AmpliFund Account Management Instructions
Overview of Roles Within AmpliFund
Organization Primary Contact
- This user will receive the initial welcome email from AmpliFund and it is their responsibility to add additional users.
- The Organization Primary Contact is likely the Library Director or the head of the organization and they have full access to the organization’s AmpliFund account and all grants that have been awarded to the organization. This includes the ability to create and submit grant applications, edit and submit budgets and custom forms, which are used for mid-project and final reporting.
- This user also has the ability to add other users to your AmpliFund account and assign them as Recipient Managers or Recipient Additional Users.
Recipient Manager
- This user is the main contact for the project, is responsible for submitting reporting for grants and needs full access to the award they are assigned to. The State Library has previously referred to this role as a Project Coordinator.
- Once designated, this user will receive all automated communication sent from AmpliFund for the grant they are assigned to.
- Note: Only one person can be assigned as the Recipient Manager for a specific grant, and they must be added to AmpliFund as a user first. See instructions below for adding a user and assigning them as Recipient Manager.
Recipient Additional User
- This user is an additional contact or collaborator for the grant award and needs full access to the award including editing and submitting reports.
- Note: multiple individuals can be assigned as a Recipient Additional User for a specific grant, and they must be added to AmpliFund as a user first. See instructions below for adding a user and assigning them as a Recipient Additional User to an award.
User Security Roles
Account Admin
- Has full access to the organization’s AmpliFund account and all grants that have been awarded to your organization.
- This user can create and submit grant applications, edit and submit budgets and custom forms, which are used for mid-project and final reporting.
- This user also has the ability to add additional users to the AmpliFund Organization account and assign them as Recipient Managers or Additional Users.
- This user must have the following permissions selected in AmpliFund: Account Admin, Application Admin, and Grant Admin.
Grant Admin
- Has full access to the organization’s AmpliFund account and all grants that have been awarded to your organization.
- This user can create and submit grant applications, edit and submit budgets and custom forms, which are used for mid-project and final reporting.
- This user must have the following permissions selected in AmpliFund: Application Admin and Grant Admin.
Basic Users (limiting access to a specific grant award)
- You can add users to your organizational account and assign them no security permissions. Once added as a user, they can then be assigned the role of Recipient Manager or Recipient Additional User to a specific grant award. This designation will provide the User full access to only the grant award they are assigned.
- This user will have no permissions selected in AmpliFund on their User account.
Adding Users to AmpliFund
- In the left toolbar, click on Administration, then System Security, then Users
- Click on the plus sign in the top right corner
- In the Security Section, assign them the objects and roles they will need.
- Objects:
- Accounts: This provides access to the Account Management menu.
- Applications: This provides access to the Application Portal.
- Departments: Not Applicable
- Grants: This provides access to all grants awarded.
- Security Role designated for the Object:
- Admin: This role can view, create, edit, delete and approve.
- Editor: This role can view, edit records and assign users.
- User: This role can view records and document progress against the budget and performance.
- View Only: This role has view only rights.
- Objects:
- Fill out the Staff Information section and hit the green Save button in the bottom right corner
- The last step is to select the envelope icon in the top right. This will generate the email for the staff member to create a password
- Invitations expire after 48 hours. If you need to re-send the invitation email, navigate back to the user record and select the envelope icon
View AmpliFund’s tutorial on the new User Roles and Security Permissions.
Assigning a Recipient Manager or Recipient Additional User to a Grant
- Follow the steps above to add the staff member as a user
- Click on Grant Management, then Grants in the left-hand menu
- Click on the name of the grant you want to edit
- On the award details page, click on the pencil icon in the top right corner
- Navigate down to Post-Award Information and locate the drop-down menu labeled Recipient Manager or Recipient Additional User. (Note: this is not the same as the “Post-Award” tab in the top toolbar)
- Select the staff member and click the green Save button in the bottom right corner (Note: If you do not see the staff member in the drop-down menu, follow the instructions above to first add them as a user)
Changing the Organization Primary Contact
- From the left menu, click Administration, then License Information
- Click on the pencil icon in the top right corner
- In the Primary Email Address section, enter the email address of the new Account Owner
- In the Primary Admin User section, select a new Account Owner from the drop-down menu. (Note: If you do not see the staff member in the drop-down menu, follow the instructions above to first add them as a user)
- Scroll down to the Description Field and add the name of the new account owner to this field. This is needed so that CSL staff have a name to associate with the email address
Navigating between Organization Accounts
- In the top-right hand corner, to the left of your name, you will see the Organization Account you are currently working in
- If you have more than one Organization Account associated with your user account, you can toggle between them by clicking on the down arrow next to the Organization Account name. Note: Switching the Organization Account will effect all open tabs in your browser. Be sure to save your work before making this change
- If the same organization has two accounts. Please reach out to the grant monitor to discuss merging them
Navigating to the Applicant Portal
- Click on your name in the top right-hand corner (Note: If you have multiple organization accounts make sure you are in the correct organization before proceeding)
- Select Applicant Portal from the drop-down menu.
- If you do not see Applicant Portal in the menu, check step #4 in the instructions for “Adding Staff to AmpliFund” to ensure you have access
- To navigate back to your active grants, follow the steps above but select AmpliFund from the drop-down menu