Grant Pipeline Kanban in Notion: Visualise Every Bid
Kanban boards make grant pipelines visible. Build this Notion template to assign owners, track readiness, and sync actions with Crafty so work never stalls at the eleventh hour.
TL;DR
- Use a Notion database grouped by pipeline stage to keep every funder opportunity visible.
- Attach tasks, meetings, and risk logs so the board becomes a single source of truth.
- Automate reminders and link to Crafty to keep drafts, budgets, and evidence aligned.
Why shift grant pipeline management into Notion?
Spreadsheets bury context. A Kanban view shows where bids stall and who’s on the hook. Notion’s 2024 template gallery includes grant pipeline examples that inspired this build. Visual workflows improve collaboration—Charity Digital’s collaboration survey (2024) found teams using shared digital workspaces closed 27% more bids on time.
How do you set up the Kanban properties and stages?
Create a database with properties: Stage, Funder, Value, Deadline, Probability, Owner, Readiness Score, and Next Action. Group the board by Stage with columns such as Discovery, Qualification, Drafting, Review, Submission, Awaiting Decision, Post-Award.
| Property | Type | Purpose | Notes |
|---|---|---|---|
| Stage | Select | Defines Kanban column | Use emoji tags for quick scanning |
| Funder & opportunity | Title & relation | Home for docs | Link to funder pages |
| Deadline | Date | Sets automation triggers | Include time zone |
| Readiness score | Number | Shows progress vs. checklist | Link to readiness checklist |
| Next action | Text | Keeps cards actionable | Show on board for stand-ups |
Which linked databases keep the board actionable?
Connect three linked databases: Tasks (with due dates and owners), Meeting notes (linked to Discovery stage), and Risks (pulled from your audit preparation plan). Use synced blocks to pull in live grant deadlines from your calendar.
How do you automate reminders and Crafty syncs?
Notion automations (beta) can now send Slack or Teams messages when deadlines approach. If you need deeper automation, use Zapier to trigger tasks in Asana or sync stage changes to Crafty via webhook. Attach Crafty draft links to the card so writers pick up the latest version instantly.
Couple the board with your prompt playbook and portal checklist so each stage has relevant resources.
Download the template and next steps
Duplicate the Notion template, map your pipeline, and book a weekly 20-minute stand-up to keep it fresh.
Next actions
- Populate the board with current opportunities and assign owners.
- Connect tasks, risks, and meeting notes via linked databases.
- Sync Crafty drafts and evidence to each Kanban card for seamless handoffs.
Key takeaways
- Visual pipelines expose bottlenecks and keep teams accountable.
- Linked databases turn the board into a full command centre.
- Crafty integrations ensure drafts, evidence, and budgets stay current.
Summary and next steps
Your pipeline should live where your team collaborates. Notion’s flexibility makes it the perfect home—especially when combined with Crafty’s drafting engine.
- Adopt the board for every active bid and archive outcomes after decisions.
- Revisit stages quarterly to match your evolving process.
- Use the stand-up structure to keep funders, trustees, and partners aligned.