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I'm using Airtable to keep updated physical therapy notes for learners in a special needs school. All PT students and I fill out a form that feeds into a table to keep the daily notes. This is all fine until trying to fill out the information for group sessions but having it feed into each learners' individual notes.

What I need to be able to do is select all the learners present in the group, fill in the general session notes (I.e. date, time, what activities the group did) and then have the form open a section for each of the learners to have an individual section to be able to write up their individual performance. This single form then needs to feed into individual records in the main database table. 

To try and make it clearer, if there are three learners in a gross motor group (child A, B and C) I need the main database to reflect the following:
For child A - the date, time and general group info, Child A's individual performance in the group but NO information related to child B and C.

At the moment this is done by having to fill out three forms with the same generic info and then different individual info which is quite time consuming and tedious. Is there a way to fill out a single form and have the data split?

If I understand you correctly, you need the following:

1) Children table - non-session specific child info
1) ChildSession table - child-specific session info
2) Sessions table - non-child specific session info

And you need a link field to link the ChildSession into a child, and another to link it to a Session.

You need two forms:
1) To record a new session, first without children
2) To record ChildSessions, where you add child-specific info.

And then, to show the general Session info as part of the ChildSession table, you need to define Lookup fields, that allow you to attach the fields of the linked table to the related record.

You can also define a Groups table for info that is the same across sessions, and keep the date, time etc. in that table.

Hope this helps 🙂

-- Best, Milan - Automable.AI Free Airtable consultation

Hey @Bel_Porto!

You might find this crazy, but...... there is no way to achieve that using Airtable native forms without clunky workaround. I submitted this exact feature request some time ago, so feel free to upvote it to get the Airtable team working on this.

However! A solution does exist: Fillout. Fillout's free plan is super generous, and it has a native integration with Airtable. By using their forms, you'll be able to create linked records.
Under your use case, you would create a form for creating a record for the Sessions table, but within it you would allow the creation of new Child Sessions (following with architecture described by @Milan_Automable).

Might sound overwhelming but it is not! Just let me know if you need any help setting this up, and we can hop on a brief call.

Mike, Consultant @ Automatic Nation 

@Bel_Porto 

Yes, as @Mike_AutomaticN pointed out above, your best bet is to use Fillout's advanced Airtable forms for this, because Fillout lets you create and edit linked records from a master form. Fillout is also 100% free.

I give a demonstration of this functionality on this Airtable podcast episode, and note that Fillout has gotten way more advanced since the time I created that podcast episode. For example, at the time of that podcast, Fillout didn’t offer editing of linked record fields, but now it does! 🙂

Hope this helps! If you’d like to hire the best Airtable consultant to help you with anything Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

While I'd third the Fillout Form recommendation, one concern if you're working in the States could potentially be HIPAA compliance. While Fillout is GDPR compliant, when I reached out to them in the fall inquiring about HIPAA (a sincere concern with my org and preventing me from advocating for further Fillout use) they said it was on the roadmap, but as far as I can tell nothing's been added on the topic since. Just something to be aware of 👍

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