Base Design

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

I need to calculate automatically the number of chaperones I need for a field trip. If I have 1 to 30 students, I need 3, 30 to 60, 6, etc… The calculation is: {#of stduents}/30*3. The number is an integer. But if I have 31 students, it gives me 3 as a result while it should be 4. How can I round up the number to the next integer and not the closest one?

Hi there! I’m thinking of migrating our data from excel to Airtable. I collect data from a sign up form, which I then timetable a schedule for the classes. We have multiple teachers, all at the same time slots, so 4:00-4:30, 4:30-5:00, 5:00-5:30 and so on. I was thinking a table with all the sign up data, a table for the teachers and a table for the time slots, BUT, a student could have a lesson with one teacher at one time slot and with a different teacher at a different time slot, so that complicates things. Do I have a table that has Teacher Bob 4:00-4:30, Teacher Bob 4:30-5:00 etc? That doesn’t seem elegant. I love tinkering with airtable and would love to have a good excuse to use it for work! The other thing that excel can do, that I’m not sure if Airtable can, is make a pretty timetable for the teachers, but I could always do that manually, it’s not such a big deal. Any thoughts welcome, I see people using it for schools, but not so much timetabling. EDIT: Oh, here’s another tho

I am a total novice but cannot find the answer to my question in the guides or posted solutions. I have created a form with two fields, created the associated grid, and then changed the order of the feilds in the form and also changed the name of one field. The grid did not update to reflect those changes. I did refresh the pages. In the screenshots, you can see that the table does not match the form. Could someone tell me how to sync the form and the table so that they match? Thank you so very much!

Hi; I have multiple values in one column which I am trying to use for prefill form but its not working. If there is single value then its working but for multiple value it does not. The column can be linked records or multi select. If I select Company A then show contacts only those which are linked to Company A. Is that Possible? How to do that with some twisty method?

I added a “Last modified date” column, and it immediately the fields got updated with the creation date of the record. How can this field remain empty until the record gets updated (not created)!?

Hi everyone - I saw @Bill.French post about handling millions of records on airtable, but still am unsure given my use case. I’m building an inventory management app on airtable and building the front end on softr.io. I’m needing to store 1+ million records (serial numbers). The workflow is like this: someone on softr searches the serial number → softr returns fields associated with the record I.think something like this could work: User enters serial number → creates a row on airtable Once the row is created it triggers an automation to search for that serial number in some outside database that handles more records Airtable pulls back the other info related to the record on the large database into the airtable row that was just created Visualizes this data in Softr Once done record is deleted Does anyone have any thoughts? Thanks so much in advance.

How unique is the record identifiers, ones produced via the RECORD_ID() formula? I know they are unique on the same table. Are they guaranteed unique across different tables on the same base? Are they guaranteed unique across all bases within a workspace? Are they guaranteed unique across all bases on all AirTable servers?

Airtable support seem to be struggling with what I assumed was quite a common use case. So trying here: Right now we have an employee database, each employee name is a record in the primary field. We also have other data in that table, like email address etc. We have a deliverables (think, tasks) table which we use to set deliverables for customers and each deliverable has an owner, we link to the employee table to deonte that owner and as such we can pull in other info (like email address) into the table via a lookup. We want to move away from adding the employee as a linked record and just add the ‘user’ (the airtable defined field of user) since they are one and the same thing (and employee is also a user). I’m struggling though with how to then have a table of info to do with that user I can pull in, seeing as a user can’t be a primary field so I can’t link to it in another table. any help or advice for a workaround much appreciated!

I’m on the free version of Airtable and considering upgrading but I don’t see how to customize a view in a detailed way. All I see is a vertically spaced bubbly fields with too much margins. Is there a way to customize the layout or view of airtable? Maybe an extension? Something like this.