Base Design

Hi, I am trying to create a pipeline that a few users can manage a “global view” and then when updates are made to automations or tables from there all the workspaces sync, but the workspaces can be broken into regions and maintained separately by diff teams. Are we able to do something like this? Thanks! 

Hello Airtable Community,I am working with a non-profit Educational Institute to centralize over 20 years of data currently scattered across various spreadsheets. Our data includes Programs (15+), Students, Enrollments, Mentors, Alumni, Marketing, Scholarships, Startups, and Events.Our Goal: We want to move away from siloed spreadsheets into a centralized Airtable ecosystem where we can track a participant’s journey from Student to Alumnus to Mentor or Founder.My Questions: Single Base vs. Multiple Bases: Given the volume and variety of data, should we aim for one "Mega Base" or multiple specialized bases? Unique Identifiers across Roles: For our Students, we use a University ID as a unique identifier. However, for Mentors, Alumni, and other external partners, we don't have a standardized ID. What do you recommend as a Unique Identifier for non-student entities to ensure we don't create duplicate records when a person changes roles (e.g., an Alumnus becoming a Mentor)? Syncing &amp

I need to work with 2,500 - 3,000 records for a 6-Mo/1-Yr project. Once the records are loaded there will be no need to ADD primary records; maybe a few variables in associated tables. Only one ‘Seat’ is needed; no team collaboration. When the project concludes if I change the Base to the Free plan what will happen to the records over the 1’000 limit?

I have created a base that I want to use as a central dataset (People, Office, BU, CoDEs, Disciplines).I am syncing the People table into another base (feedback base) and linking to it. I can successfully pull through the Name field, but I cannot get Office or CoDE-related data to come through correctly.When I link a record, I only see the Name, and lookups for Office / CoDE fields return blank.SetupSource base (dataset)People table:Name (primary, single line text) Office (linked record → Office table) BU (lookup → Office → BU for Office) Office List (lookup → Office → Office) CoDE Lead (linked record → CoDEs) CoDEs List (lookup → CoDE Lead → Codes) Other fields (emails, etc.)Office table:Office (single line text) BU for Office (single line text) People (linked to People)CoDEs table:Codes (single line text) People (linked to People)Disciplines table:Standard linked structureSync setupI am syncing the People table from a view into another base Sync settings = “All fields in the source”

I am looking for a front-end developer to build the public website for Single Use Connect, a B2B platform serving the biopharmaceutical industry.The site has already been fully designed — we have production-ready HTML, CSS and JavaScript, along with SVG logo files and a defined brand system (Libre Baskerville / IBM Plex Sans, a navy and teal colour palette). Your role is to take this existing code and turn it into a live, hosted website.What we need:— Ability to implement clean AirTable data base— Experience deploying softr App— Custom domain configuration (singleuseconnect.com)- A user access management— Basic SEO setup (meta tags, Open Graph, sitemap)— Mobile responsiveness review and polishThis is a focused, well-scoped project — the design is done and the code is largely written. We are looking for someone who can take it across the finish line cleanly and professionally, not reinvent it.Expected timeline: 2–3 weeks. Fixed price preferred.Please share examples of sites you have dep

I have a base with a single table that I’ve published as a library. I went to add that to another base and noticed that there’s a description that I had previously given to the library base, but now I can’t figure out where that description lives. I need to be able to update that text. Is someone able to tell me where that info lives? Slightly longer description of the text I need to edit:In the new base, I click on the plus sign to add another table, and under the ‘Add from data library’ I click on ‘View more...’  Then I see a few cards with the bases I’ve added to the library, and they each have a brief description that was obviously written by me. 

HelloI am a relatively new user of AirtableI am interested in using it to manage my life and work using the 12 week year approachI downloaded a base from the community for thisI am trying to understand how I can use this base week in and week out without having to copy and paste tasks repeatedly? Thanks

Hello, I want to build something and need your thoughts on it.We have seventy technicians who need to conduct an inventory of their vehicle contents once a year. I would like to map this using Airtable. I have the data of the technicians in another database, which I sync into the new base. Now the contents from an Excel file (each technician naturally has a different one) must be copied and pasted into Airtable. The inventory should then be able to be conducted. Each technician should only see their own data (this can be done easily via the Airtable ID). The technician should confirm at the end that the inventory is complete and then no longer be able to make changes. I am only missing the basic concept of how to best structure the base. I have an idea, but I am not sure if it is wise. Therefore, I would appreciate brief bullet point input from you. Many thanks! // Update ;) I can answer the first question myself right away. I would filter the view for the technician via their Airtable

I am learning Airtable and am with a new company as of November. I’ve taken many of the online classes to learn the system but am still encountering issues with a few things. I believe part of it is the way the current data and forms are designed. I don’t think they were too far off during the creation process. However, I’d love some assistance reviewing a few small items. I’m unable to change some forms and a few other oddities. The only person who knew the system has left the company. Perhaps a 15–30-minute call. I’m sure I’m overcomplicating things. Anyone with 30 minutes willing to help me out?

