Base Design

We schedule people to work at many locations. Each location has a unique target number of employees for that day, as well as subtargets for specific roles. For example, a location may need a supervisor, assistant supervisor, three generalists, a specialist 1, and a specialist 2. We created an employee table and a locations table. The employee table has a position field. The employee table links to the locations table to create the work assignment. The problem is that you can end up assigning two supervisors or no supervisors, or too many or not enough of any position. We could create role target fields in the locations table and then count the number of employees assigned to that role in that location, but it’s a whole lot of work. I can’t think of anything more elegant or streamlined. Ideas welcomed!

I have too many columns in my table and would like to move this data to a different table. How would I go about doing this while still retaining a reference to the old rows? Current Name Data 1 Data 2 Data 3 - To be moved Data 4 - To be Moved Desired Name Data 1 Data 2 Link to row in new table Data 3 Data 4 Link to row in previous table Hope that makes sense! Thanks!

Hi, I need tips on how to set up an automation (or anything that works) that updates the status of a task based on another in the same project. For example: If Campaign - Copy task status is In Review Then Campaign - Copy For Review task status should automatically change from “Not Started” to “Ready for Review” for the reviewing manager.

My team has a base where we track all our projects which is linked to a another base where we are doing all of our capacity and velocity tracking/forecasting. In the capacity tracking base, we have hours of work associated with each of our project types (e.g: Project Type A, Project Type B, Project Type C). Those project types are correlated to the same project type classification in our project tracker base. In order to accurately calculate the amount of time per project type, we want to have a field that references our project tracker base and counts the number of each type of project and automatically populates the field. In the image - ‘Current Projects’ column should be referencing our project tracking base and counting how many records match what’s listed in the ‘Engagement Type’ column. Then populating the appropriate number. This is currently all manual. We’ve looked through a bunch of documentation on roll-ups, counts, formulas etc. and feel like we’re missing something. Any b

I think I should be able to do this but I’m not sure how. (I’m definitely an AT beginner!) I have a base for managing summer rentals. I’m pretty much treating it as a spreadsheet with each record a tenant name and then a bunch of info in fields… Lease, total rent, deposit, deposit received, etc. I’ve used this base for two years. I have a formula for figuring the lodging tax BUT it has changed this year. 1) I don’t want to change the formula since that will impact my records for the last two years 2) how do I set up AT so that I can reflect changing tax rates over the years? I think I should have a another sheet that calculates the tax and then pulls it into my main sheet based on the year I’m working in. create a table for the taxes and then a lookup formula? I’m not clear on how to do that. On the main sheet is a column that is empty which is where I think I should be pulling in the tax info…?

Hi there. I am trying to work out how to compare data across several different projects. My specific need is as follows, hoping someone has a quick solution to this :slightly_smiling_face: I have a primary table with hundreds of records (let’s call it “master data”) I have many offline spreadsheets for different projects with content that matches the fields in “master data”. I want to find a way to import the spreadsheets so that the following is achieved. For any existing records enrich with extra information (multiple-select) For missing records create a new record Do not replace the original data in master data (only add to it. Can this be done?

Hello, I’ve been using Airtable as an API with NodeJS and Netlify. I’m working on a project and don’t even know if this is possible with Airtable. Let’s say I have a guitar. It has a manufacture, model name, price, etc. I’m all fine with that, BUT…it also has a number of descriptions such as… Smooth and fast playing feel enhanced with Fret Edge Treatment, Recessed control knobs stay out of the way of your picking hand, Signature pickups in HSH configuration offer everything from snappy cleans to screaming leads, Push/pull volume control gives you access to coil tapped tones too, Is there a way to have all of these descriptions in one table? I would call them up in the API and then map through them. Contentful has something for this called ‘extras’ that allows one to enter the data as a JSON entry. I don’t know, maybe this can’t be done in Airtable. Thanks in advance.

Any tips on how to set up a database to do QA (Quality Assurance)? The main issue is that every project has different requirements and questions, so using one table seems like a no go. What is constant The only constants in the whole database are three: Customer, by this I mean that a Customer is the owner of one or several projects, Platform (example “Desktop”, or “Mobile”), and Type of questions* *(But, content of questions changes from project to project) What changes from project to project Everything else requires a unique ID Testers’ IDs (they are anonymous) Questions Number of questions Content of questions Its attachments, if any Type of attachments, if any Should I create a different table for each new project? Thanks

