Base Design

I’m new to Airtable and could use some advice on setting up my workspace. I’m trying to use Airtable for project management on our self GC custom home build. Right now, I’ve set up: A Budget table (very detailed with financial info) A Schedule/Stages table (broad view of schedule, start & end date, duration, contractor) A Sub-Stages table (all of the “tasks” under each stage, status, priority, responsible party, notes, etc.) The problem I’m running into is that the line items in my Budget table are identical to the line items in my Sub-Stages table. I’d like to avoid duplicating them, but I’m stuck because Airtable doesn’t allow lookups directly from the primary field in another table and I feel like I am missing a better way to do this.What’s the best way to structure this so that my budget line items can also feed into my sub stages, while still keeping

Hi,We run a photo studio CRM with Airtable, and would like to start storing customer end product images there. This would mean some 20-30 images at 2-3 mega each and hundreds of customers annually. We’re on the Team plan so have 20 gigs limitation per base for attachments, so space would end quite soon.The for me easy and obvious solution was to write to Airtable sales to ask if one could just pay for more storage, since we don’t need the Business plan additional features (and eventually that would also hit storage limitations), but they don’t seem to be responding.I know the storage limit is per base so I guess one could somehow create more bases just for adding attachment storage, but I don’t see how to do that. And it seems this would create problems when we need the second, the the third “extra” base.Hence my question here, what would your experiences be with this?Any best practices here?Rgds,Björn

Hi- I want to create a multiple choice quiz of 10-20 questions to help with onboarding. I want the person to see the results as a summary at the end. It would also be nice if they can not complete at once, they can return to it later? Bonus is adding some images of GIFs

I have created a form to create new Project records. Each project requires a unique ID which matches a particular format (XXXX-000).How can I make sure that no-one uses an existing unique ID when filling out the form? I really need to avoid duplicate Projects, as creating a new Project has a lot of downstream actions which can get messed up if an ID already exists.I have another form which can create new versions of an existing Project, which I can use as a redirect URL if necessary.Many thanks in advance!

I’ve been exploring different ways to structure bases for both small teams and growing organizations. On one hand, you want something simple enough for everyone to understand and use daily. On the other hand, as the team scales, you need more advanced features like automations, interfaces, and integrations.💡 My question to the community:How do you approach building Airtable systems that are simple for new users but also scalable for future growth?Would love to hear your strategies, lessons learned, or even mistakes you’ve made along the way!

Hi all,I'm creating an educational curriculum for our medical trainees, and unfortunately the university we are affiliated with doesn't have a robust LMS to be able to track completion of core competencies. I'm wondering if what I'm after can be achieved with Airtable, and if so, if you might be able to help me our guide me towards resources that allow me achieve what I'm looking for.Essentially I have the following bases:- students (fields: name, email, graduation year, etc.)- Learning Case (fields: Learning Case, rotation it is associated with).Every student has the same list of learning cases that they need to complete. I need to be able to track their progress (complete or incomplete), with the goal being that when they finish their training, they've "completed" these learning cases. So to conceptualize, each student has the same master list of learning cases, where they all start as "incomplete" b

I own an accounting firm where we do work cyclically. I have three tables: CLIENTS (where I identify the assigned bookkeeper) EEs (lists the bookkeepers) RECURRING TASKS: (For example, Payroll for Hourly Employees) ITEM FREQUENCY: This includes Client, Task, and Frequency. EG Client A, Payroll for Hourly Employees, Bi-weekly Client B, Payroll for Hourly Employees, Weekly Based on this, I’d like to create a table (or view) that shows the bookkeeper her work within a specified time period. And, ideally, I’d like each instance of the task to be able to get ticked off (so each instance is a new record). Which is to say: Week one, the bookkeeper can see that she should run payroll for client B. Once she does, she checks it off (maybe includes the completion date and attaches the payroll report) Week two, she sees that she needs to run the payroll for Client A and B. Again, she adds the completion date and the payroll report

We have a rich text field with the lever turning on allow for rich text.   This field is being displayed on a form.   However,  when the form is launched,  the formatting is removed and it's all regular text.  I guess Airtable removed formatting for the field when used in a form?We dont have access to the full version of mini Extension just the free version.   

