Bar.
Figure 35: Image of Navigating to the Grantee Profile in the Side Bar
Once in the Grantee Profile, users should scroll down to the Organization Board Members section and locate the board member they wish to resign and select the blue pencil icon to edit their information.
Figure 36: Image of Navigating to the Organization Board Members Section and Selecting the Edit Icon
A pop-up window will appear for that board member.
Figure 37: Image of a Board Member Pop-up Window
Here, users will locate the Status box under the Board Member Contact Information section change the employees status by selecting “Resigned” from the drop-down options.
Figure 38: Image of Status Section
Figure 39: Image of Changing Board Member Status to "Resigned" from the Status Box Drop Down
After changing the Board member’s status, the system will present a new box asking for the Board member’s resignation date. Users should select the resignation date from the calendar and then select the Save button.
Figure 40: Image of Completing the Resignation Date Box and Selecting the Save Button