Agency replacing spreadsheets with Airtable
A 15-person creative agency tracking projects across 6 sheets needs a unified Airtable base linking clients, projects, deliverables, and team capacity.
Database Design & Setup
Tier 3 · Web & Digital · $500 · 15–20 hrs · 14 day turnaround
Listed price is the project base price. A 3% payment processing fee is added at checkout. The full total is charged upfront when you place your order.
Design and set up a database schema with documentation using Airtable, Notion, or Google Sheets for business operations.
You'll receive a fully designed and configured database that replaces your scattered spreadsheets or paper records with a structured, queryable system. The student will design a schema matched to your business workflows, set up the database in your chosen tool, and provide documentation so your team can immediately start entering and retrieving data without confusion.
Deliverables
- Database schema design
- Configured database
- User documentation
- Data entry guide
What's included
- Schema design
- Setup and configuration
- Documentation
- Sample data
Not included
- Custom software
- API integrations
- Ongoing data management
What you'll get
A description of what you track (e.g., 'client contacts, project timelines, invoice status'), existing data if you have it (spreadsheets, Google Sheets, or even a written list), and the 3–5 key fields or categories you need. If you have sample data in any format—CSV, Excel, PDF exports, typed notes—include that too.
The student maps your business process to a normalized schema, creates tables or bases with proper field types (text, dates, numbers, links between records), configures views or filters for common tasks, inputs your sample data to test the structure, and revises the schema if your workflow requires adjustments.
A configured database in Airtable, Notion, or Google Sheets (your choice); a one-page schema diagram showing tables, fields, and relationships; a setup guide explaining each table's purpose and field types; and a step-by-step data-entry checklist your team can follow immediately.
Payment stays held until you confirm the database is structured correctly, your sample data loads without errors, and the documentation is clear enough for your team to use independently.
Common use cases
Nonprofit volunteer-management system
A nonprofit needs an Airtable base linking volunteers, events, hours, certifications, and email templates so the volunteer coordinator stops working in 4 tools.
Real-estate investor property database
A real-estate investor with 14 doors needs a Notion-based property database linking units, tenants, leases, maintenance tickets, and monthly P&L.
Consulting firm tracking billable hours and project deliverables
A small consulting team needs to log which team member worked on each project phase, track deliverable status, and generate monthly billing records. The student designs a database that links consultants to projects, logs hours by task type, and auto-calculates billable amounts, so the owner can run a report and invoice clients without manual math.
E-commerce seller managing inventory across multiple sales channels
An online seller uses three platforms (Shopify, Facebook, eBay) and loses track of stock levels. The student builds a master inventory table that tracks SKU, current stock, cost, and selling price, with views filtered by channel so the seller can see which products are oversold and where stock needs restocking.
Service business scheduling and client follow-ups
A photographer or fitness coach needs to track client bookings, completion dates, and when to send follow-up emails. The student creates a calendar-linked database with fields for client contact info, service date, status, and next-action date, so nothing falls through the cracks and outreach is systematic.
Frequently asked questions
Can the student transfer my existing data from an old spreadsheet or system into the new database, or do I have to re-enter everything?
Yes—if you provide your existing data as a CSV, Excel file, or clean export, the student will map it to the new schema and load it in. Expect the student to spend time cleaning inconsistent formatting (e.g., mixed date formats or spelling variations) so the import is accurate.
What if I realize mid-project that I need an extra table or field I didn't mention upfront?
The student can add minor fields or a small additional table without scope creep, but significant structural changes may require a revision request or extend the timeline. Flag major gaps early so the PM can adjust the plan.
Does the student set up user permissions or access controls so only certain team members can edit certain records?
No—the project delivers a functional database, but user-access management and row-level permissions are beyond scope. The student can show you where to configure those features in Airtable or Notion, but won't set them up for you.
I have 50,000+ historical records to import. Is that feasible?
Airtable's free tier caps at 1,200 rows per table, and Notion's performance degrades with very large datasets. If you have more than 5,000–10,000 records, discuss your tool choice and data volume with the PM before accepting the project, as the student may recommend a different approach.
Can the database pull in live data from my website or connect to my email to auto-log client interactions?
No—custom integrations and API connections are out of scope. The student will set up the schema and manual entry system only. You can add Zapier or native automation later if your tool supports it.
Ready to get your project started?
Select a scope and let your Shamrck PM handle the rest. Pay the full total upfront at checkout, then review and approve the completed deliverable. Approval does not trigger a new charge.
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