Base Design

Hi, I run a start up renting high street space by the hour. We have bespoke booking system with Stripe as the payment gateway and we use Hubspot as our CRM for marketing and sales. I would like to start using Airtable for our finance and operations function, I’ve started to build the system but I lack the time and knowledge on how best to structure the database to get the most out of it and make sure I can continuously build on top of it in the future. Therefore I was hoping to find a consultant would would be keen to work on this project. I would like to approach the whole thing in stages rather than one large project, slowly adding additional elements when the need comes up. If anyone could help or recommend someone it would be great. Cheers

I have a set of data generated from a user survey. For each question I asked them, I am going to score their answer. I have no issues with this when their answer is, for example, “google.” I set up a new table, link the fields from the full set of data to the new table and then put a score of 6 in the next column from google and am all set so that everyone who said google gets a 6. But when I try to do this with more complex data, the new table cuts off most of my text. For example, one cell reads 1: Google 2: Google Scholar 3: Library Website But everything but the first line is removed. This also happens with items that are just one long paragraph. Basically anywhere I’d use a long text field type. I can get around it by manually doing a bunch of stuff in Excel but surely there is a more elegant solution? TIA for any advice! I’m new to Airtable but not to database management :slightly_smiling_face:

This is not possible to do in AirTable. It results in Circular Reference. My main table has over 200 fields so I was trying to build a “relief” sister table to take some of the fields and move them. So each table individual records would be linked. Every time I create a record in Main table with 150 fields (filled and computed fields), the sister table would have a linked record created and I would fill in some of 50 fields (some are computed). It all worked until but now I am at the end of the effort and found out I can’t do that because it creates a circular reference. From what I see, circular reference in AirTable is different from circular reference in Excel. I paid attention to make sure I don’t create the type of circular reference one would get in Excel. But with linked Tables in AirTable there is another aspect that needs

Hello! I’m pretty new to Airtable and wondering if someone could help me. I would like to create a base that helps me track grant calendars for multiple clients at once. Ideally, I’d have an ALL tab that shows me all the grants all at once, organized by deadlines (and able to view as grid or calendar) with a column to tag clients. Then I’d like to have tabs for each individual client where the info from ALL automatically populates to the individual tabs. (For example if I had 3 clients and 2 were applying for the ABC Foundation, the main ALL tab would include the ABC Foundation with deadline, then I could also see the ABC Foundation deadline on each of the 2 clients tabs who are applying to that grant.) This might be something simple, I’m just struggling to figure it out!

Hi, I’m hoping there is a way to do this that’s just a bit above my creative thinking right now. The setup is this: I have a table of projects, with a linked field to records of individual yarns I have used in the project. I need to record the quantity I used of each of the yarns. These quantities will then feed through into a formula in my yarn records which picks up the quantity used in projects and recalculates the remaining available quantity. I’ve got this working for single-yarn projects, but I can’t see how to have multiple values associated with specific linked records. So for example if Project 1 has links to Yarn A and Yarn B records, I want to say that I used 100g of Yarn A and 50g of Yarn B. I then need to be able to lookup only the quantities used in projects of each specific yarn, in order to sum that and use the figure to calculate remaining quantity. This is my current project table structure.

Hi all. Relatively new to AirTable, but loving it so far. I have a question about sharing data between bases. We have a “parent” base with text, images, tags. We’d like to create subsets of this base as “children”. Ideally, the users of the child bases would not be able to edit the parent base. And, if the parent base data is updated, then those data updates would automatically be reflected in the children. Is that possible? Thanks in advance!

