GROW Insights
Team capacity
New Invoice
Invoice created
It is already in the Invoice Tracker, ready to chase.
Invoice Tracker
Import historical invoices from the legacy tracker
Export the spreadsheet's Invoices tab as CSV (File → Download → Comma-separated values) and paste it below or choose the file. Month heading rows are skipped automatically, and invoice numbers that already exist here are never overwritten. You will see a preview before anything is saved.
Needs chasing
| Number | Client | Total | Issued → due | Payment | Paid on | Contract | Event | Download |
|---|
No invoices yet.
Partnership Directory
No firms yet. Add one with + Add firm, or add a contract on the Contract Tracker and its firm appears here.
Contract Tracker
When each partner's contract ends and which need renewing. Click a firm for everything about it in the Partnership Directory.
No contracts yet. Add one with + New contract, or draft one with Draft contract.
Partnership Tracker beta
| Firm | Status | GROW contacts | Package | Cohort start | Pairings | Mentor call | Mentee call | 2 wk | 2 mo | 3 mo | 4 mo | 6 mo | Event | Next due | Pairs |
|---|
No partner firms yet. Add a firm in the Partnership Directory or a contract on the Contract Tracker, or import the Partnerships Tracker workbook.
✓ done 12 Jan planned 12 Jan overdue not recorded. Click a firm for its page in the Partnership Directory; click a check-in cell to mark it done.
Cohort start Check-in Milestone Event Done Overdue Today Click a firm's row on a day to add a milestone there; click any marker to move it, name who is responsible, mark it done or remove it. The Events row holds every dated event from the Events tab: click it on a day to add one, or an event to open its page.
No contracts on the Contract Tracker yet. Add a contract there and it appears here as a bar from its signed date to its end date.
In this window
Prospects and firms in discussion
Firms GROW is talking to, with who at GROW is leading, the contact at the firm and the last chase. Open a firm to log the next one.
Past partners and firms that said no
Import the Partnerships Tracker workbook
Upload the tracker as an Excel file (.xlsx): each firm's sheet becomes the firm in the Partnership Directory with its contacts, a contract per cohort with the package and the agreement, the cohort checklist as milestones, and the pairings with their check-ins; the Relationships sheet sets who at GROW looks after each firm; Potential Partnerships becomes the pipeline with its chase log; the capacity sheet fills the Team capacity grid on the homepage. Preview first: nothing is written until you apply. Importing the same workbook again changes nothing, and nothing is ever deleted by an import.
Pairing
A link made from a template is open at once. A blank form is a draft until it asks a full name and an email. Edit form on a link opens its wording and questions below.
Sign-up form
Questions
Each question says what it is used for: the column its answers go in on the Mentees or Mentors sheet. One used for nothing gets a column of its own. A link needs a question used for the full name and one for the email address, both required, before it can open.
Form templates
| Sheet | Rows | Bring in as | Firm | What comes in |
|---|
New Contract
Fill in the partner details and GROW's standard partnership contract is ready to send: download it as a branded Word document or PDF and pass it straight to the firm. A blank contract date defaults to today and a blank effective date to the contract date, and the firm's signatory lines are left for them to complete. Once the contract is signed, add it to the Contract Tracker from here so its invoices can be raised against it. Drafts are kept in this browser until you sign out.
Loading the contract template…
Events
One record per event we deliver for a partner: what it was, what we charged, and what it actually cost. Create the event as soon as it is agreed, then fill in the details from its page; costs can be added as they land.
| Event | Date | Client | Type | Price | Costs | Surplus | Billing |
|---|
No events yet. Create the first one above.
None.
Sheets
| Sheet | Used as | Note |
|---|
Questions
| Question | Type | Used for | Answers |
|---|
Conflicts
| Name | Issue |
|---|
Event
Attendee reimbursements across events
Paid reimbursements only, from each event's Reimbursements tab. Tick events to compare them side by side.
Cost per event
Compare events
| Event | Claims | Total | Mean | Median | Lowest | Highest |
|---|
No paid reimbursements yet.
