---
title: "Adding a New Grantee"
slug: "adding-a-new-granteenbsp"
updated: 2025-07-11T16:49:36Z
published: 2025-07-11T16:49:36Z
canonical: "docs.foundationhub.com/adding-a-new-granteenbsp"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.foundationhub.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Adding a New Grantee

Assuming you have the correct permissions to set up a new Grantee, there are two ways that you can do so:

## Method 1 – Adding a New Grantee from GuideStar

The most straightforward way to create a new Grantee is to use the GuideStar lookup functionality that is built into the FoundationHub.

To access this feature, Click on “**Menu**” > “**Forms & Workflows**” > “**Research Grantees Online**”

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/30. gt - add gt - m1 - 1.png)

You will then be presented with a search screen where you can enter keywords from the Grantee’s **Name** or their **EIN (Employee Identification Number)** and search for the Grantee online. You can also use the ‘**Limit your search by**’ options to limit the Grantee search by **City**, **State** and **Zip Code**.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 2(2)(1).png)

The search result contains all the matching Grantees from GuideStar.

In the results, If the listing has an ‘**Add Grantee**’ link available, it indicates that the Grantee’s profile does not exist in FoundationHub and can be added to it using the link. If the listing has a ‘**View FoundationHub Profile**’ link available, it indicates that the Grantee’s profile already exists in FoundationHub and can be viewed using the link.

To review the status of the Grantee with the Internal Revenue Service (IRS), click on the Grantee’s Name and this will pop-up the Grantee’s profile from GuideStar. You can review the Grantee’s GuideStar profile on this page.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 3(2).png)

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 4.png)

To ensure that the Grantee that you are about to add is eligible through the IRS to receive tax-deductible donations, we need to perform a **GuideStar Charity Check** of the Grantee before adding them to FoundationHub.

To do this first ensure that you are in the search results page.

On this page, click on the “**GuideStar Charity Check**” link for the Grantee in the listing.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 5.png)

In the Grantee’s GuideStar Charity Check, if the **IRS Publication 78 Details** section does not display ‘**IRS Pub 78 verified**’, or if the organization is not listed on the **IRS Business Master File Details** section, further investigation is necessary to confirm whether the Grantee meets the required criteria.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 6.png)

After performing the Grantee’s **GuideStar Charity Check** as mentioned above, close the Charity Check page and click on the listing’s “**Add Grantee**” link.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 7(1).png)

Clicking on this link downloads the Grantee’s record into FoundationHub, and opens a ‘**New Grantee**’ Form with some information already pulled in from GuideStar.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 8(1).png)

In this Form, you can enter the Grantee’s details as below:

1. **Entering Contact Info**:
  1. **External ID** field is used to enter a unique identifier assigned to the contact, by an external system or a third party.
  2. You can also enter the following details: **Category**, **Organization Name,** **Doing Business As**, **Short Name**, **Email**, **Phone Type** and **Phone**

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 99.png)

1. **Entering Address Info**:
  1. **Address Type** lets you choose the appropriate type of address**.**

**Note:** Address for Grantees created using GuideStar can’t be edited after initial setup. This makes any changes made to the address during setup permanent.
  2. **Address 1** field is used to enter the main address of the contact, whereas the additional **Address 2, 3, and 4** fields allow you to enter any text that does not fit in the **Address 1** field. **City**, **State**, **Zip** and **Country** fields are required.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 999.png)

1. **Finalizing the process**: After completing all the required fields, proceed as follows:
  1. **“Save and Open Contact”**: This option saves the Grantee's information and opens their contact profile.
  2. **“Save and Close”**: This option saves the Grantee’s information and closes the Form.

**Note**: In both cases, the newly created Grantee may or may not go through an approval process, depending on your institution's setup policies.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 11.png)

A newly created Grantee’s profile is initially in ‘**Setup**’ status. You can see this on the left side of the contact’s profile. The Entry-Level User who added the Grantee into FoundationHub needs to change this status to ‘**Approve**’. This forwards the Grantee’s record to the Approver-Level User’s Inbox.

The Approver-Level User should carefully review each section of the new Grantee’s record. After reviewing, the user then needs to activate the record by changing the status of the record to ‘**Approve’**.

**Note**: These approval levels may vary based on your institution.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 12.png)

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/31. gt - add gt - m1 - 13.png)

### Method 2 – Add a Grantee Manually

For various reasons, some Grantees may not have a GuideStar record. Such Grantees need to be manually entered into FoundationHub.

