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!

---

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

---

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!