Selected events
Diversity statistics across events
From the questions ticked Diversity question on each event's sign-up form, counted over all sign-ups or over those who attended. Questions and options worded the same are counted together. An event whose answers were removed, 30 days after it, shows its totals rounded to the nearest 5, with groups of fewer than 5 hidden.
No diversity questions on any event's sign-up form yet.
Sign-up form
Form templates
Reimbursement claim link
Shared links (one link for everyone: for anyone not sent a link of their own)
Claims submitted online
Add attendees by hand
How to
Tick both checks (attended, receipts) and enter the amount. The claim approves itself once all three are in place, and then it can be marked paid. First-time payees must be paid by David (the site knows who has been paid before under the same name and account; a claim filed as "Name (email)" counts as a first payment unless that exact name and account were paid before). Bank details from the claim form are held on the claim, hidden until someone reveals them, and every reveal is recorded. They are deleted the moment the claim is marked paid, so mark it paid once the money has been sent. The flag beside a name marks a journey to be checked before it is paid, for everyone to see; Notes beside it holds the team's comments on that person, with who wrote each and when, for the team only; Travel pack downloads that claim's journey and receipts as one folder, ready to check against the fares available that day.
QR check-in on the day
Poster and register
Register of attendees
| Name | Checked in | On the sign-up list | How |
|---|
Nobody has checked in yet.
Announce on the member portal
Announced events show on the GROW member portal, on members' Home and Events pages. One press takes a member to the sign-up form with their details already filled in.
Members sign up through this event's sign-up form, so create one on Set up first.
What members see
Filled in for them
No sign-up form yet.
No responses yet.
No sign-up form yet: create it on Set up first.
| Name | Status | Claim link sent |
|---|
Nobody with a place has asked for their travel to be reimbursed yet.
| Name | Checked in | Scanned QR code | Organisation | Dietary and access | Photos | Travelling from |
|---|
Add guests
Each person who attended gets their own link to this form in the feedback email. When their answers come in, their certificate of attendance goes to them by email.
Questions
Answers
No answers yet.
| Name | Status | Date | Reason |
|---|
| Status | Attendee | Attended | Receipts | Amount | Journey | Paid before? | Bank details |
|---|
Journeys over £150 that people have asked us to approve before they book. A decision is emailed to the person the moment it is made: an approval carries their own claim link for the approved amount, which closes at 23:59 UK time two days after the email goes; a denial carries the reason. The claim a person then makes appears under Claims with its cap.
| Status | Attendee | Proposed route | Proposed amount | Requested | Decision |
|---|
No pre-approval requests for this event yet.
The money on this event (its price, costs, surplus and margin, the staff expenses and the reimbursements paid) is for people with Finance.
Full cost breakdown
Every cost behind the totals: direct costs entered below, and each staff expense submission linked to this event from the staff expenses page.
Direct costs
Costs GROW paid directly: venue hire, catering, speaker fees, staff time. One line per cost; for staff time, use the hours boxes (prep / delivery / follow-up) and say whose time it was. Staff expenses from the staff expenses page link themselves and do not belong here.
Reimbursements paid
Diversity statistics
GROW Member Portal
Mentors and mentees sign in to the GROW member portal, at /portal, with Google or with Member sign in and the access code sent to them (Access codes), and after that with Google or a sign-in link the portal emails them. Only the people David approves on the Owner Dashboard's Portal access can sign in: an access code links a sign-up and gives its tier, but does not open the portal on its own. Members lists their accounts, Opportunities the partners' opportunities shown to mentees, and Engagement the emails asking mentees to confirm their place. To see the portal itself, open /portal.
One code per sign-up, for that person to make their account on the portal with Member sign in, typed with the email address they signed up with; after that they sign in with Google or a sign-in link the portal emails them. A code does not open the portal on its own: it works only once David has approved that email address on the Owner Dashboard's Portal access, and until then the portal tells them GROW has their request and leaves the code unused. Nothing is emailed from here: copy the code and the email text, and send them from GROW's own inbox.
| Name | Signed up as | Firm | Code | Actions |
|---|
Check a code
Someone says their code does not work? Type or paste it here to see whose it is and where it stands. Checking never uses it up.
