15/04/2025
Project Title: Airtable Solution for Workforce Program Management
Client: Sara R. – Workforce Program Director
Overview:
Sara oversees a workforce program supporting opportunity youth. She needed a centralized, easy-to-use Airtable system to manage various operations including tasks, team scheduling, outreach, event planning, cohort tracking, and budgeting. The goal was to improve team collaboration, automate reminders, and simplify data access through a unified dashboard and calendar.
Client’s Pain Points:
Difficulty organizing and connecting different parts of the program in Airtable.
Lack of a central calendar to track events, meetings, leave, and deadlines.
Need for team-friendly task tracking with automated reminders.
No system in place to track spending, budget categories, or grant allocations.
Wanted an interface that would make sense to non-technical team members.
What I Delivered:
Custom Airtable Base Setup: Designed a centralized base with 14 interconnected tables including Tasks, Events, Team Members, Budgets, Cohorts, and Payment Requests.
Automated Notifications: Implemented automation to send reminders before task due dates, on due dates, and when tasks are overdue.
Master Calendar: Created a unified calendar view for events, deadlines, meetings, staff leave, and cohort sessions.
User-Friendly Interface: Simplified layouts, linked records, and dropdown options to make navigation intuitive for non-technical users.
Budget & Payment Tracking: Enabled tracking of expenses by category and grant allocation, plus a workflow for submitting and approving payment requests.
Data Upload & Cleanup: Imported client-provided CSV data, cleaned up inconsistent entries, and populated records across tables.
Result:
The final system is organized, scalable, and clear for all team members. Sara can now track tasks, plan events, manage cohorts, monitor budgets, and centralize documentation in one place. The automation helps ensure nothing falls through the cracks, and the interface is tailored to the client’s real-world processes.
Feedback:
“I’m so excited about how the system looks and works—it’s exactly what I envisioned but didn’t know how to build. You’ve been an amazing help!” — Sara R.
