Base Design

Looking for input and suggestions for the best approach. I am collecting information via surveys and interviews. Records are created for each survey response based on the respondents name. Based on that survey, I will then be interviewing a select number of these survey respondents. Is it better to have a separate table with notes about interview on a new table, or the same table. If I use a new table, what would the primary field be? I’d still want my notes associated with the interviewees name, right? I initially had a formula for the primary field that used the linked record of the survey respondent i chose for the interview. Seemed clunky..ORShould I just add fields for Interviews in the same table and have a separate table view when needing to add interview data? Notes: I already have another table that will essentially catalog responsibilities each respondent owns. This makes more sense because the primary field here is obviously the responsbility name, linked to the contact/surv

I’ve checked the documentation, but I don’t exactly have clarification on this point, since the explanation is spread across a few different articles.I’m trying to make comments work a little better for my org, and I’m looking into using User fields to auto-set comment watchers. Based on the docs, I understand that “Notify users with base access when they’re added” means they’ll be automatically watching the record for incoming comments, but the language of that sentence is a little unclear. I’m afraid to turn on the setting for fear 200+ people are about to get hundreds of emails. Some questions about how this setting works:Do only users with base access get notified? Are interface users not included? Is the implication that adding a user to that field gives them base access? (Almost certainly a no, but the sentence can be read that way.) What does “notify” mean in this case? Are users notified by email when they’re initially added to the record, or are they just added as comment watc

Hello everyone,We are an experiential marketing agency (BTL Activations) currently optimizing our project management system in Airtable. Our challenge is to build a single system robust enough to handle the complexity of our activations, managing both the top-down master plan and the fast-paced daily service requests.We are looking for examples, case studies, or video tutorials that demonstrate a base structure designed for agencies, specifically focusing on the following two-tier task creation workflow: 1. Vertical Workflow (PM-Controlled Hitos)  Process: The Project Manager (PM) translates the client brief into the main project plan. Need: We need to see how to structure the main Project Tasks table to clearly track Hitos (Milestones) and Critical Deadlines assigned directly by the PM to team leads (e.g., Logística, Creatividad). This ensures all top-level progress is centrally managed.  2. Horizontal Workflow (Team-to-Team Agility)  Process: Direct service requests between functio

Hi all.So I seem to be stuck. I have a table called People. 100s of records with them all associated with a Company Name (from Company Table). Some people are designated (checkbox) as being a billing contact or primary contact for a company. All of this is great. I made a view called People By Billing view that shows me just those markedNow each year we sent out invoices. We have a table called Payments, with one record for each Company in the Company Table.  This is all good. Here is where I am frozen. What I want to do is pull those that are marked as primary or billing from People to link in the Payments. We want this because we send out emails via the SendGrid tool to those people and attach the Payment ID to it so we can process. I wrote a script that loops through a People By Billing and writes them to a linked record in Payments but it keeps overwriting the record already in the linked record, and honestly, I don’t feel like this needs to be a formula. I don’t want me client to

HiI want to have a small database to control my clients pending payments, the idea is to have a a way to see wich services are paid and wich services are not paid yet.  And create a sort of query to search if for example one  particular client has bills that we need to collect, like a balance sheet of the amount that we need to bill to a particular client, and also a way to mark a bill as paid when the cliente makes the payment (for this I guess the checkbox is the best option)I don't know if the explanaition is good enough, English is not my native language but what I want in spanish is Cuentas por cobrar, wich in English I think it is translated as accounts receivableIs this possible on Airtable? How can I do this, I appreciate the ideas since I am a beginner on this system and I am not a programmer 

The new forms look nice, but I liked old ones better. Specifically, it was not as wide and the font size was larger (now it puts a lot of strain on my eyes). How can I use the old design in my forms? Or adjust the font size and how wide the form is?

Thank you for your help, folks!!!! Each EVENT has two or three PROGRAM_NUMBERS with corresponding CREDITS_EARNED for each prog_numevent title prog_num_1 cred_1 prog_num_2 cred_2 prog_num_3 cred_3 event a xyz 1 abc 2 fgh 1 event b xyz 1 abc 3     Each CUSTOMER is affiliated with one or more EVENTS.At the end of the day, I need to produce this:Customer 1 event a xyz 1 Customer 1 event a abc 2 Customer 1 event a fgh 1 Customer 1 event b xyz 1 Customer 1 event b abc 3 Customer 2 event b xyz 1 Customer 2 event b abc 3

Hi everyone, I'm a bit new to using tools like AT and am looking for some feedback. My overall goal is to maintain membership data within organization(s). These organizations are linked together to some capacity and have overlapping members. I want to use this to my advantage so that updates from one organization update the profile of the person (and thus other organizations).I included some organizational charts below to get a better idea of what I’m trying to accomplish. The main problems I’m having with the current setup is:How to handle the unique person ID problem. Data lists provided are not 100% standardized with complete information. only 10% of records may have a phone/email, so do I resort to fuzzy matching based on first/last + zip code?User defined fields. Some clients may have a field they want to store for information like membership ID #, DOB, etc. How do I allow for this without adding a new field everytime and updating all my automations.How to safely handle bulk impor

I am using a new base created with the help of AI. I have a form to enter data, however two blocks say “field deleted” and at the bottom, the “Create” button is greyed out, and it says “The form cannot be submitted because some of the fields have been deleted.” How do I delete these fields in a way that the form isn’t looking for them, and the form can be submitted?

I have two forms on my website: An interest-gauging form where the client fills in their name, email, and a brief message, and a longer form that they’re emailed later. 📄I’d rather not have “John Smith” in two separate databases. Is there a way, upon submitting the second form, for the answers to be combined with or added to the records from the first form, like if they share the same email address or something? 🤔

Hey guys I am new to airtable and trying to develop a weekly schedule for our team based on the projects that are scheduled for that week.We have approx. 20 staff in the field each week, multiple projects running each day and each week. Some projects will only last one day, others might last 5-10 days.I have managed to develop the full week schedule with staff assigned to each job. However, we often need to change the staff each day on each job i.e. a project that lasts 5 days might have different people on it each day. Is there a way to show this view for a week, with the different people on the projects on each dayHere is a picture of our current excel spreadsheet we use that I am trying to replicate Thanks heaps

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 financial data separate I fear combining them into one table will be wayy too much information into one table.Thanks in adva

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" by default, and by the time they finish everything should be eventually marked as

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 for each. Do you have ideas about how to do this? Thank you, commu

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 permissions. We are not using automations for any of our date creation. We

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 order requests e

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?