We recently updated our AirTable interface to sync directly with our google calendar. We deal with scheduling out many projects across multiple calendars with subcontractors and we use all day events to do so. When I tried to sync our calendars without incorporating times, all of our all-day events were extended out by one day (ex: All Day Event on 7/8/25 in Google Calendar would translate to Start/End: 7/8/25 → 7/9/25 in AirTable when times are excluded). I’m assuming that this stems from Google Calendar and AirTable having different “all day” time functionality. Is there a way to fix this? Here is the result I’m looking for:All Day events syncing from Google Calendar to AirTable exactly as shown on Google Calendar (ex. All Day Event on 7/8/25 in Google Calendar has a Start/End Date of 7/8/25 → 7/8/25 on AirTable) No times in the date fieldPlease keep in mind:We are currently on the Teams plan for our level of p

Hi all, Does anyone have a suggestion on the best way to link tables to automatically create a weekly meeting agenda?I currently use a main table to list a number of construction projects, with each row being a certain project as per the example screenshot below. I would like to create a second table for a meeting agenda which only shows the projects ‘in construction’. A simple agenda would have the columns Item, Lead, Status, and Update/Action Items.I’m leaning towards a second table rather than a filtered view so I can also add other items to the agenda (such as Strategy or General Business).What’s the best way to create this?Thanks in advance,Andrew  

I am a manufacturer, and use Airtable in several areas of my business. I have a pro account. I am looking for a way to automate documented employee safety reminders between safety meetings. Initially I planned to have a form with the reminder listed in the form description section. I was informed that some of our employees have learning disabilities, and will require assistance reading the information. Is there a way to have video play after the description of the form? Thank you in advance for your assistance.

I come from MS Access, so I realize I’m in uncharted territory here. I have several instances where I want to create a table that serves as a list for dropdowns to use across multiple other tables, and I’m not sure how to do that without it being really messy. For example, I want to make a list of departments as a table, rather than having a “single select” field type, so that if I add departments or change the name of departments, it will update across all tables that need to reference a department, rather than needing to update a dropdown field in every table that uses Department, every time there is a change in department names or structure. I have one table for order requests - every request needs a department. I have another table for personnel - every person is assigned to a department, etc. I’m finding that if I create a linked record, I’m getting a field added to department that may have thousands of linked records. Every department certainly makes thousands of

I’m trying to build a comprehensive marketing ‘universe’ for a company i’m contracting for. I’ve designed a pretty slick content calendar system, but i am really need a way to interface with other stakeholders without giving them full access to airtable. (think PMs, Creative team for creative review etc.) I want to use portals but is cost prohibitive for me right now. Anyone have any work arounds? where I just want to show them a view without inviting them to the whole base as a contributor?

I will not go into full detail because it is exhausting, but I have run into a situation where data written into my base occasionally has a trailing space character, which caused confusion and havoc between airtable and softr over the past 4+ weeks.The extra [space] character is really just typo. But to the naked eye, it cannot even be seen. How can I prevent any trailing [space] characters being written in the future?? Is there a native trim function?

Dear community,I am currently using several Teams licenses within my organization, and we are considering transitioning to Business licenses to take advantage of the additional features they offer.One of my main concerns is related to workspace management. I understand that Business licenses allow the use of multiple workspaces. If I decide to migrate certain bases from our current workspace (under Teams licenses) to a new one under Business, will I lose the existing connections those bases have with other parts of our system?Additionally, I would appreciate clarification on the following points:Will the URLs of the interfaces linked to those bases change after migration? Will the URLs of the forms also change? Will the BaseID remain the same even if the base is moved to a different workspace?These are critical questions for us, as any disruption could affect the functionality of our system and potentially require us to

When you have multiple independent instances of the same database schema (Base) along with their corresponding user interfaces (UIs) and separate data records, you might be looking for efficient methods to implement changes to the database schema or UI across all these instances. What strategies or solutions are available for applying updates or modifications to the database schema or the UI consistently and effectively to all instances?To provide some illustrative context. I would like to add a Field 3 to the Master-BASE and rollout this change to all instances.MASTER-BASETable AField 1 (Single Line)Field 2 (Number)Table BField 1 (Email)MASTER-UIView 1 Instance1-BASETable AField 1 (Single Line)Field 2 (Number)Table BField 1 (Email)

