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 functional teams (e.g., Producer → Designer). This must bypass the PM for speed.

• Need: We need a robust flow demonstrating:

  • The use of an Airtable Form to create a non-critical, internal Service Request.

  • The requested team member (e.g., the Designer) receives an alert and can directly Accept or Reject the request.

  • Automation: When Accepted, the request automatically converts into a formal, assigned task in the main Project Tasks table, ensuring it’s officially logged without manual PM entry.

We are essentially looking for an Airtable architecture that uses two linked Task/Request tables and leverages Automatizations to connect the vertical (master plan) and horizontal (daily service) tasks seamlessly.

Has anyone encountered a template, video, or case study that addresses this level of complexity in workflow and resource management for an agency?

Any specific Airtable design recommendations would be greatly appreciated!

Thank you!