Onboarding Checklist

Here’s a checklist of the process to most effectively get your GrantGuru portal humming:

  • 1. Sign Proposal.
    Please review and return the signed proposal to us.

  • 2. Creditor form
    Provide us with new creditor form for completion and return.

  • 3. Provide purchase order number
    You will then receive an invoice from GrantGuru referencing this PO number.

  • 4. Onboarding form
    Complete the onboarding form so we can build the public facing element of your portal.

  • 5. Start comms plan
    Inform your IT and comms/marketing departments. Start developing concept communications plan and planning hyperlinks from Council web site to your GrantGuru portal.

  • 6. Review public site
    Review DRAFT site (a dummy URL will be provided so you can share the site with colleagues) then collate feedback and provide feedback to edits@grantguru.com.au

  • 7. Promo examples
    Check out the promo tools on this page to help with your internal and external Communications Plan. Media releases, articles, newsletters, videos etc…

  • 8. Finish comms plan
    Discuss final approach with your IT and Comms departments. Develop Communications plan (internal and external) and IT implementation/integration with web site. Ask IT department to ‘whitelist’ grantguru.com.au as a trusted source for email and websites.

  • 9. Site made live
    Final site provided after amendments made. Final URL will be provided. xxxx.grantguru.com.au (detailed and captured in onboarding platform – above).

  • 10. Develop media release

  • 11. Book training
    Book date for site demonstration with GrantGuru for staff training. Agenda information can be pulled from bulletin item or media release in the example section on this page.

  • 12. Invite users to training
    Internal notice of training session and that “Council is implementing this tool to help identify funding for staff and community” (internal communications). Inform relevant departments. Eg. Customer Service, Eco Dev, Tourism, Events etc… Full list of departments that funding is available for can be found on this page.

  • 13. Cr. bulletin item
    Develop Cr. Bulletin Item, see the example section on this page. Councillors love GrantGuru, they may want to attend your training session if it’s appropriate. 

  • 14. Provide user details
    Obtain first name and email addresses of staff who are to be users, unlimited number. Provide them to GrantGuru, and we will email your users with access details.

  • 15. Deliver training
    Free session with GrantGuru

  • 16. Launch to public

    Suggested promotional activities:


    • Local media. See example media release attached.
    • Hyperlink your portal from the appropriate pages of your Council’s web site.
    • Direct email to appropriate databases such as: Property owners (Rates notice), sporting clubs, community groups, businesses, Council’s community grant applicant database, Councillors for sharing on their social media channels.
    • Promote via Council’s social media channels.

    Ongoing promotional efforts

    • Hyperlink to a specific program from your public portal – include in public newsletters, direct emails and documents to promote both the program and your portal.
    • Promote specific grants via Council’s social media channels.
    • Include in presentations to Community or business groups.
    • Include in presentations about Council’s grant programs and how to apply for grants.

    Internal communications

    • Intranet, staff newsletter, direct email, team meeting presentations and corporate briefings. Customer service teams really appreciate having a portal to direct the community towards.
    • Cr. bulletin item.
    • The number of staff Passwords is unlimited – the more staff using your portal the better.
    • Incorporate your grant portal into your induction process for new staff.
    • Share grant lists with colleagues.


Funding is available for these departments:

  • Events
  • Community wellbeing
  • Heritage
  • Sport & recreation
  • Arts & culture
  • Healthy communities
  • Community partnerships
  • Parks & gardens
  • Major projects
  • Tourism
  • Economic development
  • Buildings & infrastructure
  • Works
  • Property services
  • Engineering
  • Waste & asset management
  • Workplace health & safety
  • Environment & biodiversity
  • Executive & corporate performance
  • Information technology
  • Communications