Hello Community,I’m fairly new to Airtable and relational databases at that, but would like to create an application that helps me distribute allocations to my top accounts for my wine import and distribution business. We receive certain highly sought after wines in small quantity and need to distribute them to top accounts. Most of the time, accounts take the full allocation, but other times they just accept a portion of the offer or none at all. My post here is looking for guidance from experienced designers on the overall base structure and how I should develop and connect things. Here are my thoughts so farTables w/ - wines available / pricing, distribution of wines by account, total quantity of wines still available Table w/ - List of accounts with email information Interface showing each account their allocation **or Automation sending out an email with each account's allocation Maybe there is some way for

I’m setting up a base that is hopefully going to help me organize my finances with my boyfriend. We have a joint bank account, and I need to be able to show how much money is going in and going out. It seems like he is not leaving enough money to pay for his bills. So, I’m wondering if I can calculate who owes what in the account. Like … I import the CSV of the bank account, then create a table for people (which would be just two), then add up the balances of all the expenses that are the responsibility of that person … What about stuff that is both our responsibility … would I create another person and then divide that into two … I’m so confused. :crazy_face: :frowning_with_open_mouth:

So I have a few tables I am trying to figure out the best way to join them in order to create an interface that will display data from multiple tables. For example. I have a table Fund (which has contact information), a table budget (which has budget information for each of the funds.  There is a line item in budget that has each years fund budget. The common thread is there is a dept number for the fund in the fund table and a corresponding dept number in the budgets table.  I am trying to figure out the best way to report on each fund and their budget.  Particularly, their current budget (there is a field in the budget for each budget year), so in a nutshell, I want to see all the information from the fund table and the corresponding current budget for that fund from the budgets table.Its so simple to do this in excel or access but I cannot figure out how to link two tables to display the information in airtable.Any helps is appreciated. 

Hi Dear community Got a challenge when creating recipe management calculator When I need to create a new recipe or sub recipe I have to create the name and go to search for the new recipe and starr filling all the information as the field quantity  of the ingredients is not in the same table Please can somebody help me step by step instructions to solve this issue Tarik Kind regards  

Dear Airtable Community,I would like to know how to transfer a base in my personal Airtable account to a base in another account i.e. a start up’s account.They haven't yet set up the company account in Airtable but will do once we know how this can be achieved smoothly. Also to be considered are that the base in my personal Airtable Account,  has automations native to Airtable, connection to Fillout and automations in Make that are triggered by a Webhook via a script in my Airtable automations. Is there a way to move this ‘lock stock and barrel’, out of my account and into that of the start up?Thank you in advance for your support.Best RegardsLadi 

I have a schema, which I would like to implement for 3 similar businesses.  Is it possible to have the same base template, and have the schema synchronised between ALL 3 bases?  That is, if for example I add a new table, it is also added on the other bases. Same for fields.I would like to segregate the data, and also they do not need to share the data, hence it doesnt make sense to hit the 125k record for Business for example when they are not related data, just related schema. 

Hello there, Does anyone know how to export from base schema? I want a snapshot image thats clear to show elsewhere.  

Hi !Our company is working with Airtable for almost a year now, and I believe it can provide everything we need from a CRM / Dashboarding tool. But as our company grows, our Airtable base also is…  and we’re at the point of needing to evaluate the database structure because I believe it will become a bit of a mess when we grow and continue this way...  So I would like to reorganize the database and also build a lot of interfaces on top of that, so I don’t want to break up the database structure afterwards… 😉 So before changing it all, I’m looking for some advise and best practices on how to design a structured Airtable base which can grow and develop along with our company. More specific: right now I’m looking for some guidelines to when to separate or combine a grid to keep data in a structured way and maintaining flexible as our organization grows and our processes and needs change along. I appreciate some general guid

I do not get Function Field as a choice in customize field selection- I get Number, Date, etc. Thanks.