Collaborating with Your Team

The old way

You email the draft to your colleague, they make edits in Word, you both end up with different versions. The RFP requirements live in a spreadsheet only you update. Research is scattered across browser bookmarks, shared drives, and email threads. You spend 3+ hours a week just coordinating who’s doing what.

The Grantable way

One shared workspace with files, projects, and AI — everyone works from the same source of truth. Roles control who can edit, comment, or view. Comments and @mentions replace email chains. The dashboard shows who’s working on what and when it’s due.

Step by step

1. Set up your workspace

Create a workspace for your team from Settings → Workspaces → Create Workspace. Name it something your team will recognize — your organization name, a specific program area, or a grant cycle.

2. Invite your team

Go to Settings → Team → Invite Member. Enter each person’s email and assign a workspace role:

Admin — For team leads who need to manage settings, billing, and team members
Editor — For grant writers who create and edit content (most common role)
Commenter — For reviewers, advisors, and board members who provide feedback
Viewer — For stakeholders who need read-only visibility

See Roles & Permissions for the complete breakdown.

3. Organize your files

Upload shared materials to the workspace file tree — past proposals, organizational documents, RFPs, and source materials. Create folders to organize by project, funder, or document type. Every team member with the right role can access these files, and the AI uses them for context.

4. Use comments for feedback

Instead of email threads, leave comments directly on files. Use @mentions to notify specific people:

“@Sarah, can you review the budget justification in section 3?”
“@David, the evaluation plan needs your input on data collection methods.”

Comments create a persistent record of feedback and decisions, attached to the content they’re about.

5. Track progress on the dashboard

Use the dashboard to see all your team’s projects in one place. The list view shows status, deadlines, and assignments. The kanban view lets you drag projects between stages. The calendar view shows upcoming deadlines.

Assign team members to projects so everyone knows who owns what. Use inline editing to update project metadata as things change.

6. Share with external stakeholders

Need to share a proposal draft with your board or an external reviewer? Use file sharing:

Internal links for team members with workspace access
Public links for external reviewers who don’t have Grantable accounts
Email shares to send files directly

See File Sharing for details.

Tips

Start with editors and commenters. Give the editor role to people who write, and commenter to people who review. You can always change roles later.
Use @mentions instead of email. It’s faster, creates a record, and keeps the conversation attached to the work.
Check the dashboard daily. Five minutes scanning the dashboard replaces a 30-minute status meeting.
Keep files in the workspace, not in email. When everything lives in one place, the AI can reference it and your team can always find the latest version.