Notifications and emails
GrantFlex keeps you posted about dates, research and teamwork with notifications in the app and, for most of them, email. Here's every kind, who gets it and the setting that controls it.
- 6 min
- Every plan
Notifications in the app
In the app:Notifications
Select Notifications in the sidebar, or the bell at the top of the screen on a phone. The count shows how many are unread. Your notifications are yours alone, and each workspace keeps its own.
- Each one links to what it's about, with View report, See what changed, Review research, Open opportunity or View details.
- Mark as read, Mark all as read and Delete notification tidy the list. It shows your newest 100.
- When a report you started is ready, a note also appears in the corner of any page.
What you're told about
| Notification | Who gets it | |
|---|---|---|
| Reminders, such as Application due in 7 days: …, before a date and once after one slips | The date's owner, or owners and admins when nobody owns it | Email me reminders |
| Fundraising research is ready or Project funding research is ready, when a report you started finishes | The person who started it | Research reports |
| Research stopped or Research draft needs review, when a report you started doesn't finish | The person who started it | No email |
| Your introductory research is ready | The owner who finished setup | One email or text, if you chose Email me or Text me at the end of setup |
| A refresh you started, such as Your report refresh found 2 changes | The person who started it | No email |
| Changes the monthly refresh finds, such as Monthly refresh: 2 changes in your funding report | Up to 10 owners, admins and editors | Research reports |
| Time to revisit: …, on the date you set an opportunity aside until | The person who set it aside | Email me reminders |
| Follow up with …?, when the follow-up date for an Ask the funder email passes and no reply is logged | The person who recorded the email as sent | Email me reminders |
| … mentioned you in … or … asked you to review …, on a proposal section | The person mentioned or asked | Mentions and comments |
| New comment on … | The section's writer and reviewer | No email |
| New matches for a saved search, such as 3 new opportunities for “…” | The person who saved the search | Search alerts and page changes |
| …: the funder’s page changed, for a page someone watches | The person who set the watch, and the owner of the record or funder | Search alerts and page changes |
| Plan the renewal: …, when an open award's grant period ends within 120 days | The record's owner, or owners and admins | No email |
| Agency changes, such as You now have access to … | The people affected | No email |
Emails follow your own settings, except the two marked Always, which come once by email too. People who have left a workspace hear nothing from it.
Emails without a notification
| Who gets it | When and what | |
|---|---|---|
| The weekly summary, such as Your grants week: 1 overdue, 3 coming up | Each member, in each workspace | On Mondays or the day you choose, in the morning Eastern time. What's overdue, the next 14 days, requests waiting on a decision and your open tasks. |
| The monthly summary, such as September 2026 grants summary for … | Owners and admins | On the 1st of each month. What was secured, submitted and decided the month before, and what's due next. |
| An invitation, You’re invited to … on GrantFlex | The person invited | When an owner or admin invites them. The link expires after 14 days. |
| A handover, You now own … in GrantFlex | A client's new owner | When an agency hands the workspace over. |
The weekly summary lists dates and tasks that are yours. Owners and admins also see dates nobody owns. Both summaries are skipped when there's nothing to report.
Note
Reminders
Every date on the calendar has an owner, and its reminders go to that person. When nobody in the workspace owns a date, its owners and admins are reminded.
| Date | Reminded |
|---|---|
| Funder deadlines | The person set on the deadline, or the record's owner |
| Tasks | The person it's assigned to, or the record's owner |
| Award reports | The report's owner, or the record's owner |
| Letters of support due, follow-up dates, grant period ends and payments | The record's owner |
| Applicant file items that expire | The person set on the item |
| Other documents that expire | Owners and admins |
- Choose your days under Remind me: 30 days before, 2 weeks before, 1 week before, 3 days before, The day before and On the day.
- A funder deadline, task or award report that slips gets one more reminder the next day.
- Reminders look up to 30 days ahead and go out each day from 12:00 UTC, early morning across the US.
- A reminder about an estimated date says so, and one about a date from research asks you to confirm it with the funder.
- Dates on closed records, reports on closed awards, and reports marked Awaiting acceptance get no more reminders.
Your settings
In the app:Settings, then Notifications
These choices are yours, for one workspace. Teammates set their own, viewers included, and changes save as you make them.
| Setting | What it covers | Default |
|---|---|---|
| Remind me | Which days before a date you're reminded | 2 weeks before, 1 week before, The day before and On the day |
| Email me reminders | Reminders by email as well | On |
| Email me a weekly summary | The weekly summary, on the day under Send it on | On, Monday |
| Mentions and comments | Mention and review request emails | On |
| Research reports | Report-ready and monthly refresh emails | On |
| Search alerts and page changes | Saved search alerts and page change emails | On |
| Monthly summary | The monthly summary, for owners and admins | On |
Turning an email off never removes the notification, which still appears under Notifications. If the page says Email isn't available right now, GrantFlex can't send email at the moment, and everything still appears in the app.
The same page has your private calendar link. See Subscribe from Google, Apple or Outlook.