Base Design

I have a table with employees I have a table with courses I have a table with course attendance I have a table with training days I have a table with skills Courses have linked Skills Course Attendance has linked Courses & linked Employees (who attended) I can use Lookup to show Skills next to Course Attendance Training Days have linked Skills & linked Employees (who attended, lets call this LE1) I can list Linked Skills next to Employee using a Lookup for Training and a Lookup for Course Attendance. I’ve got this working up to this point using “Link to another record” type fields. Training Days and Courses expire after a period of time (no longer competent). I want the Employee to show only linked Skills from Courses and Training that haven’t expired. I can do this using “Link to another record” type fields with “Limit record selection to a view” and limiting the view to records that haven’t expired. PROBLEM: using “Limit record selection to a view” on “Link to another record”

Hi community! I’m hoping to use AirTable to help plan and organize a trip to Italy, visiting a few cities. As I currently have it set up, I have tables for “Logistics” (flights, car rental, hotels…etc.), “Activities” (sights, tours…etc.), and “Food/Beverage.” I also have one “Master Itinerary” tab where I’m trying to link records from each of those tables. In an ideal world, I’d like to create some views on the “Master Itinerary” tab, where I can view items by, for example, “Cities” (where it would show me my flight, my accommodation, and restaurants I’d like to go to), and a “To-Do” list for things that I need to book, regardless of City, However, each of these tables has a column called “City” with a single select, and when I bring it into the Master Itinerary, I can’t group by a SINGLE city column, because I see “City from Logistics” or “City from Activities.” Does anyone have experience with creating something similar, or have ideas for how I can make this more cohesive? I feel lik

Hi ! I’d like to create a relational database with contracts like this : many contracts (contract 1, contract 2, contract 3, etc.) many contracts types (type 1, type 2, type 3, etc.) many attributes (attribute 1, attribute 2, attribute 3, etc.) each contract has only one contract type each contract type has a strict list of attributes (type 1: attribute 1, attribute, 2, etc. ; type 2: attribute 2, attribute 3, etc.) each attribute has a value At the end, 1 contract has only 1 contract type with a strict list of attributes that I want my users to fill the value. I’d like to create a database structure that allow my users to create a new create with a form like this : select a contract type see all related attributes fill the value for each attribute create the contract record What is the most relevant & efficient database structure ? Many thanks !

I have a base for planning a 3-day festival. I currently have it set up so each attendee has their own record, then there is a linked record to the same table (attendees) to link their plus one (or sometimes plus more than one). But since that isn’t a reciprocal link I have to go to the Plus One’s record and link back to the first attendee too (currently have an automation for this). But this solution is not very elegant. I need to use these lists to create labels and name tags and the organizers want specific formats (lady first, sometimes folks have special prefixes like Honorable or Dr), and to create accurate head counts for different events, for which their Plus One may or may not attend. I currently have roll-up fields to get head counts. I have looked through several template bases and examples in the universe. The only other way I can find to deal with this is to create a “relationships” table where the primary field is a formula with summary info, and there is a linked record

We are working with Airtable for over a year now but still have some basic questions how to optimize the workflow (collaborators, permission levels, …) and also want to include some new features. But we are not database experts and look for a team that could assist us - conditions to be discussed. THANKS!

I could not find any existing threads regarding snapshots - my apologies if I missed them. Besides Revision History, are there other data or metadata that is not preserved in a snapshot; e.g. forms? Where is a manual snapshot stored? E.g. if I want a backup stored somewhere besides AirTable servers (redundancy, disaster recovery,…), is that possible?

I’m trying to return multiple values in a single cell, based on information from another cell. Cell A is a multi-select cell with potential values of G6, G7, G8. Based on the choices selected, I want Cell B to return an email address to match one or more of the values. So, if G6 and G7 have been selected, I want Cell B to return the values of G6leaders@sch… and also G7leaders@sch…My formula works when only one value is selected, but it returns nothing when multiple values are selected. IF({Grade Level(s) Involed}=“G6”,“G6leaders@sch…”,IF({Grade Level(s) Involed}=“G7”,“g7leaders@sch…”)) Screenshots:

Hello, I am pretty new to AirTable, and I was wondering if anyone has advice on designing an inventory base/ tables for a small business. Currently, I have three tables for inventory - employee equipment (IT Equipment), supply closet inventory, and our meeting room inventory. Each of these tables features the item’s name, brand, description, quantity, unit type, price per unit, link to purchase, location, and the date of last purchase. I also have a table for a shopping list where employees can submit a shopping request. What is the best way to design a base like this where I can easily track, uniquely identify, and organize each item? I am new to office inventory keeping and wanted to hear about your best practices. Additionally, I am trying to figure out a way to add a checkout option for employees looking to use certain equipment and a way to track how many times something has been purchased. Any help is greatly appreciated.

