Base Design

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

I’m trying to use a single Base to store all my business workflow information. I have the following tables: Employees Clients Jobs I now want to track timesheets which link to these three tables. That is, I want my employees to enter timesheet information into a new Timesheets table where: They select their name from a linked field tied to Employees table They select the relevant client from a linked field tied to the Clients table They select the relevant job from a linked field tied to the Jobs table My issue is that I have 25 employees who are each recording 12+ timesheet entries per day (they work on many jobs for many clients each day). As a result, I quickly approach the record limit for the Pro plan due to the size of the timesheet ledger. I’m puzzled by how to proceed here. Can anyone think of a way to set this up where I don’t run into record limits for at least a few years? My thoughts were to give each employee their own base for timesheets, but then I won’t be able to l

Hi, I’ve started to build an Airtable base in order to create a matrix that would allow our content team to know exactly what Content (eg. Article, blog post, social media post, …) to create depending on an Event (a new feature is available, there was an issue with the app, …). The relation between Events and Content is not 1 to 1. Therefore we’ve identified a set of 4 criteria (Frequency, target, channel, location) to help us associate each Event to the appropriate Content(s). Here is what I have so far on Airtable Table 1: list of Events associated to the 4 criteria (see screenshot below) Table 2: list of Contents associated to the 4 criterias (see screenshot below) Table 3: list of value associated to criteria target (see screenshot below) Table 4: list of value associated to criteria frequency Table 5: list of value associated to criteria channels Table 6: list of value associated to criteria locations So now that I have all this ready, I’d like to either create a new table

Hi everyone, This has been making my brain ache today. Having an issue with trying to link records conditionally with Webflow and Zapier integrated. If anyone has advice it’d be much appreciated. We have a membership website built in Webflow where members can sign up for classes via a form on each class’s CMS page. Each class is created in Airtable in our “Classes” table and published to our site via Zapier. The member enters their name and email through the form, which is then passed through Zapier and on to a “Class Registrants” table in Airtable. Each form has an html embed that pulls the Class Title from the CMS as a hidden field and passes it to Zapier and Airtable. This Class Title is automatically entered into a Linked Record field in the “Registrants” table that is connected to the “Classes” table, so the class title pulled from the form matches the class title in the “Classes” table and all the relevant information for the class is gathered as lookup fields to be used for an a

Hello I think there is a bug with how duplicating records works: I have a two tables linked together as many:1 - let’s say an “staff” table and a “role” record - where each staff member can only have one role, but the role can have many staff members assigned I duplicate a role record At this point I would expect the new role record to have no staff assigned as by having staff assigned it would break the rule of the staff record only having a single role Instead what I find is that any staff members assigned to the original role now have two roles assigned - this should not be possible as “allow linking to multiple records” is turned off. I can see why Airtable does it but it is bad and should not happen.

Hi Yall! I have a potentially confusing one… We have a team of people who are continuously onboarding and training on new items/products etc… Today, we utilize a checklist that is effectively in a document, and our teams have to copy their own instance of the checklist, and then work from that. The first problem is: things change. Things like, links to resources & documentation, training modules, etc… are always changing, and when these change in the, let’s call it Source Checklist, these changes are NOT propagated to everyone else’s individual checklist. The second problem is: new items/tasks are added. Every day we think of new things and improvements to help our teams learn, but much like our first problem, when we add new items to the Source Checklist, these of course are NOT reflected in the trainee’s individual checklist. Effectively, what I’m looking to do is utilize Air Table to create a scalable checklist where I can update one system of record/table, and add to it, and it

I have an AirTable setup where I want to be able to assign particular team members a task. I can create a field type where the field type is “User”. I want multiple assignees :white_check_mark: Easy :zap: ! I also have vendors that I want to assign things too, but they won’t have access to the AirTable, it’s just so I know where things are at and I can track clients/vendors/partners. I want to keep things really uncomplicated. Is the best method to create fake users for these null accounts? Otherwise, I’m creating another field for clients/vendors/partners with dropdown options. Ideally everything lives in the same field. Clients/vendors/partners will never have access (by design). Any ideas on how to do this better than this?

Hi There, I am fairly new to Airtable and have adopted a base from someone that i am now trying to set up more efficiently. There is a large list of items in 1 table (400 entries). In the other table i want the user to select one of these items so i have set the field type to “link to another record” which then references the particular column with the 400 codes. i only want one record to be chosen / selected per entry i dont want the user to be able to choose an item which is not on the list and create a new record any assistance would be greatly appreciated. Cheers!

Hi, all! Is there any way to open a specific record in a table by clicking on the value in a single select field? Or is there a way to create a button with the functionality “if {single select field} says “value” open {specific record in another table}?”

Hi there, I have a base with the following tables Issue Log (All incoming issues raised) Issue type (All issues and how many times the can occur before an action is taken) Users (All the users linked to a specific issue) I am trying to do the following. a) User fills out the form logging a specific type of issue for a specific user. b) I am looking at the number of times the specific type of issue can be logged before an action needs to be taken. Where I am having trouble is the following I want to know for that user how many times the specific issue has been linked to them to determine wether to take an action. Ideally I’d like to do thing using something like a COUNTIFS based on the user and the number of times the specific issue being logged has occurred for that user. The two fields I want to conduct the rollup for Rather than having the total issues related for a specific shopper I want the number of times that specific issue has occurred for a shopper. I can create a roll up

Built my base a little wrong I think but I just need this to last a couple months until a permanent solution comes in. In the screen shot I have a few rows that include different quantities of the same part number. I would like to be able to combine the same parts that are separated into a single row for a summary. They are separated like this because we have separate “batches” going out for powder coating. I presume this will be in rollups but I haven’t figured it out yet. I’m trying to spend very little time on building anymore into this as we have a permanent solution being made but it’s a month out yet. I started to play with interfaces but didn’t see an immediate solution there. This summary is to give counts and weights for shipping the products. These ship to powder coated and then come back to us for post process work.

Hi everyone, can you tell me how to convert a checkbox column into numbers? where the cells with the check become 1 and the cells without the check become 0. I tried to do it but it puts all the empty column back, while on the contrary from numbers to checkbox it seems to work