EVENT PRODUCTION | Project mgmt

Greetings!

My name is Kyle, and I personally built an Airtable system from scratch that handles exactly what you’ve described for a Fortune 50 company. It combines many different workflows that previously were all separate, as well as add tracking, finances, crew, equipment, as well as content and details for each project. It was designed around ease of use, while capturing as much relevant data as possible for Live Events, Video Productions, Graphics, and Digital Experiences with the goal of producing actionable data  and insights.

I myself am considered a “Producer” for Live Events and Webcasts at my company. My Airtable build journey began close to when I was first introduced to the role of putting together and planning large scale live events and webcasts. The existing system was not intuitive, and provided little to no support in the way of planning and managing my schedule.

Since the system came into operation, we’ve incorporated a request system, which is tied into a billing tracking system, that auto-generates projects and adds to the production schedule based on the type of content being requested. Producers and production managers can then add crew and equipment, alongside additional client contacts and remote locations that may be in use. It positions the project managers and “producers” to quickly and easily plan their details and gather content to easily deliver the best possible experience.

This system did not come about overnight, and required me personally immersing myself in the pre-existing workflows and operations of the other groups, in order to build them something that was similar, yet easier and more informative, to help adoption onto the platform. I worked with various individuals from each department, and gathered feedback to build the system that is now in place

The 40+ number of users strictly use interfaces to provide a simple experience designed around ease of use, and simple repeatable actions.

Due to the nature of the project that I’ve built, I cannot share any data from it, however, I can share the layouts and speak to the overall structure if that would be acceptible!

Hey Gregg!
I'm very interested in this Airtable Architect role for TAS PRO. I understand the critical mandate: building a friction-free "Project Bible" that achieves high user adoption across your diverse stakeholder circle, not just technical soundness.

I have extensive experience designing complex Airtable systems with multi-stakeholder interfaces that prioritize ease of use over grid-based views. I understand that user adoption is the primary KPI and that stakeholder friction kills even the most technically sound systems. I'm proficient in Airtable Interface Designer, building bespoke apps for different user groups (producers, creative teams, production managers, vendors) with role-specific views and workflows. I have strong automation expertise with Make.com, Zapier, and cross-platform syncing (Slack, Google Drive, DocuSign, etc.) to reduce manual data entry and improve velocity. I approach projects with a systems thinking mindset, translating complex operational workflows into intuitive digital ecosystems.

My Approach to Phase 1: Discovery & Architecture:
I'll conduct open-ended deep-dive interviews with you to download your 30+ years of operational methodology and understand the nuances of live event production workflows. I'll audit the Lightspace base to diagnose past UI/UX failures and identify specific friction points that limited stakeholder adoption. I'll deliver a comprehensive Entity Relationship Diagram (ERD), Interface Wireframes for each stakeholder group designed for friction-free interaction, and a Fixed-Fee Proposal for Phase 2 build with clear scope, timeline, and deliverables.

Understanding User Friction:
I recognize that your riggers, creative leads, and clients need visual, intuitive interfaces—not spreadsheets. Producers/clients need high-level budget health and milestone dashboards. Creative teams need visual galleries and build notes. Production managers need granular task lists and delta-tracking with minimal clicks. Vendors and HR need automated onboarding and procurement pipelines that reduce administrative burden.

Portfolio & Next Steps:
 Book a discovery call: Calendly
 View my portfolio and reviews: Upwork
I don't have a publicly shareable base walkthrough due to client confidentiality, but I'm happy to create a sample Interface Demo during Phase 1 Discovery to demonstrate my approach to solving user friction in your specific context.

Compensation:
I'm open to negotiating Phase 1 Discovery & Architecture flat-fee and Phase 2 Fixed-Fee Build based on scope. My typical range for Phase 1 Discovery (deep-dive interviews, legacy audit, ERD, wireframes, proposal) is $2,000-3,000 depending on complexity and timeline.
I'm ready to build the digital rigging for TAS PRO's complex productions. Let's connect!
Best,

Taiwo

Apologies Gregg, if you would like to meet about next steps, you can reach me at kyler@enrichedmediaenterprises.com

thanks!

Hi Gregg,

I’ve reviewed the mission for the "Project Bible," and I fully align with your "Measure Twice, Cut Once" philosophy. I understand that for a $10M production, a technically sound base is a failure if a Creative Lead or Rigger finds it cumbersome to use.

My goal is to turn your 30+ years of methodology into a high-velocity digital ecosystem that feels like a bespoke app, not a spreadsheet.

How I will approach the Critical Mandate (User Adoption):

• Interface-First Design: I don't build in Grid views. I build custom, role-based Airtable Interfaces tailored to each stakeholder—from high-level budget dashboards for Producers to friction-free task lists for Production Managers.

• Legacy Audit & Simplification: I will analyze the "Lightscape" base to identify exactly where users got stuck and re-engineer the UX to ensure 100% adoption.

• Complex Logic, Simple UI: I use Custom Scripting and Make.com to handle the heavy lifting (CA Compliance, procurement pipelines, delta-tracking) behind the scenes, keeping the front-end clean and intuitive.

