Airtable Consultant Needed – Staff & Freelance Crew Rostering System
Hi there!
We’re looking for someone, ideally Melbourne-based but open to virtual support, to help our TV production company design and build a staff and freelance crew rostering system in Airtable.
We produce a diverse range of television content, from full outside broadcast (OB) seasons across sports such as the NBL, A-League and AFLW, to ad hoc TV commercials and feature-length documentaries. Our staff and freelance crew often work across multiple projects, so we’re looking for a centralised system that gives our management team a clear, up-to-date overview of who is booked, when they’re working and which production they’re assigned to.
What we’re looking to achieve
Ideally, we’d like to create a centralised rostering system that brings together crew bookings from multiple project-based rosters, while allowing individual Production Managers to continue managing the rostering for their own productions.
Key functionality would include:
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Master roster and calendar: An at-a-glance overview of all staff and freelance crew bookings across the company, allowing management to quickly identify who is working, when they’re booked and which project they’re assigned to.
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Project-specific rosters: Individual rosters for each production, managed by the relevant Production Manager, with bookings feeding into the central master roster.
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Multiple views: A master calendar view, a more detailed table or grid view, and the ability to filter bookings by project, date, role, department or individual crew member.
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Individual crew availability and bookings: The ability to search for a particular staff member or freelancer and see their upcoming bookings across all projects, helping us identify availability and potential scheduling conflicts.
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Exportable rosters: The ability to filter the system by individual, project or date range and export a clean, easy-to-read roster for distribution to crew or internal teams.
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Conflict checking: Ideally, the system would flag overlapping bookings or potential double-bookings where a crew member has been rostered across multiple productions at the same time.
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Flexible project structures: Our productions vary significantly in size and duration. Some involve recurring fixtures across an entire sports season, while others are short-term or one-off projects. We need a system that can accommodate both without requiring a completely different setup for each production.
How we envisage it working
Each Production Manager would manage their own project roster, entering or updating crew bookings as required. These bookings would then feed into a central Airtable base or master view, giving management visibility across all productions without having to manually consolidate multiple spreadsheets or rosters.
For example, if a freelancer is booked on an NBL broadcast on one day and a documentary shoot later that week, we’d like to be able to view both bookings in one place and quickly establish their remaining availability.
We’re keen to hear your recommendations on the best way to structure this in Airtable, including whether separate project bases linked to a central master base or a single base with different project-specific views would be the most practical and sustainable approach.
Who we’re looking for
We’d love to connect with someone who has experience building Airtable systems, particularly for staff scheduling, workforce management, rostering or resource allocation. Experience designing user-friendly workflows for teams where multiple managers maintain their own project information would be a bonus.
