https://guide.rladies.org/global-team/airtable/index.html The R-Ladies Global team uses Airtable for a lot of internal project tracking, from the Rotating Curation on Bluesky, to Directory management, the Abstract Review programs, as well as other internal processes. This document is intended for our team members to learn some general tips about Airtable, and more project specific documentation is elsewhere. A really nice introduction to Airtable can be found on youtube. Hugo en https://guide.rladies.org/global-team/airtable/introduction/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/introduction/index.html Airtable is a powerful, flexible database tool that combines the simplicity of a spreadsheet with the advanced functionality of a relational database. It allows users to organize, store, and manage data efficiently while enabling collaboration across teams. Each base in Airtable acts as a workspace containing tables, which hold structured data similar to spreadsheets. However, unlike traditional spreadsheets, Airtable supports linked records, custom field types (such as attachments, checkboxes, and dates), and automations to streamline workflows. Users can also create forms to collect data, apply filters and views to customize how information is displayed, and set up automations to send emails, update records, or trigger actions based on predefined conditions. Whether managing projects, tracking inventory, or planning events, Airtable provides a user-friendly yet powerful way to structure and interact with data. https://guide.rladies.org/global-team/airtable/tutorial/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/tutorial/index.html Goal To understand how a project can be set up in Airtable in a convenient way to track project requests and progress. Creating linked tables We will create three tables: projects – A table to track projects. tasks – A table to list tasks for each project. We’ll link tasks to projects so each task is associated with a specific project. Step 1: Create a New Base Open Airtable and click “Add a base” (or choose an existing base). Name it “project_management”. Step 2: Create the “projects” Table In the base, rename the first table to “projects”. Set up the following columns (fields): project_name (single line text) → Primary field start_date (date field, ISO format YYYY-MM-DD) status (single select: “requested”, “not_started”, “in_progress”, “completed”, set _default value* to “requested”). Step 3: Create the “tasks” Table Click "+ Add or Import" and choose “Create empty table”. Rename it to “tasks”. Set up the following columns: task_name (single line text) → Primary field due_date (date field, ISO format YYYY-MM-DD) assigned_to (single line text or collaborator field) Step 4: Link the “tasks” Table to “projects” In the “tasks” table, click the "+" next to the last column to add a new field. Choose “Linked Record”. Select “projects” as the table to link to. Name the field “project”. ✅ Now each task can be assigned to a project! https://guide.rladies.org/global-team/airtable/global-team/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/global-team/index.html This document details the structure and functionality of the “Global Team overview” Airtable base, which serves as a central hub for managing information about the R-Ladies Global team members, their roles, and contact details. graph TD A[Members Table] -->|linked record| B[Teams Table] B -->|linked record| D[Repositories Table] C[Team emails Table] -->|linked record| B A -->|Automation| F[Retire member] F -->|creates record| E[Alumni Table] F -->|sends notification| G[Slack Channel] Data (Tables and Views) The “Global Team overview” base is organized into several tables, each containing specific fields to manage different aspects of the team. https://guide.rladies.org/global-team/airtable/directory/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/directory/index.html This document details the structure and functionality of the “Directory” Airtable base, which serves as the backend for the R-Ladies speaker directory. It utilizes a single table populated by a single form to manage the addition, updating, and deletion of speaker entries. graph TD C[Submission Form] --> |form for submissions| A[submissions Table] A --> |pulls data| D[GitHub Action] Data (Tables and Views) The “Directory” base consists of a single table named “submissions” which stores all the data related to speaker directory entries and requests. https://guide.rladies.org/global-team/airtable/mentoring/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/mentoring/index.html This document details the structure and functionality of the “mentoring” Airtable base, used to manage the R-Ladies mentoring program. It involves two tables, populated by two forms, and includes Slack notifications for new submissions. graph TD A[Interest Form submission] --> B[Interest Table] B --> E[Slack Notification Interest] D[Feedback Form submission] --> C[Feedback Table] C --> F[Slack Notification Feedback] Data (Tables and Views) The “mentoring” base contains two tables: “interest” and “feedback”. https://guide.rladies.org/global-team/airtable/global-team-volunteering/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/global-team-volunteering/index.html This document details the structure and functionality of the “Global Team Volunteering” Airtable base, used to manage applications from prospective new team members. It involves four tables, with application submissions managed through a form and their review tracked internally. The base also features an interface displaying team vacancies. graph TD A[Global Team Overview] --> |synced| B[Leadership Table] A --> |synced| E[Vacancies Table] D[Applications Table] --> |linked| C[Review Table] H[Form] --> |submit| D E --> H E --> F[Interface] D --> I[Slack Notification] I --> J[Email Notification] J --> |Create Review Record| C Data (Tables and Views) The “Global Team Volunteering” base contains four tables: “Leadership”, “Review”, “Applications”, and “Vacancies”. https://guide.rladies.org/global-team/airtable/youtube/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/youtube/index.html This document details the structure and functionality of the “youtube” Airtable base, used to manage requests for adding content to the R-Ladies YouTube channel. It utilizes a single table populated by a single form. graph TD C[Form Submission] --> |submit| B[Submission Table] B --> |Add language| B B --> F[Notify Slack] Data (Tables and Views) The “youtube” base contains a single table named “submission_table” which stores all the submitted requests for YouTube content. https://guide.rladies.org/global-team/airtable/abstract-review/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/abstract-review/index.html This document details the updated structure and functionality of the “abstract review” Airtable base, used to manage requests for abstract reviews and the team of volunteers who provide the reviews. It now utilizes a central “tasks” table to manage the review workload, linking abstracts and volunteers. The base involves two tables, each populated by a dedicated form, and includes updated automations. graph TD A[volunteer table] C[abstracts Table] D[tasks Table] E[Join the R-Ladies Abstract Review Team Form] --> |populates| C C --> |links to| D A --> |links to| D G[Volunteer Form] --> H[Volunteer Notify Slack] G --> A J[Check Stale Requests] E --> |notify| K[Slack] K --> L[Email] Data (Tables and Views) The “abstract review” base contains three key tables: “volunteers”, “abstracts”, and “tasks”. https://guide.rladies.org/global-team/airtable/community-slack/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/community-slack/index.html This document details the structure and functionality of the “Community slack invites” Airtable base, used to manage requests for invitations to the R-Ladies community Slack workspace. It utilizes a single table populated by a single form to screen potential members. graph TD B[Community Slack Table] C[Slack Invite Request Form] --> |submit| B C --> E[Send Confirmations] E --> |Notify| F[Slack - #team-community_slack] E --> |Send| G[Email] Data (Tables and Views) The “Community slack invites” base contains a single table named “Community slack” which stores information about individuals requesting access to the community Slack workspace. https://guide.rladies.org/global-team/airtable/api/index.html Mon, 01 Jan 0001 00:00:00 +0000 https://guide.rladies.org/global-team/airtable/api/index.html Airtable provides a powerful API that allows for programmatic access to your Airtable bases. This is particularly useful for automating tasks, integrating with other applications, or building custom workflows. Getting Started with the Airtable API To use the Airtable API, follow these steps: Login with the R-Ladies Airtable account: Use the credentials provided in the R-Ladies 1password vault “Shared”. Get Your API Personal Acces Token: Go to the Airatable token creation page. You will see several other tokens listed there, but you need to create a new one specifically for your project. If there is another token name that seems appropriate, you can use that instead of creating a new one. Search in 1password for the token name to see if it already exists. Please do not alter or delete any existing tokens unless you are sure they are no longer needed by other Global team members. Click on “Create a token” and follow the instructions. Save the token in 1password: Store the newly created token in the R-Ladies 1password vault for your team for future reference. Ensure that you do not share this token publicly as it provides access to your Airtable bases. Find Your Base ID: Open your base in Airtable. Click on the “Help” button in the top right corner and select “API documentation”. The Base ID will be displayed at the top of the documentation page. Use the API: You can now use the Airtable API with your Base ID and Personal Access Token. The API documentation provides detailed information on how to interact with your base, including creating, reading, updating, and deleting records. There is also an R-package called airtabler that provides an interface to the Airtable API, making it easier to work with Airtable data in R.