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I’d like to use AT to create a Directory of our 400+ members.  I’ve set up the fields + form for Members to submit their details. 

I would like to also use this for our internal team - so they can record notes of all calls with each member and other details.  I understand how to create hidden fields that the members don’t see, however I’m unclear on the best way to create the “member notes” piece -- should I link to a Member Notes document on our Google Drive or can I do this all inside of AT?   

We will be asking Members to complete the profiles and for those members who do not, we will add them but keep their profile private.  I’m unclear how to do this also. 

I’m also unsure how to set up my team members to be able to access the directory backend to add notes.  

I’m on the free version and hoping to not require an upgrade.  

Any help is welcome!  I am not a ‘techy” but feel confident it should be relatively easy to do.  

Thank you.

​@Concierge 

You will want to make a distinction between “internal team members” and “external members of your organization”.

Your “external members” should not have access to your Airtable base, so your internal notes for them will always be private.

However, your “internal team members” would have access to your base in Airtable, so they can keep internal notes in Airtable.

If you want your “external members” to be able to update their own profiles through a form, you would want to use Fillout’s advanced forms for Airtable for that, which enables members to update their own profiles through a form.

Hope this helps! If you’d like to hire the best Airtable consultant to help you set this up, please feel free to contact me through my website: Airtable consultant — ScottWorld

 

Hey ​@Concierge!

You would not need paid plan to get this done.

You will probably want to have 3 tables:

Contacts
Team Members
Interactions

As mentioned by Scott you can a have external members update their records through forms.
You will want to link Interactions to Contacts and to Team Member, and therefore keep a log of what team member wrote which note for which contact. All of this data should not be public. 

You can make basic directory information public through views or interfaces.

Hope this helps!

Feel free to reach out if you have further questions. I’d be happy to help.

Mike, Consultant @ Automatic Nation

re: I would like to also use this for our internal team - so they can record notes of all calls with each member and other details.  I understand how to create hidden fields that the members don’t see, however I’m unclear on the best way to create the “member notes” piece -- should I link to a Member Notes document on our Google Drive or can I do this all inside of AT?   

Given that you’d like to keep on the free plan if possible, we’d need to be mindful of the 1000 record limit per base.  Normally it’d be best if you could create one record per interaction, as that’d let you store and search for data easily (e.g. when, what mode of communication, who did it, etc). 

Given that there’s a 1k record limit, then the suggestion would be to either create a Long Text field and just key stuff in there, or do a Google Doc like you said 

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We will be asking Members to complete the profiles and for those members who do not, we will add them but keep their profile private.  I’m unclear how to do this also. 

Hm, how are you sharing the profiles?  The quickest way would be for you to create a shared view (https://www.airtable.com/guides/collaborate/share-the-right-data-with-anyone)

The idea is to create a view where you’ve filtered out all the private profiles, then create a shared link for that view

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I’m also unsure how to set up my team members to be able to access the directory backend to add notes.  

On the free plan you can have up to 5 editors in a base, so you’d just need to invite them to your base and they’ll be able to add stuff to it (https://www.airtable.com/guides/collaborate/invite-your-collaborators)

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