Airtable Project Management Expert Australia

[fionaeye]

We're looking for expert help to setup our Airtable project management.  We're familiar with MS Project & need to be able to:

- have projects with tasks which have sub-tasks
- have a visual representation showing projects with indented tasks & indented sub-tasks & gantt style coloured bars showing dependencies
- be resource-driven rather than task-driven  (having editable calendars for resources to support this)
- we'd like to be able to generate task to-do lists from the tables/base (could be kanban or some other style)
- would be ideal to get also get help on creating a dashboard or app for team members to update info

We've got so far with setting up tables, but the illogical nature of db project management has us stumped & we're wasting time trying to decipher tutorials & help text, so we need expert help.

[dilipborad]

Hello @fionaeye,
It's a great choice to use Airtable for project management.

As you've explain multiple things at here all of these things are possible like linking tables, calendar, gantt, kanban except  "indented sub-tasks".
Till now airtable has not supported specific subtasks within a task which is exactly what we are using with different project management tools.
These are use cases for sub-tasks if you go with Airtable.
⇒ You can still use that table linking features like Projects → Tasks → Sub-Tasks. But it does not work exactly as you intended.
⇒ Another thing is you can use the Rich Text field with checkboxes in the Task table as Sub-Tasks. https://support.airtable.com/docs/using-rich-text-with-airtable#markdown-rich-text-output-in-airtabl...

Airtable is the best option because of its UI, optimization and large user base.

Other platforms to check for subtasks support natively.
SmartSuite: 1) https://www.smartsuite.com/blog/the-different-ways-to-represent-subtasks-in-smartsuite
2) https://help.smartsuite.com/en/articles/4616781-sub-items-field
Clickup: https://help.clickup.com/hc/en-us/articles/6309825777943-Intro-to-subtasks
Monday: https://support.monday.com/hc/en-us/articles/360011905480-All-about-subitems
👍

[TheTimeSavingCo]

Hi @fionaeye, I'd be happy to help with this, and we've got a fair amount of timezone overlap as I'm in +8!

For the tasks/subtasks with the editable calendars, it might be possible to achieve this with date dependencies and massaging the data to get it to work the way you want but it's really going to come down to what your organizations workflows are.  For example, here's something you can get using a single select field to group stuff, and that select field might be populated with an automation:

This might not work for you if you're used to seeing "Tasks" in this view, and so we'd need to discuss how you'd like to use it and see what we can do!

For the to-do lists, check out record templates as you might find that easier to use than a table with templated tasks!

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!

[Pello]

Hi @fionaeye ,

We’d be happy to assist with your Airtable project management setup. As an Airtable Gold Partner, Moonland specializes in transforming complex project requirements into intuitive, streamlined solutions on Airtable. It sounds like you’re looking for a structure that’s both visually intuitive and resource-driven, with advanced task and sub-task management, Gantt visualization, and to-do list functionality, all tailored to align with your team’s workflows.

Here’s what we can help you with:

• Multi-Level Task Hierarchy: Setting up projects with indented tasks and sub-tasks, along with Gantt-style views that make dependencies clear and manageable.
• Resource Management: Implementing resource-driven scheduling with editable calendars, allowing easy visualization of availability and allocation.
• Actionable Task Lists: Creating task to-do lists in Kanban or other formats that provide team members with a clear, prioritized view of tasks.
• Custom Dashboards & Apps: Designing an interactive dashboard or app where team members can easily update project information and track progress.

If you’d like to discuss this in more detail, feel free to book a discovery call here: https://calendly.com/pello-mugicagonzalez. We’d be happy to explore how we can tailor Airtable to meet your needs!

Cheers, Pello

[Sachin_191]

Hey @fionaeye 

For your Airtable project management setup, I suggest structuring your base to support resource-driven planning and task dependencies seamlessly. We’ll create tables for projects, tasks, and resources, with specific fields to allow task hierarchies and sub-tasks. To visualize dependencies and track progress effectively, we’ll enable a Gantt view with colored bars to display dependencies, and set up custom views like indented tasks within projects. For team collaboration, I’ll design a resource calendar that shows task allocation and allows direct edits for flexibility in scheduling.

we can set up a dashboard where team members can update tasks and view project progress. This will also include to-do list generation, either as a Kanban or list format, to give your team quick, clear updates on what’s needed next.