En los botones de búsqueda dentro de la interfaz, actualmente solo se puede buscar por el campo principal de esa tabla. Por ejemplo, si tengo en la tabla cliente: como primer campo ; “ Teléfono ” . Como segundo campo; “ Nombre ”. Actualmente solo puedo  buscar por Teléfono, porque está establecido u  ordenado  como campo principal. No puedo buscar por nombre o otra categoría , aunque la vista previa si lo contiene. Sería posible de alguna otra manera, que no se unifique estos campos. ¿?Podrías hacer algo para que sea posible. 

I reviewed the following related topic but would like to do a quick check to make sure I’m on the right track…I work in natural resources but essentially have an inventory type question. I have locations (preserves) with sub-locations that I am tracking inventory from (both receiving and outgoing). I am still building my base and recently realized that I should probably move the locations into its own because multiple tables/records are related to the location AND it’s a bit more complex than a short list of 5 items. As I started building the location (preserve) table, the problem of sub locations came up. I’ve included a couple screenshots of how I have it setup at the moment. Does this look okay from a design/structure standpoint? Ultimately I will have seeds coming from these locations and plants going back to the same or different locations.  Newly made Location tableSub location table. Final thought, I plan to edit the primary field to be a concat function of preserve + sublocatio

Hello! I’m fairly new to Airtable, and very new to Fillout. I’m creating a form that collects a user's name, some city specific info, and then asks them to agree to terms and upload a photo of their driver's license. A lot of the users of this form are on tour and will be asked to fill it out in each city they visit, so we were looking for a way to save their name, agreement, and ID. Ideally after their initial time using the form, all they need to do is input the city specific information. My idea was to use Fillout to ask for a user’s email- if that email already exists in the database, they would get a shortened version of the form that only requires city specific information. If they are a new user, they would see the entire form. Any and all help would be appreciated!!

I am testing my commissions processing database and we have very large files that I will need to run an automation on and I hit my run limit.  Do I have to wait until next month to finish the test?  I know that sounds silly- I can just test less data, but I wanted to understand any limitations and how much time it takes for the automations to run to see if it’s even practical to use it.  

Hello,For those who use managed apps in Airtable. Is there an easy way to identify the fields that were added at the managed app level, meaning fields that are specific to that app?Right now it’s not very clear which fields belong to the base structure and which ones were created by the managed app.Thanks for your help.

pull a data point from the other table and auto-populate that data point in the original table based on a number common in both tables?  I am now using an automation to achieve this, but i want to make sure I need it.  Here’s the situation: Table one is called Commission UploadTable two is called Team MembersCommission upload has fields that correspond to a commission upload file that is consistent across most, if not all files that I will upload. Team Members has the rep name, rep code and the commission rate assigned to each rep. When I upload my commission file in CSV format, I want the Commissions Upload table to auto-populate the commission percentage by looking at the team members table’s percentage field and pulling it from there.  The automation makes the process clunky and slow, but maybe that is just a reality one has to accept. I can live with this if it’s the only way, but I thought I would throw it out there to see anyone has been able to achieve something similar without

I am hoping there is an easy way to do this!  I have a contacts table - one row per contact - with relevant information. But for each I also gather different types of long-text notes (summary of our last conversation, etc.) that doesn’t fit neatly into a table.  Essentially I want to create a one-pager per contact that displays this data the way I need to. What option am I missing that doesn’t involve integrating yet another system to my process? Pre-Airtable I would have done an excel to Word mail merge or similar, or in Access I would have used a form view with one record per display and got exactly what I needed. Thank you for any ideas - I’m sure there is a way to do this!

Hi,We’re looking at adding new data with potentially a lot of records to our base, so I’m wondering how to design that.The overall question is then if one can spread out distinct data types to other bases, and thereby be able to significantly increase the records quota?We’re currently at the Team plan with 50k records allowed and already using 19k of the quota. I have not seen a way to buy just more records quota. We don’t really need the additional Business plan features right now, and also that is still capped at 125k records.The data we’ll adding for our CRM/ERP is bank transactions and invoice data. Both of these have before been handled in external systems, thereby creating manual work and complex maintenance.Bank transactions could be10-30 per day now, but could increase manyfold within some years. Already 50 per day would mean 18k records per year.Invoice data would probably need an invoice header table and line items table, where each product would need its own record for audit

Good day everyone. I’m a newbie to Airtable/Fillout, coming from another app builder.I run a small school charter service on weekends, between schools and home towns.  My clients book their kids on the app. Currently I calculate the trip dates but I think a table with trip dates is easier to use. My problem is: The booking form needs to get the first available row from the dates table - the table has 3 columns for date home, date back to school and trips completed.(Clients book for both weekend dates at once, just selecting 1 or both dates.)In my still-current app the users table is the logon validation table and its data is accessible everywhere in the app. There the dates are calculated in columns but then also checked against long weekends dates an school term dates. A lot of columns thus. So if I can get the first Date Home and the first Date School from the TripDates table where the Completed “cell” is empty, I can get rid of the calculations.The problem obviously is that there is

