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Workshop and Evaluation Management System Inquiry

K
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We are working on a system to track workshops and evaluations effectively. Below are the key requirements and questions we need assistance with:

  1. Subcontractor Logins and Interface:

    • Can we create a solo interface for each subcontractor where they can access their specific data?
    • Additionally, we need a combined interface for all subcontractors for overall reporting.

  2. Workshop Tracking:

    • Each subcontractor needs to track how many workshops they have completed against their target (e.g., a target of 15 workshops, showing progress such as 7 out of 15).
    • Data source: Workshop location.

  3. Evaluation Tracking:

    • Evaluations should be directly linked to their respective workshops.
    • The system should provide a dashboard combining all evaluations, showing:
      • Total ratings (national level).
      • Ratings per region.
      • Ratings per subcontractor.
    • Can the dashboard also track attendance and display just the total count of attendees?

  4. Activity Records:

    • Create a form and grid view for tracking activities.
    • Add a reminder feature on the dashboard to notify subcontractors if they are falling short of their workshop targets.

  5. Reporting:

    • Clarify if it’s possible to:
      • Create individual interfaces or pages for each subcontractor visible only to them.
      • Merge individual interfaces into one for consolidated reporting.

  6. Data Integration:

    • Can evaluations, workshop data, and attendance records be seamlessly integrated into one system or dashboard?

  7. Airtable Feasibility:

    • Can all the above requirements be achieved in Airtable?
    • If yes, would you be able to assist us in setting this up and configuring the system to meet our needs?

Please share any recommendations or tools that could help achieve these functionalities. Suggestions for systems with user-friendly interfaces and strong reporting features are highly appreciated.

3 replies

ScottWorld
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  • ScottWorld
  • Brainy
  • 8805 replies
  • January 13, 2025

Yes, all of this is a perfect fit for Airtable. If you’d like to hire an expert Airtable consultant to help you with anything Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld 

ATSolutionist
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  • ATSolutionist
  • Participating Frequently
  • 20 replies
  • January 14, 2025

Hi there! Yes to all of the above. I’ve set up a conference management system where individual sponsors have dashboards to see results that show overall performance, and per event. Plus the conference organizer has overall reporting screens. I’ve utilized similar approaches for nomination tracking and scoring.

A formula and relational roll-up fields can be configured as a solution to tracking progress, and you could optimize the workflow with automation that provides status to activity progress and even an email automation (or slack) to send them reminders.

I am open to working with you to build a solution that fits your needs. You can email me at info@consultasolutionist.com or direct message me. Two questions we can open the conversation with are:

  • How many total sub-contractors will need dashboards?(Each ‘Interface’ can only have 50 total pages inside of it -typically we overcome this by separating interfaces by managers.)

  • Do you want the sub-contractors to directly interact with the interface? (Sub-Contractors would have to be added to your current Airtable plan, but I have experience setting up read only dashboards where viewers still have some restricted editing access by utilizing prefilled - forms and automations.)

Hope to hear from you soon!

Katelyninfo@consultasolutionist.com
TheTimeSavingCo
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Can we create a solo interface for each subcontractor where they can access their specific data? 

Yeap, assuming the Interface layout is the same for each subcontractor, you'd just get them to create Airtable accounts and filter it by 'Current user'

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Can the dashboard also track attendance and display just the total count of attendees?

Yeap.  Depending on how your data's structured you may need to massage the data a bit to get it into the format the dashboard expects though

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Can evaluations, workshop data, and attendance records be seamlessly integrated into one system or dashboard?

Should be fine, yeah.  Same caveat about massaging the data applies though, so while it could be seamless it could also need more work

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Can all the above requirements be achieved in Airtable?

Should be fine, yeap!

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If yes, would you be able to assist us in setting this up and configuring the system to meet our needs?

I'd be happy to help with this!  We'd take a look at this together to see if we could handle it all within Airtable, and if not we'd integrate third party tools as needed, for example automating PDF creation for the invoices to the subcontractors and logging them within QBO or the accounting software of your choice

I'm pretty active on the forums so you can get a grasp of how I work from my activity here as well as some reviews, and I've got a bunch of example projects that you can find here!

If you think I could help, here's a link to schedule a free half hour call to see if we're a good fit!

Best of luck either way!
Adam, Consultant @ thetimesaving.company

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