Resetting grants

Reset Grants is a new grants management feature that replaces the previous Financial Reporting Periods functionality. It gives admin users greater flexibility and control over how and when grant balances are reset, without being tied to the financial year

With Reset Grants, admins have full control over grant resets:

  • Reset grants per grant application form, not globally

  • Reset grants at any time, not just at financial year boundaries

  • Maintain clearer separation between historical and active grants

  • Better support for:

    • Rolling grants

    • Mid-year funding changes

    • One-off or pilot grant programs

How to Reset a Grant

  1. Go to the Funding page:
    https://admin.hellorubric.com/grants

  2. Navigate to:
    Club Summary table → Clubs tab

  3. Click Reset Grants

  4. Select the grant application form you want to reset

  5. Click Okay to confirm

What Happens When You Reset a Grant?

When a grant is reset:

  • All submissions for the selected grant application are archived

  • All grant claim submissions related to that grant are also archived

  • Archived submissions will:

    • not be shown in the Admin Portal

    • not be shown in the Clubs Portal

  • The reset action:

    • Does not reflect any changes in grant in software integrations
      (e.g. Xero, Sage, QuickBooks)

FAQs

What should I do if I want to reset a grant but keep it visible with a balance of $0?

If you want to reset a grant without it disappearing from both the Admin Portal and Clubs Portal, you can do the following:

  1. Reset the grant using the Reset Grants action

  2. Re-import the grant with the grant amount set to 0

By doing this:

  • All previous submissions and claims for the grant will be archived

  • The grant will remain visible on both the Admin Portal and Clubs Portal

  • The displayed grant balance will show $0, instead of the grant disappearing entirely

This approach is useful when you want to:

  • Preserve the grant’s visibility for reference

  • Avoid confusion for clubs when a grant cycle has ended