Base Design

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

Attached is a screen shot of a small part of a schedule of conference that a large number of rooms (80) across 4 hotelsthat has numerous sessions per day over a week. I’ve used AT for many years, but I’m struggling as to the best way to design this base to get the most benefit from AT. I want to move out of the g-sheet to unable sort, group and filtering by different staff at different properties with different roles. Any suggestions would be appreciated. I did contribute a base, but it is for a different style event. I want to be careful to not create additional complexity in the base design. https://www.airtable.com/universe/expc6PovQs6jz2O4C/master-plan-for-a-massive-corporate-event

I’d like to build a base to track our produce prescription program. We have coupons with barcodes to distribute to the patients. Ideally I’d like the health worker to use a barcode scanner to scan the first coupon and the last coupon for each patient. Then I need to populate a table of all the coupons distributed within that range for each patient. I currently have a table set up for “patients” where health workers would assign the coupons. Then I have a table for “Coupons” where I’d like the records to be each coupon code distributed. Any help in how to do this would be appreciated!

am currently experiencing an issue where Airtable is not working on both the mobile application and the

Hello,I have an events table with several events, each taking place on a different date. (Example: Event 1 on January 1st, Event 2 on February 1st, etc.)I would like people to be able to sign up as volunteers for one-hour slots for each of these events.What database structure would you recommend I create?Could I automate this process so that, once an event is created, it populates a new "slot" table by creating x new rows linked to each event, each row representing a different time slot?(Row 1: Event 1 - 9am to 10amRow 2: Event 1 - 10am to 11ametc.)Thank you very much for your help!

Hi all,I'm excited about the new Deep Matching functionality in AI Labs, but I haven’t been able to get any results yet. Here’s what I’ve tried so far: Tested with both large live tables (10k–50k records) and small test tables (10 records) Used conditional filtering to narrow results down to a single expected record Tried multiple models (GPT-4.1 Mini, GPT-5 Mini, GPT-5) Has anyone been able to get results successfully? If so, I’d love to hear what worked for you.Thanks!

We have a master base “template” created with all of the usual requests from a client and different bases per campaign. How can we duplicate a table from the master template to a campaign base with including the formulas? It works when you sync and unsync but somehow when duplicating the formulas are lost. Is there a work around?

Hi everyone! 👋I’m fairly new to Airtable and I’ve been trying to build a base where I can filter records based on values in a lookup field, but I can’t seem to get it working the way I want. I’ve read some community posts and tried a few different approaches, but I’m still stuck — so I thought I’d ask here for guidance. 😊Here’s what I’m trying to do:🔹 Base setup Table A: Projects – Contains project names and related client. Table B: Clients – Contains client details + a lookup field in Table A. In Table A, I have a lookup field that pulls the client industry from Table B. 🔹 GoalI want to filter Table A to only show projects where the client’s industry includes the word “Technology”.I’ve tried: Setting a view filter in Table A → Lookup Industry contains “Technology” Creating a formula field referencing the lookup Adding a rollup field But none of these filters ever show the expected records when I test it. I suspect I might be misunderstanding how lookup values behave in fil

Hi everyone 👋I’ve recently started using Airtable to track my daily puzzle performance, specifically for Letter Boxed, and I’m trying to build a cleaner, more automated setup.Right now, I have a simple table with: Date Completion status Number of words used Time taken Notes It works fine, but I’d love to improve it a bit.Here’s what I’m hoping to do: Create an automatic daily reminder to log my results Generate a weekly performance summary (average words, success rate, etc.) Possibly visualize progress over time with charts Maybe even trigger a weekly email report I’m still learning Airtable’s automation and formula features, so I’m not sure what the most efficient structure would be. Should I use a separate “Weekly Stats” table with rollups? Or is there a smarter way using formulas + grouped views?Would really appreciate any suggestions on table structure or automation flow 🙏Thanks in advance!

