Help & FAQ

How do I add a grant to my pipeline?

Go to Pipeline and click 'Add grant.' Fill in the funder name, title, deadline, and amount. You can also import opportunities directly from the Find Grants page, which pre-fills the funder name, amount, and link.

What do the pipeline statuses mean?

Prospect — you're evaluating it. Planning — you've decided to apply. Drafting — actively writing. In Review — internal review underway. Submitted — application sent. Decided — outcome recorded (Awarded or Lost).

How do I record a win or loss?

Open the grant workspace and click 'Record outcome.' Select Won (or Funded for academic users) or Lost (Declined) and optionally enter the award amount. The grant status will automatically update to Decided. You can also record outcomes directly from the pipeline table.

Can I duplicate or clone a grant?

Yes — click the copy icon in the pipeline table row to duplicate a grant. All core fields carry over and the copy starts at Prospect status. For renewals of existing applications, use the 'Create renewal' button in the grant workspace instead — that links the renewal to the original.

Can I print or export my pipeline as a PDF?

Yes — click the Export button in the pipeline header and choose 'Print / Save PDF.' This opens a clean, print-optimized view of your full pipeline in a new tab. Use your browser's File → Print (or Ctrl+P / ⌘+P) and select 'Save as PDF' to download it. You can also choose 'Download CSV' from the same Export menu to get a spreadsheet export.

What is the Org Library and why does it matter?

The Org Library is the foundation of your AI drafts. It stores your mission statement, programs, impact statistics, target populations, and reusable content snippets. The more detail you add, the more specific and accurate your AI-generated grant answers will be.

What are content snippets?

Snippets are reusable blocks of text — a program description, an impact story, a stat, a leadership bio, etc. You build them once and the AI draws on them across all your grant applications to keep language consistent and accurate.

How do I add snippets?

Go to Org Library, open the Snippets tab, and click 'Add snippet.' Choose a category (e.g. Program Description, Impact Story, Stat), give it a title, and write the body. Add tags to help the AI find the right snippets for each question.

What if my org profile isn't complete?

Incomplete fields are simply omitted from the AI's context. Your drafts will still work, but will be more generic. We recommend filling in at least your mission statement, programs summary, and one or two key stats before generating your first draft.

What are Programs?

Programs are the distinct initiatives, projects, or service areas your organization runs — for example 'Youth Workforce Training,' 'Senior Meal Delivery,' or 'STEM Outreach.' They act as a tagging layer so you can group grants by program area and track funding across related efforts.

How do I create a Program?

Go to Programs in the left sidebar. Click 'New program,' give it a name and optional description, then save. Once created, you can link any grant to a program from the grant's detail page.

How do I link a grant to a Program?

Open a grant in your pipeline, then select a Program from the 'Program' dropdown in the grant details panel. A grant can only be linked to one program at a time.

How does a Program relate to my Org Library?

Programs are separate from your Org Library's Programs Summary field. The Programs page is for tracking and grouping pipeline grants; the Org Library's Programs Summary is freeform text the AI uses when drafting. You can keep them consistent by giving programs the same names in both places.

Can I see all grants for a given Program?

Yes — click any Program on the Programs page to see its linked grants, total amount requested, total awarded, and win rate scoped to that program area.

How does AI drafting work?

When you click 'Generate Draft,' the AI receives your question, your org profile, and any snippets you've selected as context. It produces a tailored first draft grounded in your organization's actual work — not generic filler text.

Can I improve or rewrite a draft?

Yes. With an existing draft in the editor, click 'Clean up' to sharpen, tighten, and improve it while keeping your core content. Or click 'Generate Draft' again to produce a fresh version. All versions are saved automatically.

How do I draft all questions at once?

From the grant workspace header, click 'Draft all with AI.' This sends every question to the AI in one pass and saves drafts for all of them. Review and refine each answer afterward.

How do I control which snippets the AI uses?

In the question editor, expand 'AI context snippets' and check the snippets you want included for that specific question. By default no snippets are pre-selected — curate them per question for the most relevant output.

The AI draft doesn't sound like us. What should I do?

Add more specificity to your Org Library — real program names, concrete statistics, and example language from past successful proposals. The AI only writes as well as the context you give it. You can also use 'Clean up' on an existing draft with edits you've made to preserve your voice.

How do I import application questions?

Open a grant workspace and click 'Add questions.' Paste a block of text from the grant application — the parser will split it into individual questions automatically. You can also import from a PDF or URL using 'Import PDF / Link,' or add questions one at a time manually.

What are question statuses?

Not Started — no draft yet. Drafted — a draft exists. In Review — being reviewed internally. Final — approved and ready to submit. Update the status for each question as you work through it.

How do I compile the final application?

Switch to the 'Final Draft' tab in the grant workspace and click 'Compile final draft.' The AI assembles all your finalized answers into a formatted, submission-ready document. You can edit, copy, and save it.

Can I set a word limit on a question?

Yes — when adding or editing a question manually, enter the word limit in the Word Limit field. The editor will track your word count and highlight it in red if you exceed the limit.

Where does the grant data come from?

Grants are synced weekly from Grants.gov, the official U.S. federal grant database. Manually-added grants (added by our team) appear at the top of the list.