Views of the GROW member portal by members signed in to it. Visits are counted by day and page only: never who, from where, or for how long.
The member portal
Members' visits to their GROW member portal: each tab they open counts one view.
Views by tab
| Tab | Last 7 days | Last 30 days |
|---|
Where members go next
Views per day, last 30 days
Members' views of the portal.
Codes issued per week, last 12 weeks
Code activity
| When | Who | What | For |
|---|
Finance
Staff Expenses
Expenses by person
Nobody is awaiting payment.
Nobody is on the team list yet.
Who can submit expenses
| Name | Team member | Source | Last sign-in | Two-step sign-in |
|---|
Two-step sign-in: someone with expenses access alone who has lost their passkeys and their recovery codes can ask an owner to Reset it here. Someone on Staff Access is reset there.
Staff Gifts
No staff member may receive more than £50 of gifts in any rolling 12-month period. The window moves with the date: a gift stops counting the day after its first anniversary, which is when that allowance comes back.
Record a gift
Position against the £50 cap
No gifts recorded yet.
All gifts
| Staff member | Date | Gift | Value | Counts until | Recorded by |
|---|
Owner Dashboard
Emails for pairings and partnerships
The engagement email to a mentee who has been paired (Pairing, and the GROW Member Portal's Engagement), the opportunity emails to members (Opportunities) and the confirmation email to a mentor who signs up through a partner firm's own sign-up form (the Sign-up Form sub-tab on the firm's page). Off, none of them can be sent by anyone, whatever else is set up; the wording can still be written and previewed. The events' own emails have a switch of their own on each event.
Emails for the GROW Member Portal
The sign-in link email sent when a member asks to sign in by email on the GROW Member Portal (/portal). Off by default so no member receives an email by mistake while accounts are being prepared.
Who changed what on the site, week by week, so a mistake can be traced and put right. Never when: no times, no days, no sign-ins, no pages viewed and no clicks.
Changes per week
Changes by person
Everything changed that week
Changes per week, last 12 weeks
What they changed
Team
Staff Access
Everyone on this list signs in with their Google account and sees Home and their own profile. Everyone on the team list with an email is on it as a user, for as long as the email is on their profile. Which other parts of the site each person sees is what David gives them on the Owner Dashboard's Allow permissions: someone new sees nothing more until he does. Within each part they have, everyone can do everything it offers: add, change, remove, void and import, whoever added the thing. There is no admin tier. Owners see every part of the site, and also the Team list, Staff Access, Staff Gifts, backups, and on Staff Expenses who can submit expenses and deleting receipts. David can make anyone on this list an owner from this table.
Expense alert emails are switched off server-wide: the RESEND_API_KEY secret is not set on Fly. Toggles below are saved but nothing will send until it is configured.
| Name | Role | Last sign-in | Two-step sign-in | Expense alerts |
|---|
Expense alerts email an owner every time a staff expense is submitted at /expenses. Each owner switches their own alerts on this table.
Two-step sign-in: everyone signs in with Google and then a passkey (Face ID, Touch ID, Windows Hello or a phone). Someone who has lost their passkeys and their recovery codes can ask an owner to reset theirs: their passkeys and codes are removed, they are signed out, and they set up a new passkey at their next sign-in. An owner's own is reset by another owner.
Backups
A full backup is one file: the whole register (invoices, contracts, events, claims, staff expenses, gifts, the allow-lists) plus every receipt and contract document, in a zip the site encrypts before it leaves, with the owner's backup key. Only the owner's private key, kept offline, can open it. A copy is taken automatically every night and kept privately on GitHub: the last 7 days under Actions, and under Releases the last 30 days of daily copies plus each Sunday's copy for six months. You can also take one now. Even encrypted, keep downloaded copies somewhere safe.
