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Simple employee tracking tool

  • September 9, 2020
  • 5 replies
  • 120 views
K
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Hello all,

I am new to airtable but I feel like it has a lot of potential in order to manage my employees.

What I want to achieve is fairly simple:

  1. I want a list of all my employees (easy to do)
  2. I want a list of all my worksites (easy to do)
  3. a) I want to assign my employees to certain worksites and then be able to see on a calendar which employees is available for an upcoming project.
  4. b) I want to be able to filter that calendar by employee and / or by worksites

For example,
Daniel is working on project 1 in September and December
Roger is working on project 1 only in September but on project 2 in November and December
I have an upcoming project in November and want to see which employees are free in October

What would be the best way to go about successfully implementing step 3 in airtable?

I found a couple of templates but they seem to be too complex for what I’m trying to accomplish.

Kevin

Best answer by Kamille_Parks11

Create a table to store each employee’s assignments. You’ll have at least four fields: {Employee}, {Worksite}, {Start Date}, and {End Date}. You may want the primary field in this table to be a formula that concatenates a few fields to create unique names: {Employee} & ' - ' & {Worksite}

Then create a calendar view for this new table.

5 replies

Kamille_Parks11
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Create a table to store each employee’s assignments. You’ll have at least four fields: {Employee}, {Worksite}, {Start Date}, and {End Date}. You may want the primary field in this table to be a formula that concatenates a few fields to create unique names: {Employee} & ' - ' & {Worksite}

Then create a calendar view for this new table.

K
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  • Kevin_Moreau
  • Author
  • Known Participant
  • September 10, 2020

Thank you for the help, I’ve been using Airtable for literally 2 days so I’m still figuring out its functionnality.

I sucessfully created the table with the four fields and I was also able to install the Gant Block in order to have a nice visual interface to view when my workers are available.

I have another questions regarding this topic, what if I want to create a field that tells me on which site my worker is today. Let’s say in the table I populate the data
Kevin at worksite X from Sept. 1st to Sept. 5th
Kevin at worksite Y from Sept. 6th to Sept. 25th

If I open the app today and look in my new “Current worksite” table, what would I need in my field in order to get the current worksite? In this case it would be worksite Y.

Thanking you in advance for your help,

Kevin

Kamille_Parks11
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In your Employees table, add a Lookup field pointing at your “Schedule” table. Turn on the “Only include linked records from the Schedule table that meet certain conditions”. Set the conditions to be: 1) {Start Date} is on or before today, AND 2) {End Date} is on or after today.

K
K
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  • Kevin_Moreau
  • Author
  • Known Participant
  • September 10, 2020

In your Employees table, add a Lookup field pointing at your “Schedule” table. Turn on the “Only include linked records from the Schedule table that meet certain conditions”. Set the conditions to be: 1) {Start Date} is on or before today, AND 2) {End Date} is on or after today.


Here is what I tried without succeeding:

Field on this table that links to the records you want to look up = Schedule

Schedule table field that you’d like to look up = worsite name

Conditions as follow:
Where “Start date” is today
OR “Start date” is before today

The issue starts here, I can’t choose AND for the third condition. Any idea what I did wrong?

K
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  • Kevin_Moreau
  • Author
  • Known Participant
  • September 10, 2020

Here is what I tried without succeeding:

Field on this table that links to the records you want to look up = Schedule

Schedule table field that you’d like to look up = worsite name

Conditions as follow:
Where “Start date” is today
OR “Start date” is before today

The issue starts here, I can’t choose AND for the third condition. Any idea what I did wrong?


Nevermind, there is a condition “is on or before” that I had not seen!!
It seems to be working now

Thank you!

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