I’m building two workflows in Airtable, Workflow A and Workflow B.Workflow A includes Task 1, Task 2, and Task 3. Workflow B includes Task 4, Task 5, and Task 6.Task 3 in Workflow A cannot begin until Task 2 in Workflow A is completed and Tasks 4 and 5 from Workflow B are also completed.What’s the best way to set up Airtable so I can track cross‑workflow task dependencies like this? These two Workflow’s overlap with eachother so is there a way I can set up like Status’s for each task that when one task is blocked until xyz tasks are marked as completed?

Hi to anyone so grateful.I gone through every setting and cannot change the setting so I canadd a record/bottom row or duplicate because its says "you cannot create a new record because it is configured that no one can add a new record? with a lock sign in the bottom left.I have tried unsynching, changing permissions and checked the plan but no luck at all.Any step by step ideas are so welcome?Thanks

I built a fairly complex Airtable architecture about 12 months ago. Since then, both our operational model and my own Airtable knowledge have evolved significantly.I now want to redesign parts of the structure, including primary fields, relationships, automations, AI usage, and reducing manual inputs, so it’s more scalable and aligned with how we operate today. This means that filtering by year or creating views won’t be a viable solution as would break the data schema needed for the old data and built metrics to work.The challenge is that I have 12+ months of historic data that’s critical for KPIs, forecasting, and performance tracking. I don’t want to lose that history, but I’d like to effectively “start fresh” in 2026 with a cleaner structure focused only on new data.Additional considerations: I need to ensure the archive and the live 2026 base are not structurally connected, changes in one must not affect the other. The build is heavily reliant on connected data (linked records,

Hi, I’m new to Airtable and looking to build a database that holds multiple certificates with obtained dates and expiry dates. Is it possible to set one table with all the types of certificates and then link another table with the employee details so that they all end up with a list of different certificates or will I have to enter a whole heap of individual records? I will be use Softr as the app. Thanks for any advice, I havent found a template that does the trick. 

Airtable novice here. I hired a consultant to build an app to track assignments for my company (organized by client contracts). The consultant never really finished the job but the app is about 90% useful however, it’s populated with assignments from a closed contract. Is it possible for me to copy the structure of this app without copying all the inputs? The tables, views, automations and interfaces are good but I need to update the data to reflect the current contract (different pricing schedule, assignments, vendors, etc.)

Hi, I’m another newbie that’s too inexperienced with Airtable to find what I need in this forum. I have tried and tried to solve a problem I have but with no success so I wonder if anyone who knows Airtable well could help me please?I have managed to set up 1 master table and 3 other tables that have data related to the master table. All tables have a common record. I am trying to link the tables, as you would do for example in a relational database like Micrsoft Access, in order to create a view where for each line of data I choose/expand in the master table, the related data from the other 3 tables is also displayed. I just can’t get this to workI suppose the problem might be in the way I have tried to link the tables together?If anyone could spell out in very simple terms what I need to do to sort this out, I’d be very grateful. Thanks 

Is there a way to wrap the text in a filed name?

Im problem solving some workflow issues and finding that lots of lookup fields are not populating data for the vast majority of records. From what i can tell its only populating data for about 1000 records foir each of the fields i checked thus far. I also happened to notice that base views now have a new “showing the first 1000 records of XXXX. Load All Projects” warning/button combo at bottom of screen. Perhaps it is tied to this? This is critical malfunction for our system … hoping someone has a solve here?

Hey all. I have a client to which I am creating some template tasks.  The problem I am facing is that.When the client changes its status, I need to create x amount of tasks. Example attached. I have an automation that adds another relation to Client-Tasks that displays the immediate next task So client has 2 relations to tasks. One to all tasks, one to just the next task, which uses the field.Next task for search to find the right taskThe problem I have is that after my automation creates the template tasks it sort them randomly Even though I have set up a sort list step first.Always the next tasks is a different one.  If I sort the tasks manually everything works good, but I am having a problem with the first step.So I need that:1 the first tasks are created in the right order based on the template order and sorted correctly, and also then I need to be able to manually sort them. Otherwise the client would never be able to mode them