How to decrypt one (scripts/decrypt-backup.js) and restore it is in the repository's docs/backup-and-restore.md, and in the README inside every archive.
Allow permissions
Who sees which part of the site. Each switch saves at once. Everyone who can sign in sees Home and their own profile; anything more is what you switch on here, and someone new has nothing until you do. Owners see everything. Sensitive answers is not a tab: it shows each person's diversity and other sensitive answers on an event sign-up or feedback form (questions ticked Diversity question or Sensitive, and the details given after them), and their exact totals; Events otherwise leaves the answers out and rounds the totals to the nearest 5. Dietary and access needs are always shown to Events, for the caterer. Reimbursements needs Events, as its tab is on each event's page. Travel claims in Accounting (a claim suggested for a bank line, matched to it or named on it) need Finance and Reimbursements both, and staff expenses there, and whose an event's page lists, Finance and Staff Expenses both. Staff Expenses on its own opens that sub-tab of Finance to review and pay; who can submit expenses, and deleting a receipt, stay the owners'. GROW Member Portal shows each member's tier and whether their profile and mentee details are complete, never an answer: Sensitive answers never opens a GROW mentee's details, which nobody on staff, owners included, is shown. Making or ending a GROW mentee, and ending a GROW mentor tier stamped on the account, is for anyone with GROW Member Portal. A member whose mentor sign-up is approved, or who is the mentor in a live pairing whose cohort has started (or one recorded with no cohort, which counts at once), is a GROW mentor too: Pairing makes and ends that by approving and pairing, and Partnerships by changing or removing a pairing on a firm's page, or by setting or moving a cohort's start date. From that date the mentee in each of the cohort's live pairs also becomes a GROW mentee at the site's next daily check, if their account has no tier yet; moving the date later again does not end a GROW mentee already made. The site's daily check never makes a GROW mentor, and never makes an account. A firm's page shows Partnerships only how many of the firm's mentors are waiting to be paired: their names, and pairing them, need Pairing. Pairing also makes a GROW mentee, at the site's daily check, of a member with no tier yet whose mentee sign-up it accepts or pairs (once the pair's cohort has started). Access belongs to the email it was given to: when an email is changed on someone's profile, moved to another person, or taken off the site, what it had goes with it, and the next address starts with nothing. Making someone an owner, or withdrawing it, clears what they had been given.
Portal access
The GROW member portal (/portal) is open only to the people you approve here, by their email address. Nobody else can use it, whatever account, sign-up, access code or sign-in link they have: an access code links a sign-up and gives its tier, but does not open the portal on its own. When someone not approved signs in with Google, an access code or a sign-in link, or was already signed in without ever being approved, their email address, their name and the date go on Requests for you to approve or decline. Declining deletes the request at once, and a request nobody decides is deleted 30 days after it was made. Removing an approval signs them out at once: the next time they try to sign in they are told the portal is not open to them, and only then go on Requests. Deleting an account deletes its approval and any request with it.
While the portal is not open to someone, they cannot use Download my data or Delete my account themselves, so they are told to email contact@growmentoring.org. To give them a copy of their data, approve them so they can download it themselves, then remove the approval. To delete their account, press Delete account on their row: it deletes the account and everything it keeps, exactly as their own Delete my account would, and their mentoring sign-ups stay with GROW. Nobody else can see or change this page.
Requests
Approved
Accounts not approved
Approve an email address
For someone who has no account yet: once approved, they can sign in with Google or an access code sent to this address.
CSO
Central Statistics Office (CSO)
Anonymised statistics across GROW, protected by Allow permissions. Every figure is rounded to the nearest 5, groups of 1 to 4 are shown as fewer than 5, splits are shown only when both sides are 10 or more, and where hiding a single small group would let it be worked out from the total, the next smallest group is hidden too. Figures are one dimension at a time and by academic year (1 September to 31 August), never a name, an email address, a date of birth or a free-text answer.