Running multiple clients

Who the agency plan is for

• Grant-writing agencies running multiple nonprofit clients.
• Freelance grant consultants with two or more active clients.
• Fiscal sponsors managing grants on behalf of fiscally-sponsored projects.

If you only ever work with one organization, the direct (nonprofit) plan is the right fit and costs less.

Setting up a client

From the agency dashboard, click + Add client. You can either:

• Manual entry: fill out the client's org profile yourself. Useful when you already know the client well.
• Invite the client: send a magic link the client uses to fill out their own profile. They land in a read-only view of their data; you stay in control of the workspace.
• Extract from website: paste the client's About-page URL and the intake form pre-fills from the site copy. You review before saving.

Each client gets a fully isolated profile, pipeline, search history, and document set. Data never bleeds between clients, which is the privacy story you can defend in a contract review.

The portfolio view

The agency dashboard surfaces the cross-client view:

• Pipeline value across all clients (total $ in active applications).
• Win rate this quarter, this year, all time.
• Upcoming deadlines across every client, sorted by date.
• Per-client breakdown: active grants, submitted, won, win rate, funding won.

Click any client row to drill into that client's workspace (their pipeline, search, drafts). A “Back to portfolio” button always returns you to the top-level view.

Writer assignment and team seats

The agency plan includes up to 10 team seats. Each seat is a distinct user with their own login. Manage seats from Settings » Team.

You can assign writers per-client (one writer owns this client's pipeline) or per-grant (different writer on each application). Assignment drives:

• Who gets the deadline reminder emails for that grant.
• Who shows up as the owner on the deadline view.
• Workload reports (hours by writer, applications per writer).

Branded reports for clients

From any client's workspace, generate a branded PDF report: funding opportunities discovered this month, pipeline status, applications submitted, and outcomes. Reports use your agency's logo and color (set in Settings » Branding) rather than GrantMind's.

Most agencies send a monthly report to each client as part of the retainer. The reports page lets you schedule auto-generation and email delivery on a cadence.

Switching client context

The client switcher in the top nav scopes everything below it to the selected client. Search, drafting, and pipeline all happen in that client's context. The active client is sticky across page loads but resets if you sign out.

You can also navigate via URL: visiting /agency/grants?org_id=<client-uuid> opens the search scoped to that client. Useful for bookmarks and shared links between teammates.

Common stumbles

• Forgetting to switch context before searching: if no client is active, the matcher can't score against a profile. Results still appear but rank by a generic freshness/popularity heuristic. Switch to a client first.
• Sharing a workspace URL without the org_id: the teammate lands in their own active-client context, which may be different. Always copy the full URL including the org_id query param.
• Mixing direct and agency on the same login: your account is one type at a time. If you do hybrid work, contact support and we'll set up a dedicated configuration.