Phew! Lets’s see if I can explain this clearly. Almost daily I go running. I keep a log of distance and time and get a kick out of recording and graphing the results. In Airtable, I’m using the chart app to chart several bits of data (DIstance, Time, s per km, s per mile, speed, etc.) For the straight forward data (duration, time) Airtable has no problem making charts for me, they look great! But, Airtable won’t let me make a chart with duration. No problem: the current workaround is as follows (example to calculate km/h): Insert Distance as Decimal in “Distance” field Formula -> convert to m (divide by 1000) (new field) Insert Duration as Duration in “Time” field Formula -> convert to s (divide by 60) (new field) In “km/h” field, formula {distance}/{time}*3.6 This then gives speed and so far has been carefully charted every day without fail But when I try to do something else (e

I need to allow users to input time records for each task item but I dont’ want them to see financial information held in the task item. I realize that I can share a view that hides the columns I want but If I understand correctly then the use is not able to add information to the base. Is this correct? Is there a way to do this or a work around or do I have to create separate bases and then link? what’s the best way to do this? Thanks,

Hello, I am trying to set up a database/table where on the first page/table I have all the information set out in various columns/rows and one or two of the columns will be a group or category table. In these groups you can choose different options, let say, A,B,C,D etc. I then want to set up a new tables for these individual groups, 1 table per group. When you choose a group or a category for that row, I want certain cells from that row, not necessary all, to be copied into cells in the corresponding table. So rows that are given group A will all be copied into table A etc. All updates are done in the main table and all other tables get their information from the first table. Can this be done? Any help will be much appreciated.

Hi I am new to air table on the free plan. I am trying to set automation for mail notification. Under the Actions section when I am trying to set the “To” field what ever I am doing its failing due" "The “To” input is empty " The only time that it is working is if I manually type the mail in the “TO” field. *I am trying to send the mails to collaborators Thanks in advance Yaniv

Hi all! Wondering if anyone as figured out how to have the multi select options from a column be synced from another base/table (vs manually inputting and updating the options of the multi-select question/column). I have a base with a list of users, and users are bucketed into different groups. I have a second base/form view that admins will use based on user groups, and I’d like admins to be able to select users based on the subset of users in the specific group they’ve selected. I’m okay manually creating views for the group subsets in my original base, but want the multi-select options per group in the second base to be created/synced automatically.

I am helping the NON-PROFIT, UNIVERSITY-based Master Gardeners create a master planting calendar to Beta-Test as a COMMUNITY SERVICE APP for our 4-county area. Then, maybe we can expand it for the whole state, country - even the entire globe. Hey, a girl can dream! :winking_face: I’d like to start with a template that could be modified based on planting zones, zip codes, micro-climate, etc. to inspire people to plant Victory gardens, help people eat healthier, beautify their neighborhoods - even combat global warming, poverty-nutritional deficiencies, etc… Thus, for simplicity’s sake - say I create a Gantt chart or calendar for 2020 Fall Planting Dates. Q: How do I easily and seamlessly make this ANNUAL? (I.E.: not have to replicate this work year after year?) I know I can put in START and END dates of what seeds or transplants you could plant now through October for Fall Veggies and the same for the Spring of 2021 (Jan - Feb) - and so on for season

I have one table that’s a list of PURCHASES. Each purchase can be one of multiple colors, has a quantity, and is going to one of multiple LOCATIONS - so it’s many-to-many, each color can go to many locations and each location can have many colors. On a separate LOCATIONS table I’d like to be able to neatly roll up / lookup the quantity and color of ITEMS stored at each LOCATION. Since there are 20+ colors I’d love to avoid doing a separate column for each color. In a perfect world I’d have one field that tidily summarized the entirety of which colors and quantities are at which location from the ITEMS table, e.g. for each location a single field showing ‘red - 23, blue - 47, green - 14’ or similar. I am able to look up the quantities for each purchase per location, but it’s a list of numbers with no labels, some of which will be different orders of the same color (not an array of sums of each color) so it’s hard to tell what’s what by looking at that. I h

Hello all! I have a Multiple Select column in several tables within a single base, and I’m wondering if there’s a way to automatically sync the available options across the different tables. Hoping to avoid continually having to go in and manually update them to make them consistent. Thanks!