Hi there, I was hoping to get some guidance on time logging with my bases. In short: We use Airtable to track projects end to end. I have multiple tables set up that are all linked and cover the project, tasks (each project will have a unique set of tasks which we create a record each for), capacity, priority etc. I have set it up in a way that allows us to attribute any month to a task to which it will be worked on, the est hours we will spend, and the amount of hours we have spent. (All linked through multiple tables). It is a patchy set up and has multiple issues when a task is being worked on over more than 1 month. The time tracker plug in is not suitable as we will often retrospectively update a project/task with hours we have worked on it for that day/week etc. Is there any insights you can give or template bases which are set up for this kind of project tracking? Many thanks in advance. Best regards Seamie

Hello, I’m new to this and was looking for the best aproach on how to implement the following: I have a pack of services I offer my client, that pack has 10 sessions of the same service (real-estate photos). The invoice is only one for the whole package, but I need the dates and project names of them so I can track what has been made. The price is 240€, since there are 10 I can set each for 24€. Or I can have one invoice of 240€ and the rest at 0€? Kind of lost here on what a professional does. Thank you for your time.

I have Expenses with fields EVENT and CATEGORY and AMOUNT. If I group and sort, I can see the sum of expenses for a particular EVENT by CATEGORY. But . . . I would like to summarize this on a separate table. I would like records which show the sums for my Events by Category. I am a new user (very experienced in Excel) so please give detail! I understand how to use rollup, but can’t figure out how to create the records based on Event and Category from the Expenses table. Thank you.

Hello, I am new to Airtable with one base created (and one table in this base). I have a list of states in a column. Ideally now I want to create a separate table for every individual state with its cities listed. I don’t know how to create a link / jump action from the main table by clicking a state name resulting in the individual state’s table opening. I tried to create an adjacent column in the main chart with a button (in case it were not possible to make a state name itself clickable) but am not having much luck. Thank you to anyone with advice…! :slightly_smiling_face:

Newbie here, and am loving Airtable so far I am using the Event Planning base to hold all of our dept events (about 200 annually). All events will have the same set of task to complete - pre-event checklist - which can be done by one or more team members. How can I set up my Airtable so the assigned team member to a given event can check-off which of the tasks they have completed for each events?

I’m looking for a solution for adding e-signature approvals for invoice attachments to a record. Basically I’m trying to track invoice approvals, but need to be able to add an e-signature when someone approves the invoice for payment. Any ideas?

First post here. So I’m trying to see if Airtable would be a good solution for creating a shift passdown log for the hotel I work at. Currently, there is no form of communication from one shift to another, and I was thinking that I could create something like this in Airtable where team members could have different input fields the could fill out for different scenarios or departments and then the notes could be read by other team members. Please let me know if this makes sense and if it’s something that is even worth trying. Thanks!

Noobie here with a problem that I think should be easy but need some guidance. I have 2 tables (Customers, trips) that are linked. Each customer record can show up in multiple trips and each trip has multiple customers associated with it. I want a third table that I can sort by chronological trips (represented in their unique trip codes) and have a separate record for each customer that is associated with that trip code (like trip rosters). I’ll need to pull several attributes in from each customer from the Customers table for each roster and this new table will then be used to transfer data thru zapier to another tool. I’m a little stumped on how to start for building this table. Thanks in advance

I am working on outputting some specific BI metrics, including an issue dump from Jira and an opportunities tracking sheet. The issue I am running into is that we are trying to create a summarized table, grouped by a particular variable, and we are are stuck doing too much manual work. We have a long format table, with multiple “issues” per project. Each record has an issue name, and the project name, along with other information. There are thousands of issues on this table. We want to, for example, count the number of records per project, but we don’t want to do this in an interface. We want to create a new summary table where those values are stored. We have tried using COUTALL and Rollup, and that works for counting the the once they are manually added selecting them through “find an existing record.” But this manual work is exactly what we are trying to avoid. Since our issues table is synced with Jira Cloud and automatically updates, we want to have the summary table update t

I have been working on a system to allow me to track my business educational courses at a client, cohort, week bases with feedback loops. My design was clients, contacts, products/courses, cohort weeks, and finally, attendance. All was going well until I got to track the attendance/feedback… I want to add multiple students to a cohort week as you can see here… But when I get to the attendance side of thing I have this I want to use each row of the attendance table to tack the attendance to each cohort week, and as you can see, it’s adding multiple to the same name… so my attendance checkbox and NPS score are not fit for the purpose… Any ideas how I break this down to a better structure I would be most grateful

Hi everyone. We are running into the size limitations of Airtable. We are at 19 GB and at 20k records and will add this much data each year. Therefore we will need to switch to a traditional SQL style relational database. Is there any way to export an airtable base out of airtable and into a “real” database infrastructure? Any help is appreciated. Best, PS: Yes, there is the custom plan but we are a small non-profit and can’t afford a solution that is significantly more expensive than a traditional database solution.

