Multi-Funder Reporting Calendar Builder 2025
Managing multiple funder deadlines is messy—unless you centralise them. This guide shows how to build a reporting calendar that flags prep time, assigns owners, and syncs with Crafty so reports go out on time.
TL;DR
- Capture every reporting obligation the day a grant is accepted.
- Use a single calendar with prep and review windows baked in, not just submission dates.
- Link calendar entries to Crafty drafts, evidence banks, and feedback notes.
Why a master reporting calendar matters
The UK Government annual reporting guidance (2024) emphasises timely, accurate submissions. Missing deadlines can trigger clawback or harm future bids. A multi-funder calendar surfaces conflicts early and keeps leadership sighted on workload.
Essential calendar fields
| Field | Description | Owner | Notes |
|---|---|---|---|
| Grant / funder | Name of programme and funder contact | Fundraising lead | Link to Crafty proposal |
| Report type | Financial, narrative, impact, audit | Programme/finance | Use multi-select tags |
| Submission deadline | Exact due date | Compliance lead | Record timezone/portal |
| Prep start date | Date work begins | Action owner | Usually 30–45 days prior |
| Review window | Internal approval deadline | Leadership / trustees | Link to review meeting |
| Status & notes | RAG status, blockers, extension requests | Calendar owner | Update weekly |
Automation and reminders
Use native automations (Notion, Airtable, Outlook) or Zapier to trigger:
- Prep reminders 45 days before submission.
- Draft review reminders to trustees 10 days prior.
- Portal login checks 3 days before submission.
- Follow-up reminders for funder feedback or extensions.
Monthly review rhythm
Review the calendar in your monthly delivery meeting alongside the trustee oversight pack. Update statuses, flag support needs, and capture decisions in Crafty notes.
Next steps and template downloads
Download the calendar template (Notion, Airtable, Excel), reminder automation recipe, and reporting checklist. Save them in Crafty so every bid inherits the same structure.
Action plan
- Populate the calendar with current grant obligations this week.
- Assign a calendar owner and define update cadence.
- Link calendar entries to Crafty drafts for quick access to templates and evidence.
Key takeaways
- Centralise all funder deadlines with prep and review windows.
- Automate reminders so reporting begins well before submission dates.
- Integrate the calendar with Crafty and governance packs for full visibility.
Summary and next steps
A master reporting calendar is your insurance policy against missed deadlines. Build it once, automate reminders, and sync with Crafty so every submission stays on track.
- Review the calendar at each operations meeting and update statuses.
- Integrate it with your change control playbook so extensions and variations stay visible.
- Capture trustee decisions and funder feedback directly in the calendar.