Hi I have created an asset manager in Airtable for our laptops and phones. Our leasing company has provided us with a grading spreadsheet for charges based on the grade of the laptops when they are returned to them. I’ve got one table which is Asset Manager (contains the details of the laptops). I have another table that contains the grade / description that I use a look up to bring / assign a grade to the Asset Manager table. Now we have to assign a cost of repair based on the device type and the grade. Eg Device type 1 and Grade C would cost us £100. I’d like to show potential repair costs next to the device in the Asset Manager table so we can predict any future costs when leases are up. How’s best to structure this third table in Airtable please?

Hi There. I have a regular Tennis group and want to transfer the records to an Airtable base. Each week there are 8 players (drawn from a pool of around 20) and they will be players 1-8. The games are mainly doubles so, for instance, player 1&8 may play 2&7. I need to set up the schedule of matches and be able to record the scores for each and award points for victories. Then there needs to be a summary for the session with a leader board of the points scored. I guess it is the setting of the individual matches that I am not sure how to start… Any help appreciated Thanks.

I am hoping to design a form that our hourly staff members can use to submit their hours worked at the end of each pay period. Is there a way that I can have the necessarily unique primary field be autogenerated, so that all each person does is select their name, and then the pay period from single-selection drop downs, and then enter the total hours worked?

I am creating our first database (workspace) and I really need help to design things appropriately. The PRIMARY data we track relates to individual condominiums. The owners of those condominiums change periodically and we need to associate “current” and former" owners with each unit. We also need to track maintenance items for each of the units. I want to make certain that I set up “linked” records correctly if that’s the approach I need to take. Please help if you can. I have already spent an enormous amount of time setting up at workspace on our site called"Pelican Workspace."

Hi folks - I’m looking at building a survey / form where users need to pick from a rather large list of items. I have about 300 items that have a description of the item associated with it. I want my users to pick a from the large list which menu items are currently being offered at their respective locations: ie: Menu item name: Pineapple Cocktail Item description: This is a nice summer drink that contains, pineapples, liquor etc. Location offered at: 123 Main Street I am also looking to have the users pick their respective location to understand where they are offering this menu item. If there is any way someone can help out it would be appreciated! -Marc

I am trying to send emails to only selected entries in database and not a whole view. Can sendgrid do that?

I was asked to upgrade the actual my PRO plan because " Looks like one or more of your bases exceed the capacity allotted by your current plan (Pro)". When using Airtable I was checking the usage data and one moth ago, when I see I was reaching the maximum usage I delete almost 7 month of data existing inside the database and I notice that the overall space consumed have not changed at all. There is something I forgot to do or even I delete almost 70% of my data Airtable dont give more available space and I am forced to do an update?

I have a base set up for the families that we support through our feeding programme. There is a tab for individuals, giving details about each person, and a tab for families, where the info common to each family is held. On the families tab, I also have a “link to individuals” column, where the base automatically lists the names of all the individuals in the household. Using that list the base then calculates, still in the families tab, information like how many individuals are in a household, how many of those individuals are children, etc. As we are updating our database we have found that some individuals have left the household. I would ideally like to keep their information on record, rather than deleting them. So I have created a “active/inactive” single select column for each person, under the individuals tab. The question is, how can I configure my linked column on the families tab, such that it only picks up active individuals in each family? I h

Can I create one form and have the answers go to multiple tables. For example can the address go to my Contact table, the answers to college/graduation questions go to my Education table, and favorite flavor ice cream (for example) go to my Success Stories table?

I know I can provide attachments for download when creating a Form, but is there a way for the user to submit an attachment to me when filling out the form?

Currently we have a tasks table with Currently Pending Tasks view and a view for Previously Completed tasks. These tasks are linked under a record in another table, but we only need the Currently Pending tasks to appear in the linked column. After the tasks are flipped to Completed, they are removed from the Currently Pending view and pop up in the Previously Completed View. Does anyone know how to get these tasks to auto remove after they’ve been removed from the Currently Pending view?