Before I make too many trial and error mistakes, can you help me with a base design for the following:
Over the coming year we will have over 400 residents do rotations in our emergency department. There are 13 different rotation blocks (each 4 weeks). There are multiple levels of learners (Medical Students, Juniors, Senior, Fellows) and four different schedules (Medical students, Juniors, Seniors) (Some Fellows get scheduled as juniors, others as seniors). Some learners are CORE and others are here as electives. Some will work only one block - others will work multiple blocks - not always consecutively.
We will fill in the following information on the initial Table: Name, email, level, schedule, and Blocks that they are assigned to.
Block Design Question:
Would it make sense to have one learner request table where they choose the block and enter their requests? Or have 13 additional tables for each block?
Can we set up an individualized URL that they can get emailed on submission in case they need to change their requests on the same record?
Additional Integration Suggestions
We want to ask them a few more standard demographic questions that we don’t receive automatically. We want to send them a summary email on form submission that includes a URL so that they can then go back and change if the details change in the future (e.g. cell phone, prefered email etc.). Is this doable from within AirTable and will it allow us to change the original record rather than to add a new record for the same person? [ If this doesn’t work, we would do this with JotForm and then feed it back as an integration - but ideal to stay using airtable as I believe that just makes a new record after each submission. We would prefer to update the same record rather than add a new record]
We would like to set up a process that 6 weeks prior to their assigned rotation block, they get an automatic email - either to fill in our update their additional demographics (i.e from #1). Once they submit that, they would be redirected to a second form to input schedule requests - then to be redirected to an external hospital email for the required hospital process? After submitting their schedule requests they would get an automatic email summarizing them and an URL that they can go back to update (up until a certain date).
I am interested in people’s favoured integrations for sending the emails (and/or text message).
Thanks for your suggestions.