Hi all,I’m currently building a new hire onboarding process, and I’m struggling to understand the best way to set up the flow. Here’s what i’m trying to accomplish:New hires added manually to the “New Hire” tab The onboarding steps are outlined in the “Onboarding Steps Tab” We’d like to: manage the flow of each employee through the onboarding steps (which include things like: Send new hire welcome email, add employee to workday, manager to create onboarding plan etc, all the way through the 30/60/90 day post start date plan We’d like to automate as much of this as possible (team reminders, emails, slack messages etc)To do this i’ve set up three tables so far:New Hire Tab (the employee info) Onboarding Steps (the process the employee goes through, but managed by a number of internal teams) A junction table combining both of these Where i’m struggling: Is a junction table the best way to set this up? How do I auto assign departments and team members to each new employee’s onboarding proc

I have a base that tracks work request tickets. One of the fields I initially built in was a ‘Priority’ field, with options of Low, Normal, and High. Having used this base for several months, nobody has ever selected Low and a wide majority have selected Normal, with a small handful of High.I’d like to change this field to a checkbox for High priority, and we can assume the ticket is Normal otherwise. Is there a way to change the field without losing the data that’s currently there? Can I somehow convert the ones that had selected “High” into having a checked box?

I’ve been importing data to bases and found Airtable has been dropping entries. My CSV file has 11k+ entries yet once imported it gets cut down to 10k. Is this a limitation on Airtable’s part?I’ve been importing my CSVs through the email function. Does this have something to do with emailing data specifically? Does this only happen when you first set up the base and not when you update the data again with another email?I plan on eventually automating my email imports so I’d like to get this dealt with. I do not want my entries being dropped with any more initial imports and future automated reports.

Hi Airtable Community 👋,I’m exploring how constraint-based logic games like Letter Boxed  answers (from The New York Times) can inspire better product and workflow designs especially for knowledge work and team habits.One idea I’m playing with is an Airtable base that models Letter Boxed mechanics to:• Track word sequences where each new entry must start with the previous word’s last character• Automatically validate whether entries follow the constraints• Score progress, trends, and “streaks” over time• Enable different rule sets (daily challenge, team competitions, word limits)I’ve started a base with:✅ Tables for Word Entries✅ Automations to check validation logic✅ Views for Daily Challenges vs All Time✅ Blocks/Scripts for scoringBut I’m running into these questions:🔹 Best way to validate entry sequences automatically?🔹 Should I use Scripting Block, Automations, or both?🔹 What’s a clean schema for tracking constraint violations & user history?🔹 Any template ideas for extend

SO I’ve been working with multiple bases, Data separated for clarity and unique scheduling, sessions, etc, data essentially, and I’ve had the need to bring some of that data across for analysis, reporting, e.g. In one base, it’s being used to track clients, scheduling of live courses with said clients, and tracking attendees(for one year only, then data is redacted, but numbers kept), another base is for an unique type of training, that the regular client training base couldn’t handle, as they’re different beasts.However, I’m needing to track the statistics, the matrices, etc in one base’s interface, and I’ve used Master sources before, but in this case it feels slightly different.  I’d need several tables from that other base, but was thinking of instead of having multiple synced tables, rather have one Master Source compiled of the other base’s data so that I could still use it in the Target base’s interfaces :).Anyone done anything like that before?Pros, Cons? Just a thought :) 

I have three tables - Venues, Rooms, and Sessions. There is a fourth table called Working Agenda. What formula do I need to put in the Working Agenda Primary field to insert all the rooms and venues? The rooms and venues are the primary field in each of their respective tables. Do I need to add lookup fields for Venue Name and Room Name to the Working agenda? And If so, how do I automatically populate them without having to go into each record and select the room?https://airtable.com/invite/l?inviteId=invqf2ektCLhZAAC8&inviteToken=a13ea39ba4246111f600b52df60d4aea82f695b96b41399b40190b2cc06e2c3c&utm_medium=email&utm_source=product_team&utm_content=transactional-alerts

Hi everyone 👋I’m looking for someone who can help me design and structure a management system/dashboard for ItuTennis, a tennis academy with around 30 students.I currently have several Excel sheets in place (students, payments, coaches, attendance, etc.), but I’m struggling with how to properly structure the time factor and pricing updates. Some of the key challenges: Deciding whether to work with monthly sheets or one unified database with time-based views. Tracking historical data properly (real vs projected revenue, attendance trends, profitability per group). Registering salary increases for coaches and tuition fee increases for students (in Argentina, prices typically change every 3 months, so I need a clean way to track value changes over time without losing historical accuracy). Understanding how to structure everything so reporting becomes simple and reliable.  I’d also love to incorporate some automations if possible: Payment reminders Active/inactive student status