Why I’m the right fit for Phase 1 (Discovery):

• Systems Thinker: I have extensive experience working with US startups, translating complex operational workflows into scalable ERDs and wireframes.

• Production-Ready: I understand the "velocity" required in live events. If the system isn't fast, it’s in the way.

• Automation Expert: Proficient in syncing Airtable with Slack, Google Drive, and DocuSign to create a seamless source of truth.

Portfolio: https://mikedevai.netlify.app/

Telegram: @hely_chatbots

Hi I’m Brandon. What stands out to me here is that you already know where the last system failed. Lightscape was technically workable but lost people at the point of daily use. That is the right problem to focus on. If riggers, PMs, creative leads, and clients do not trust the interface or cannot move fast inside it, the architecture does not matter. I would approach this as an adoption-first system design engagement, with Airtable as the operational engine and Interface Designer as the user-facing layer each group actually experiences.

• I would start with Gregg, not the base. The first risk here is building around tables before extracting the operational model behind how TAS PRO actually budgets, staffs, tracks changes, and moves a production from concept to execution.

• Second, I would audit the Lightscape base in detail to identify exactly where friction showed up: too many clicks, poor visibility, wrong fields at the wrong time, unclear record ownership, weak handoffs, or views that forced people to think like database users instead of production users.

• Before proposing any rebuild, I would map the real system entities and relationships across projects, budgets, phases, labor, rehearsal notes, rigging logs, vendors, onboarding, compliance, procurement, and client-facing milestones so the foundation is stable before interface work begins.

• I would separate source-of-truth structure from user experience. Airtable tables can stay rigorous in the backend, while producers, PMs, creative leads, vendors, and clients each get their own purpose-built interface with only the fields, actions, and dashboards relevant to them.

• For producers and clients, I would prioritize milestone status, budget health, approvals, and high-level delivery visibility so they are not digging through operational noise to answer simple questions.

• For creative teams, I would design visual-first interfaces around galleries, rehearsal notes, revisions, and build context, because a spreadsheet-style experience is the wrong fit for teams working from creative artifacts and evolving production details.

• For production managers, I would build task and log interfaces around delta tracking, labor changes, task ownership, and field-level updates so the system reflects how production problems are actually managed in real time.

• For vendors and HR, I would structure onboarding and procurement as controlled pipelines with automation around status movement, compliance collection, document routing, and alerts so those workflows do not become email-driven chaos again.

• I would define where automation belongs and where it does not. Slack, Google Drive, DocuSign, Make, and Zapier should reduce repetitive coordination and document chasing, but they should not become a patchwork that hides ownership or introduces sync ambiguity.

• I would wire the build around permissioned simplicity. Each role should see only what they need, know exactly what action comes next, and never have to understand the backend model to do their job.

• I would make Phase 1 produce a real blueprint, not vague discovery notes: a clean ERD, interface-level wireframes, workflow maps, automation plan, permission model, and a fixed-fee Phase 2 build proposal based on actual system complexity.

• I would also flag early which parts of the build should stay in Airtable and which parts may eventually need to live outside it if volume, permission complexity, external stakeholder access, or reporting depth start pushing beyond what Airtable handles cleanly.

A few relevant examples from my background:

PrimeCare Compliance Platform (primecareathome.com)
This was a multi-role operations platform for a home care agency where paper files, manual tracking, and inspection prep created constant friction and operational risk. I personally led the system structure, role-based workflows, staged onboarding logic, audit-ready record organization, status visibility, and the interface decisions that made the system usable for admin, HR, compliance, and external review.

Background Screening SaaS Platform Modernization (https://stage.drugscreening-fe.testyourapp.online/)
This involved replacing fragmented workflows around a legacy operational system with a structured multi-user platform used by internal teams and external stakeholders. I personally handled the system architecture, workflow design, role segmentation, validation logic, and phased modernization approach so users could work faster without breaking the underlying business process.

YacDaddy Operations Platform yacdaddy.com
This project consolidated disconnected tools into one system for project management, photo documentation, access control, and operational coordination. I personally worked on the architecture and workflow structure that reduced tool sprawl and made day-to-day execution simpler for different user groups with very different needs.

I would be glad to get on a call and talk through how you want the Project Bible to function at the interface level, not just the data level.

A few questions I would want to clarify right away:

• How many distinct user groups need their own dedicated Airtable Interfaces on day one?

• Is Lightscape failing more because of data structure, interface friction, weak permissions, or broken workflow handoffs?

• Do you expect vendors and clients to work directly inside Airtable Interfaces, or should some of that interaction happen through external forms, automations, or controlled portals?

• What are the highest-friction production workflows today: budget changes, labor delta tracking, rehearsal notes, procurement, onboarding, or cross-team communication?

• Is Phase 1 meant to end with architecture only, or do you expect a working prototype interface for one or two core user groups before the fixed-fee Phase 2 proposal is finalized?

Brandon 

501-733-1465

brandon@bluegrass-media.com

thesaasmasters.com