Importing Grants into Rubric

This feature allows you to bulk add or adjust grant balances for clubs using a CSV file. Grants are imported per grant application form, which helps prevent errors and ensures grants go to the right clubs.

Before you start

  • Grant application forms must already be set up in Rubric

  • Each import applies to one grant form at a time

  • You’ll need to confirm club eligibility before importing

Step 1: Download the Grant Import template

  1. Go to the Funding page

    https://admin.hellorubric.com/grants

  2. Click Import Grants

  3. Select the grant application form you want to import grants into

    • Grant imports are done one form at a time

  4. Click Download Import Template

The template will download as a CSV file. Open or convert it in Excel to edit.

Step 2: Prepare the grant data

When you open the template, you’ll see:

  • A list of all clubs in Rubric

  • Several columns already filled in, such as:

    • Club email

    • User ID

    • Society ID

    • Tags

    • Affiliation status

These columns are pre-filled and should not be edited.

Filter clubs by eligibility

Before entering grant amounts, you must remove clubs that are not eligible for the selected grant form.

Example:

  • If a grant is only available to affiliated clubs, remove any unaffiliated clubs from the file.

  • If a grant form is only applicable to clubs with a specific tag (eg: “Sports”, “Campus A” , etc.), remove clubs that do have the required tags.

The Tags and Affiliation Status columns are included to help you filter correctly.

Required questions

  • The other columns in the file match the questions marked as Required on the grant form

  • These fields cannot be left blank

  • If you don’t have information for a question (except the question that asks for grant amount), enter N/A

Grant amount rules

  • Enter the amount you want to add to the club’s existing grant balance

  • Numbers only, do not include “$”

  • Amounts can be positive or negative if you need to reduce a balance

Once complete, export the file back to CSV format.

Step 3: Import the file

  1. Return to the Grant Import section in the Admin Portal

  2. Drag and drop the completed CSV file

  3. Follow the on-screen prompts to finish the import

Importing multiple grant forms

You’ll need to repeat this process for each grant form. While this requires multiple uploads, it helps to:

  • Clearly check eligibility per form

  • Reduce errors

  • Ensure grants are applied to the correct clubs

This is safer than importing a large mixed list of grants in one file.

Need help?

If you encounter any issues during the import, contact support@hellorubric.com and our team will assist you.

Notes

  • Changes made through the Grant Import feature do not sync to external integrations (eg: Xero, Sage, QuickBooks, etc.). This means that any amount added or adjusted via the import will apply within Rubric only and will not update balances in your integrated software.