Assuming you have the correct permissions to set up a new Grantee, on the top-left corner, click on **Menu** > **Grantee**

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 1.png)

A blank ‘**New Grantee**’ Form pops up in which the fields marked with an asterisk (*****) are mandatory for the new Grantee creation.

**Note**: These fields may vary based on your institution.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 2(1).png)

In this Form's **Entity Type** dropdown, selecting **Individual** or **Organization** shows different fields to enter based on your choice.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 3.png)

#### Fields for Grantee: Individual

1. **Entering Contact Info**:
  1. **External ID** field is used to enter a unique identifier assigned to the contact, by an external system or a third party.
  2. For an **Entity Type: Individual**, you can enter the following details: **Category**, **Prefix**, **First Name**, **Middle Name**, **Last Name**, **Suffix**, **Doing Business As**, **Email**, **Phone Type** and **Phone**.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 4(1).png)

1. **Entering Salutation**:
  1. **Salutation 1 Type** and **Salutation** fields are used to enter the salutation details of the contact that will appear in greetings, letters, statements etc.

E.g. **Salutation 1 Type:** **Formal Individual** could have **Salutation 1: “**Mr. John Doe”

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/4. salutation fields(4).png)

1. **Entering Address Info**:
  1. **Address Type** lets you choose the appropriate type of address**.**
  2. **Address 1** field is used to enter the main address of the contact, whereas the additional **Address 2, 3, and 4** fields allow you to enter any text that does not fit in the **Address 1** field. **City**, **State**, **Zip** and **Country** fields are required.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/5. address info fields(4).png)

1. **Finalizing the process**: After completing all the required fields, proceed as follows:
  1. **“Save and Open Contact”**: This option saves the Grantee's information and opens their contact profile.
  2. **“Save and Close”**: This option saves the Grantee’s information and closes the Form.

**Note**: In both cases, the newly created Grantee may or may not go through an approval process, depending on your institution's setup policies.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/6. save buttons(2).png)

A newly created Grantee’s profile is initially in ‘**Setup**’ status. You can see this on the left side of the contact’s profile. The Entry-Level User who added the Grantee into FoundationHub needs to change this status to ‘**Approve**’. This forwards the Grantee’s record to the Approver-Level User’s Inbox.

The Approver-Level User should carefully review each section of the new Grantee’s record. After reviewing, the user then needs to activate the record by changing the status of the record to ‘**Approve’**.

**Note**: These approval levels may vary based on your institution.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 6.png)

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 7.png)

#### Fields for Grantee: Organization

1. **Entering Contact Info**:
  1. **External ID** field is used to enter a unique identifier assigned to the contact, by an external system or a third party.
  2. For an **Entity Type: Organization**, you can enter the following details: **Category**, **Organization Name,** **Doing Business As**, **Short Name**, **Email**, **Phone Type** and **Phone**.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 8(1).png)

1. **Entering Address Info**:
  1. **Address Type** lets you choose the appropriate type of address**.**
  2. **Address 1** field is used to enter the main address of the contact, whereas the additional **Address 2, 3, and 4** fields allow you to enter any text that does not fit in the **Address 1** field. **City**, **State**, **Zip** and **Country** fields are required.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 9(1).png)

1. **Finalizing the process**: After completing all the required fields, proceed as follows:
  1. **“Save and Open Contact”**: This option saves the Grantee's information and opens their contact profile.
  2. **“Save and Close”**: This option saves the Grantee’s information and closes the Form.

**Note**: In both cases, the newly created Grantee may or may not go through an approval process, depending on your institution's setup policies.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/6. save buttons(3).png)

**Note**: Grantees can also be assigned as a **Fund Holder Account**. This needs to be done while the Grantee is in its initial **Setup** status and cannot be done afterwards. Click on [this article](/v1/docs/clone-creating-a-legal-entity-organization-fund-holder) to learn more.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/image-RHPSUO18.png)

A newly created Grantee’s profile is initially in ‘**Setup**’ status. You can see this on the left side of the contact’s profile. The Entry-Level User who added the Grantee into FoundationHub needs to change this status to ‘**Approve**’. This forwards the Grantee’s record to the Approver-Level User’s Inbox.

The Approver-Level User should carefully review each section of the new Grantee’s record. After reviewing, the user then needs to activate the record by changing the status of the record to ‘**Approve’**.

**Note**: These approval levels may vary based on your institution.

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 10.png)

![](https://cdn.document360.io/579d62e3-92d9-438c-a119-f0014c5f7cc0/Images/Documentation/32. gt - add gt - m2 - 11.png)