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Hello Airtable community,

This is my first Airtable project having previously used Trello and Monday.com.

I am looking to create a project management tool with standard features (client, contact, team member, project, etc).  

Where I am getting stuck when mapping out/setting up is:

  1. Projects are to have a start and end date (proposed) or a timeline that can be changed depending on progress on-site. This ideally will have subitems as stages or tasks. I see this as quite straight forward.
  2. Team members will be assigned to a project, which can change daily. For example: Team member 1 works on Project 1 next week, however on the following week we need team member 1 on project 2 for 2 days, then back to project 1. 
  3. Equipment/machinery TO be treated similar to team members or as items? So they can also be allocated to a project for differing times.

With the above in mind, my boss would like to continue sending out a daily (or weekly) schedule showing who is where on what day and what equipment needs to be moved. This schedule also includes team members who are doing a “yard start” to pick up a truck or similar. 

 

I am able to create the majority of the project however cannot get past how to allocate team members to different projects on different days. We currently use smartsheet for long term project planning, trello for daily schedule and various other platforms which I believe a single Airtable set-up can replace (making life far simpler).

 

Appreciate any input or ideas on the possibility of the above, please let me know if it does not make sense…

 

Cheers all

 

Nick T

 

 

First, sending out a weekly schedule email when things change daily is a little much.  But users will use I guess! 😅

 

To allocate different team members on different days you might try a new table Allocation which has a user field per workday you want to track and linked back to the project you are tracking for that work week as well as date fields for the work week start and end, if needed add a number field to the Project table for total hours needed per week.  Be sure to add a number field in the Users table for work week capacity (in hours) Then add the users to each day, use lookup fields from project needed capacity and rollup all the assigned users weekly capacity to compare workload vs capacity, easy to reassign to keep the numbers in balance.  Another thing we do when developing these kinds of builds is track holidays and days off and subtract those hours from the users available capacity per week for more accurate projections.

 

Then add a timeline view in your interface of the allocation table grouped by the project and showing the people records on the days.  You should be able to drag them around to different days and projects and it will adjust the records accordingly.  You can also add some metrics to the groupings bars.

Thanks ​@garebear for the detailed response, greatly appreciated.

 

I think I understand what you are referring to however if you had a screenshot of the workdays for each team member it would be very helpful.

 

 

 

It feels like you’d need a table where each record represented a single day for a single person, and that way you’d be able to link that record to the project they’re working on for that day, and I’ve set it up here for you to check out!

 

Your resulting automation would look something like this:

And here’s the email:

 

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