Hello, Can I search my tables for multiple keyword entries at once? For instance, I have a large number of members of my teachers’ union on a table that includes a bunch of info about them, organized by 1 entry per individual with all their details as fields in that entry. I’d like to look up phone numbers for 50 people, but I only have their employee ID. Employee ID and Phone # are both fields for each entry, but I’d prefer to copy paste the 50 ID#s into a search that calls up all the entries, than have to copy/paste one employee ID at a time. I have been using the Search extension, but it seems to only take one keyword search value at a time. Is there someway I can search multiple values at once? Thanks! Jacob

I have a list of volunteers. Using an interface, I can SMS all of them of an opportunity OR I can select who to SMS and only notify the selected. Through Twilio API, as they respond, their record is updated in the response field. Each record is linked to a utility table that counts the number of yes responses. Using @ScottWorld automated looping method (thank you, Scott), when the max number of volunteer roles are filled, an automation fires that loops the non-yes responses, creates a new record in an automation table, updating each record in the volunteer table. The update triggers an SMS automation saying “sorry we’re full”. It all works great if I send ALL the volunteers the initial opportunity. Here’s the problem: If I select SOME volunteers at the beginning, the “sorry we’re full” SMS (being sent to all non yes responses) goes to people who never got the initial notification. The selected “text” checkbox field isn’t static and may change throughout the workflow, so it isn’t sta

Hey everyone, I’m an archery coach, and I’ve been using Airtable for a few years to manage information about the people who participate in our archery club and their achievements. I’m trying to figure out the best way to track the relationships among the archery students and their parents or guardians. Note: it’s possible for someone who is a parent of one of the archery students to be a student in our program themselves. This is complicating the design. So let’s consider two tables from my base: People and Sessions. ┌─────────────────┐ ┌──────────────────┐ │People │ │Sessions │ ├─────────────────┤ ├──────────────────┤ ╱│Name │╲ ╱│Session Name │ ┌────│Sessions │───────│Start Date │ │ ╲│Related People │╱ ╲│End Date │ │ │is_current │ │Participants │ │ └─────────────────┘ └──────────────────┘ │ ╲│╱ │

Looking for help in designing my tables. In my case I have unique records e.g. people but the metadata associated with each record/person is based on effective and termination date. In other words, for a single record/person Person A, smoked from 1/1/2000 to 12/31/2001. Chewed gum from 5/1/2000 to current. I was originally going to create 2 tables for each set of metadata (smoking and gum chewing) but there doesn’t appear to be a way to link the primary field of the gum chewing table to the smoking table. So I guess what I’m asking is; from a design standpoint should all the metadata be in a single table with effective and termination dates for each attribute (smoking and gum chewing) or should they be in 2 separate tables? TYIA

I know there are a million variations on this question already but I’ve read all the solutions and spent several days trying to resolve it and am still stuck. Perhaps my issue is unique, perhaps I’m just slow. I have 3 tables in my base. Trip Test, Members and Trip sign ups. Members is a list of members Trip Test is a list of trips Trip sign ups is a sign up form where a member selects which member they are in a form (from a look up of the Members list) Which ends up looking like this in grid view I am trying to create a view in Trip Test that pulls in and shows which member has signed up for each trip (preferably so that member can also be clicked on to show additional info like their photo). All I’ve ended up with though is another selection field to choose those members rather than pulling those that have already signed up. The hoped for behavious is that field 5 in the Trip Test gallery/table displays information that’s in the 2nd column of Trip Signup. I’ve been tearing my h

Hi. I’m a newbe with Airtable but I already love it. It is very powerfull and easy to use. I have a problem to solve if I want to adopte it: I need to populate fields in two related tables using the field value of one of those to select a right value for a field in the second one. I have to manage the attendances of a school where I have a Registration table with the Registration’s ID, a Student’s ID and a Course’s ID a Calendars table with the Calendar’s ID, a Date and a Course’s ID. A Calendar is a list of date of each Course. To trace the attendance I need only to put a multi record link field (called Attendances) defined in Registration. Automatically, Airtable create a multi record link field in Calendars. Perfect? No. When I want to select one or more value in the field Attendance of the Registrations table Airtable list all the Calendars available records and not only those Calendars for the Course chosen in the Registration. How can I to filter the Calendars in the linked fi