What are the reasons you would create an additional (new) base for your company’s info rather than store it in another table? We have a lot of info to track but I’m struggling with when to know what belongs in the same base, and what calls for its own base. For example, we have 2 separate production divisions that handle the same kind of work, just on different types of accounts. Clients Jobs per Client Projects per Job that can utilize different internal teams Deliverables for each project Tasks that add up to the delivery/completion of a Deliverable Regarding the users… There is a leadership team above these divisions with the need to see data from both divisions rolled up into one place. This makes me think Division A and B’s work should all happen in the same base. For the most part, the team members within each division are not shared with the other division (although this could change in the future). For this reason, I tend to think Division A and Division B should be in

I have a database to collect the purchase orders from my employees. For now, when they request to purchase x items A and y items B, they need to fill the request form twice. One for x items A and one form for y items B. I would like them to be able in the form to enter the data for item A then add a line to order the item B. And if they need z items C to add another line to order it in the same form before submitting. The result being then 3 new lines in the database. Is it possible?

Hi, I am new on Airtable! Hello, I’m new to this forum and have a question related to base and images (attachments). The submission form I am building contains images (up to 10) each image has a caption. Since you can upload images in bulk, I would have to build a caption field for each image. Isn’t that easier? I want to make it as easy as possible for the artists to upload there works and also for me not to have to add the capture manually afterwards! Thanks for the help in advance

Hello everyone I love Airtable! I’ve been working with it for over five years both professionally and personally and over that time I’ve been involved with setting up plenty of complex bases for all kinds of purposes. My particular areas of interest are employee and customer databases, project management tools, data catalogues and data governance. I can help with base architecture, planning workflows, writing formulas and organising automations, as well as setting up dashboards and interfaces. I’m experimenting with the idea of freelancing this kind of work, based on a “pay as you feel” model. If you would like some help getting started with setting up your own bases, please get in touch with me here.

I’m wondering if anyone knows a way to solve this issue that I’m having with my ‘Employees’ table containing 12 unwanted destination links. Current Base Setup: Table 1: Employees Table 2: Client Groups (for entities that are in the same family group) Table 3: Client Entities (one record for each entity in the above Client Group) Table 4: Jobs (for client jobs at an entity-level. Has linked records to all three tables above) Number of Linked Records to Employees table: Client Groups table: links 5 times to Employees table Client Entities table: links 3 times to Employees table Client Jobs table: links 4 times to Employees table Each linked record represents a role that an employee plays at that level. E.g., an employee linked at the ‘Client Groups’ level (Table 2) with the role ‘Reviewer’ will be the primary reviewer for all work related to that client group. The same goes for an employee linked at the ‘Client Entities’ level (Table 3) with the role ‘Reviewer’ - they will take care

I am tracking companies, investors, and founders. It just so happens that some founders are also investors. For example: Company X - Founder A - Investor M, Investor N (also Founder C), Investor O Company Y - Founder B - Investor Q (also Founder A), Investor R, Investor C Company Z - Founder C - Investor E, Investor F, Investor G (also Founder B) I want to setup a view where people can see both (a) the Company that the Founder founded (straightforward lookup/linked record), (b) the Companies that the Founder has invested in (if any). How do I achieve this?

Any one help me to identify the above issue?

Hi, we’re running a small business doing events such as festivals, conferences etc. So far, we’ve used Airtable to manage volunteers and customers for our latest project. Now, we’re considering how we can use Airtable more extensively - firstly as a CRM for customers, suppliers etc. and secondly (if possible) as a sales system. As for the CRM - should be set up a base (“Contacts”) for both customers, suppliers and possibly also volunteers? Or should these be split into their separate bases. My initial thought is that it would be convenient to have them in one base to have one source of truth, and instead sync the data to a customers and suppliers base respectively if needed. Any thoughts on this? As for the sales system, we really love Airtable, but it still seems to lack functionality/add-ons for email marketing. I’ve been using the Sendgrid extension, but this doesn’t enable us to keep track on our conversations and email history with our leads… I’ve been checking out the various tem

Hello community, I’m working with 4 sales and I’d like to create our sales CRM on Airtable. My problem is that I’d like to add around 200 contacts per day on my space and automatically assign owner on every contact I add. Would very appreciate if you could help me :slightly_smiling_face:

Hi there! Still learning how to make full use of formulas and write more useful IF() statements. In this case, I’d like to flag tasks that should have been started but haven’t been or that haven’t been marked finished after their deadline is either today or has already passed as “Delayed” (and otherwise are “On Schedule”) Of note is that my Status field is a single-select field, so not sure if that “=” is what’s throwing this off or if it’s just fundamentally way off-base. Any help is appreciated! IF( IS_BEFORE({Task Start Date}, TODAY()) AND( Status = 'Not Started') OR( IS_BEFORE({Task Due}, TODAY()) OR( IS_SAME({Task Due}, TODAY()) AND( Status != 'Done' ) ) ) ,"Delayed", "On Schedule" )

Looking for a Template/base with Invoice and inventory tracking from invoice - quantity based on size (m2 etc) We sell tiles and similar items based on m2 vs per piece. We also do quotes/proposals that need to convert to invoices and deal with inventory. I have not found an ideal template base as yet.