What is the alignment score?

The AI compares each grant's description, categories, and eligibility requirements to your org profile and returns a 0–100 match score. Scores above 65 indicate good alignment. Click the score badge for an explanation.

How do I add a grant from Find Grants to my pipeline?

Click 'Add to pipeline' on any grant card. Confirm or edit the title, then click 'Add to pipeline.' The funder name, deadline, amount, and source link will carry over automatically.

How do I mark a grant as submitted?

In the grant workspace, click 'Mark submitted.' Enter the submission date, method (portal, email, mail, or other), any notes, and optionally a link to the final document. This updates the grant's status to Submitted.

How do I record a grant outcome?

Once a grant is submitted, click 'Record outcome' in the workspace. Choose Awarded or Lost and enter the award amount if applicable. This updates the status to Decided and feeds your dashboard analytics.

What metrics does the dashboard show?

Active grants (in-progress applications), total amount requested, total awarded, and your overall win rate (awarded divided by decided). The dashboard also shows upcoming deadlines in the next 60 days and your most recent pipeline activity.

How is the win rate calculated?

Win rate = number of Awarded outcomes divided by (Awarded + Lost). Pending grants are not counted. As you record more outcomes, this number becomes a more reliable signal.

What is the Activity Feed?

The Activity Feed on your dashboard shows a running log of recent actions across your pipeline — grants added, statuses updated, outcomes recorded, submissions marked, and renewals created. It gives your whole team a quick pulse on what's happened recently without digging into individual grants.

How far back does the Activity Feed go?

The feed shows up to 20 of the most recent events. For a full history of changes to a specific grant, open that grant's workspace and look at the activity log there.

How do I invite team members?

Go to My Organization → Team tab and enter the email address of the person you want to invite. Choose their role — Manager, Member, or Viewer — then click Send invite. They'll receive an email with a link to join.

What are the different team roles?

Manager: full access to all features, can manage the team and billing. Member: can create and edit grants, draft content, and run AI tools. Viewer: read-only access — can view all grants and content but cannot make any changes. Viewers do not count against your seat limit.

What can a Viewer see and do?

Viewers can see the full pipeline, grant workspaces, final drafts, and all analytics. They cannot add or edit grants, run AI drafting, or save changes. This is ideal for stakeholders or board members who need visibility without editing access.

How are seats counted?

Seats count active Managers and Members. Viewers are always free and unlimited. Your plan includes a set number of seats; you'll be prompted to upgrade if you reach the limit.

How does a Viewer join — do they need an account?

Yes, viewers need an Altairium account. When you send a viewer invite from My Organization → Team, they receive an email with a magic link. Clicking it signs them in (or creates their account if they don't have one yet) and immediately grants them view-only access to your organization. No separate sign-up step required.

How do I see my notifications?

Click the bell icon in the top-right corner of the dashboard header. A panel will open showing your notifications, newest first. Unread notifications have a blue dot.

What kinds of notifications are there?

Admin Messages — targeted messages from the Altairium team. Announcements — broadcast messages sent to all users. System — platform-generated alerts about your account.

How do I mark notifications as read?

Click the × on any notification to dismiss it, or click 'Mark all read' at the top of the notifications panel to clear all at once.

What is the Altairium Grant Clipper extension?

It's a Chrome extension that lets you clip grant opportunities directly from funder websites into your Altairium pipeline with a single click — no copy-pasting required.

How do I install it?

Go to Settings in the dashboard. Under Extensions, click 'Get the Chrome Extension.' This opens the Chrome Web Store where you can install it. Then copy your personal API key from the same Settings section and paste it into the extension to link it to your account.

How do I use it?

Once installed and connected, browse to any funder's grant page and click the Altairium extension icon. It will detect the grant details and prompt you to save it directly to your pipeline.

What is the renewal workflow?

When a grant has been decided (won or lost), you can start a fresh renewal application from the same workspace. Click 'Create renewal' in the grant header action bar. This creates a new Prospect entry with all core grant details copied and a 'Renewal' badge so it's easy to identify.

How do renewals appear in the pipeline?

Renewal grants show a purple 'Renewal' badge in the pipeline table and workspace header so your team always knows which grants are re-applications of previous submissions.

Does the renewal copy my questions and drafts?

No — the renewal starts fresh with a clean workspace. The core grant info (funder name, amount, fit score, notes) carries over, but the application questions and drafts do not. This is intentional so you build new answers tailored to the next cycle.

How do I upgrade my account?

Go to Dashboard and click Subscribe (or click the upgrade prompt). You'll be taken to a secure Stripe checkout page. After payment, your account is activated immediately.

Can I have multiple organizations on one account?

Yes — upgrade to an Agency / Firm account in My Account. Agency accounts can create and switch between multiple client organizations, ideal for grant writers or consultants managing several nonprofits.

How do I cancel or change my subscription?

Go to My Account, then Billing, then Manage subscription. This opens the Stripe customer portal where you can update your payment method, download invoices, or cancel.

I have a question not answered here. How do I reach you?

Use the Questions or Suggestions buttons in the sidebar, or email us directly at company@altairiumagency.com. We respond to all inquiries within one business day.