Structuring Workshop Management Workflow in Airtable

[kylenicolef]

Hi everyone,

I’m working on building a workflow in Airtable to manage workshop details, attendance, and evaluations. I’d love to confirm if the following features are possible within Airtable and get tips on how to set them up:

1. Workshop Details Integration:

   • Each workshop has its own linked records with two tabs: an Attendance Sheet and an Evaluation Sheet.
   • In the Attendance and Evaluation tabs, I want a dropdown column labeled "Workshop" where I can select the specific workshop. Selecting a workshop here should link it directly to its associated records.

2. Participant Records:

   • When I click on a participant's record, I want to see:
     • The workshops they’ve attended.
     • Their survey responses for each workshop, automatically populated into the corresponding questions in the Evaluation Sheet tab.

3. Access Control for Team Members:

   • I need two team members to only access their individual inputs.
   • My account should have full access to merge all their inputs into a consolidated view while tagging each input with the team member responsible.

4. Automated Reminders:

   • I want automated notifications or reminders within Airtable to prompt team members when they’re due to enter certain activity information.

Questions:

• Are all these features possible in Airtable?
• If so, what’s the best way to structure my base to achieve this?
• Are there specific techniques or settings I should use for access control and automation?

[TheTimeSavingCo]

re: Are all these features possible in Airtable?

Yeap!

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re: If so, what’s the best way to structure my base to achieve this?

I'd suggest having the following tables:
1. Workshops
2. Participants
3. Attendance - Linked to Workshops and Participants
4. Evaluation - Linked to Attendance

That way you could add a lookup field to the Evaluation table to see the workshop value of the linked Attendance record

This would also allow you to click into a Participant to see which workshops they've attended, as well as all their survey responses.  For displaying the responses, I'd suggest creating a rollup field in Attendance to format all the responses for each attendance, and then rolling that up into Participant again

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re: Are there specific techniques or settings I should use for access control and automation?

Hmm for the access control, just out Interfaces which'll let you filter records by the logged in user https://www.airtable.com/guides/collaborate/getting-started-with-interface-designer.  How you structure this is going to depend on your workflows though.  You mention you only want them to have access to their individual inputs, so perhaps that entails creating an Interface where the 'Created by' value is the logged in user or something

For the automation reminders, try creating formula fields that will help you calculate when the alert needs to be sent out using DATEADD(), and then make your automations trigger off of that!

[VikasVimal]

I've built one that's very similar. 
It has a Workshops table, a Workshop Registrations (+ attendance) table, and a few more tables. It pulls registration and attendance data directly from Zoom.

You're thinking more in terms of interfaces rather than base design. It is certainly possible using Interfaces. Although beware that Airtable interfaces aren't very customisable.

You need the Workshop table, the registrations table, the evaluation table and that's it. You can also use the RECORD CREATED BY field to filter the records for each of your team members, while having a separate view to see all the records.

[kylenicolef]

Thank you for the detailed suggestion! I love the structure you've laid out. I have a follow-up question: How can I link the Participants to the Workshops in a way that I can automatically calculate and display the total number of participants for each workshop?

Specifically, I'd like to ensure that:

• When I add participants and tag them to a workshop in the Participants table/form, the total participant count for that workshop is updated automatically and displayed in a specific cell/field in the Workshops table.

Could you guide me on how to set up these links and calculations?

Thanks in advance for your help!

[kylenicolef]

Thank you for the tips and the link to the Interface Designer guide! I’ve added the Created by field as you suggested, but I’m unsure how to ensure that the other two team members can’t see each other’s workshops or data submissions in the grid view or form/table.

I’d like to restrict visibility so that each team member can only access and view:

1. The workshops they’ve created or been assigned to.
2. The data they’ve submitted in the grid or through the form/table.

Could you provide more details on how to structure this with Interfaces or filters? I’d also like to maintain my ability as an admin to view all workshops and submissions.

Thanks so much for your help!

[TheTimeSavingCo]

re: How can I link the Participants to the Workshops in a way that I can automatically calculate and display the total number of participants for each workshop?

Hmm, I think I'd create a link between the Participants and Workshops table for this

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re: I’m unsure how to ensure that the other two team members can’t see each other’s workshops or data submissions in the grid view or form/table.

In the interface, try filtering by the 'Current user':