The capacity gap
In theory, every sub-grantee enters their own data. In practice, many of the organizations you work with are small, understaffed, and stretched thin. A rural clinic with two staff members doesn't have someone to sit at a computer and enter quarterly performance data. A tribal health program operating across remote communities may collect data on paper and call it in by phone.
The data still needs to get into the system. In most cases, someone at the intermediary ends up entering it — by hand, into a spreadsheet, with no record of who actually provided the numbers. This creates both a workflow bottleneck and an audit risk.
How “enter on behalf of” works
WeavePulse lets authorized users enter data on behalf of any sub-grantee in their portfolio. You select the organization, the reporting period, and the form — then enter the data exactly as if you were that organization. The data flows into the same reports, dashboards, and consolidated views as self-reported data.
The difference is transparency. Every field entered on behalf of a sub-grantee is tagged with the identity of the person who entered it, the timestamp, and a clear indicator that this was a delegated entry rather than a direct submission.
Complete audit trail
Federal grant programs require that data be attributable and traceable. When an auditor asks “who entered this number?” you need an answer better than “someone on our team, probably in Q2.”
WeavePulse logs every delegated entry with the entering user's identity, the sub-grantee on whose behalf the data was entered, the exact timestamp, and a record of any subsequent edits. This audit trail is immutable — entries can be corrected but the original record and correction history are preserved.
Compliance implications
Delegated data entry is a reality of managing a sub-grantee portfolio. The compliance risk isn't in doing it — it's in doing it without documentation. When intermediary staff enter data informally, there's no way to distinguish between data the sub-grantee provided and data the intermediary estimated or back-filled.
WeavePulse's “enter on behalf of” feature makes delegated entry an explicit, documented workflow rather than an informal workaround. This protects both you and your sub-grantees during monitoring visits, audits, and desk reviews.