Hello everyone, Can anyone guide me, in how to overcome this obstacle I keep banging my head against? Let me make a very simple example: The Tailor Shop Table 1 - Incoming orders Table 2 - Inventory Table 3 - Material usage Table 1 is integrated with our online store (via Zapier for example), and we are fetching all line items from orders. So, it could look like this: In Table 2, we have our material inventory In Table 3, we are determining how much material each line item needs So far so good, but here comes my problem… I know how to do the calculations, to basically subtract the amount of fabric used for the ‘Red dress’ and ‘Blue dress’ in Table 2. So with 1 x ‘Red dress’ ordered, and 2 x ‘Blue dress’, that should leave our Table 2 at But, let’s say that I run a very busy tailor shop with hundreds of orders each week. My Table 1 will quickly become very big with all the incoming orders. But… If I then decide to delete all the orders that have the status “complete”, my inventory (

Hi all Here is the challenge I need to solve - I track some small time investments for an investor club in companies. i.e. records are the company names (Apple, Netflix, etc.) Fields are James $ Invested and Adam $ Invested James invested $100 in Apple Adam invested $50 in Apple and Adam also invested $50 in Netflix I have a formula field that sums up the total amount invested in each company (e.g. Apple is $150 ($100+$50) and Netflix is just $50. What I would also like to do is link this to another table and have James and Adam as the Records and then show the total amount they each invested in aggregate (i.e. fields would be Total Invested, and for James it would be $100 and for Adam it would be $100) I saw this link below but it does not work for me since I have more than one field (James and Adam) linked to the same record (Apple) Airtable Support Find the sum of an entire field A core difference between Airtable and a traditional spreadsheet is tha

Hi, So I’m working on system for a client and could use some help with designing the base required. It turns out that the client’s intake form is a long complicated form and when I counted all the questions in the form, which will eventually need to be fields in Airtable, it turns out to be 530+ fields. Not to mention that even if I could reduce the form fields down to just under 500 to stay within the field limit, I’d still not have enough additional fields to hold calculations, formulas, status tags, etc. It’s unlikely that the form fields can be reduced as these are legal immigration forms and require the submitter to provide a great deal of information. The form however is going to be created using Paperform so we’ll not be using Airtable to build the form itself, but the intent was to use Airtable to store the form data. How would I go about this given the 500 field limit? One thought that came to mind would be to break up the form into multiple forms, so a stage 1 form, stage 2 f

Hello Airtable community! I was wondering about the best ways of implementing capacity planning and project planning to a base. I’m looking at trying to track level of effort by month per project. Example: – Jane Doe works 80% on Project 1 and 20% on Project 2 for July 2022 – Bob Smith works 40% on Project 1 and 60% on Project 2 for July 2022 – Jane Doe works 90% on Project 1 and 10% on Project 3 for August 2022 etc An employee can be assigned to multiple projects, and a project can have have multiple employees working on it. Tables I’m currently looking at: Team - contains data on team members Projects - contains data on projects occurring throughout the year(s), can be overlapping Allocations - contains data which details level of effort for a team member for a project for a month I’ve seen a couple questions like this in the community but none have been answered, would appreciate any guidance!

Hi everybody! I’m new in Airtable and I really enjoy this tool. I watched some tutorials and read about Airtables functions. I tried things out, and what should I say, it works very well! Now I try to organize my company’s tasks but I don’t get a quite clear idea on how to do it. My problem is the amount of different tasks and things I need to add. I guess it is not very complicated for you guys, therefore I would appreciate some ideas and insights on how to structure my Airtable. I’ll try to explain as clear as possible all the tasks and needs I have. We are a content and marketing agency. That means we have two teams - marketing and content with different projects. What I have already: I have a clients table I have a service table I have a team table with the different team members and their skills and availability The problem comes with the table of the projects: Let’s talk about the content part. We create blog posts, whitepapers etc. for different clients. Some are occurring reg

Hello, We are trying to get our inventory to calculate right. I’m new to airtable and can’t seem to figure out what I need to do to get it to work out for me. I have several items that will be used by a couple different customers daily and we want to make sure we know in real time how much stock we have. I have attached my page and highlighted the Items. This is just a few of the similar items we have. thank you for your help