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.