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Hi. I am using Airtable to track Multiple projects in my role as Chef of Staff. Each Project has multiple smaller projects each with its own set of tasks. Each project has its own list of vendors and different individuals responsible for activities to that specific project. Each project has its own budget. I'm struggling to figure out how to load this format in my Base which I call Anatoli's Super Tracker. Can you show me where to learn how to do this or give me some directions. Thanks. Dave. dave@nexttackconsulting.com.

Hi ​@DaveK,

Are you looking to hire an expert Airtable consultant to help you build this? If so, please feel free to reach out to my through my website: Airtable Consultant — ScottWorld

You may also benefit from taking my free Airtable training course, which you can take for free by signing up for a free 30-day trial with LinkedIn Learning. The course is very outdated because it was created many years ago, but the core concepts of Airtable are still relevant today. 

Best,
Scott

 

Scott will certainly get you set up if you’re looking for a consultant, but if you’re wanting to figure this out on your own, a couple quick tips…

  • Add some templates from Airtable or the Airtable Universe to your base for project management. They probably won’t be exactly what you’re looking for, but they’ll provide either something to build off of or insight into how Airtable works. For you specifically AT has a Project Management template which might not be wide ranging enough for what you describe but will give you an idea how it could work.
  • Differentiate your nomenclature to keep everything organized, so there aren’t two things called “Projects” which will get you turned around quickly. 

Hey ​@DaveK,

Feel free to schedule a call using this link. I’d be happy to help.

I would suggest you have at least the following tables:

Projects
Sub Projects
Tasks
Team Members
Costs

Projects would be linked to Sub Projects (where each project can have one or many sub projects).
Sub Projects would be linked to Tasks (where each sub project can have one or many tasks).
Tasks would be linked to Team Members (in order to assign the owner/responsible person for such task)
Costs would be probably linked to Sub Projects. Under Sub Projects (as well as under Projects) you would have a rollup for getting the total budget out of one or multiple Costs records. See more on rollups fields here.

Hope this high level description helps!

Mike, Consultant @ Automatic Nation

I built a base here to get you started, and you can duplicate it to your own workspace to play around with it!

It has a Projects table where you link each project to the smaller project and the associated vendors and people:

 

Smaller projects table where you can create tasks per smaller project (not sure if you needed to also create tasks per main project though)


And in your Tasks table you can use conditional linking to only allow selection of people / vendors that you’ve already associated with the Project for this task.  As you can see below, for task associated to ‘Main project 1’, Kramer and Elaine can’t be selected as they’re associated with ‘Main project 2’, does that make sense?

Airtable also has it’s own tutorial system they call the Airtable Academy that might be worth checking out.  They have a tutorial template for a Project Management base that you might find useful: https://academy.airtable.com/quick-start-the-marketing-agency-project-management-template
 

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