How to create an ultimate event base in airtable

With Airtable I have helped several clients set up great event management systems, allowing them to keep track of their events’ deadlines, tasks, and main details. This guide will show you how Airtable can help you set up a great automation system, seamlessly integrated with your Google Calendar and Gmail.

Let's Create AN ULTIMATE EVENTS BASE IN AIRTABLE!

In this example I am setting up a management system for a wedding planning company. They need to do four things:

• keep track of the ongoing weddings
• know what events are coming up for each wedding
• have a system to automatically book the events in their clients’ calendars
• send themselves an email with a list of all the events for each wedding

SYSTEM STRUCTURE

The first step is setting up the three tables:

• Weddings: stores all the weddings events that the company is currently working with
• People: stores all the company’s clients with their main information
• Events: contains all the different events that must happen to prepare for each wedding

GRANULAR DATA VISUALIZATION

When creating project management systems, Airtable gives us the opportunity to produce extremely user-friendly and appealing data visualization interfaces. For example, here we can see a view showing for each wedding all its connected events.

This same interface could apply for any other kind of business structure where we have a main set of records and another set of connected ones (projects with tasks, recipes with ingredients, machines with components).

CREATING GOOGLE CALENDAR BOOKINGS

When a wedding is ready, it is useful to create the relevant google calendar invites for its events so that the timeslots are booked for the wedding couples, and we make sure that they are notified about their appointments.

Scripting can be an important asset that allows us to perform such automations. For example, thanks to the script below we can, by clicking on the “Ready for Booking” button connected to the specific wedding, flag all the connected events with the “Book in Calendly” check.

This will then trigger a simple, native Airtable automation that creates the Google Calendar event for the wedding couple.

SCRIPT TO ADD AS AN AIRTABLE SCRIPTING APP CONNECTED TO THE BUTTON

Find the script to add as an airtable scripting app connected to the button at this link on github:

Github Link

GOOGLE CALENDAR CREATION AUTOMATION

CREATING WEDDING EMAIL AUTOMATION

Aside from creating automated Google Calendar invites, another very useful feature is creating a summary email containing all the main details. This can be very to keep track of all the information.

The script above also generates an email summarizing the wedding details and listing all the events connected to that wedding. The email format could be the following, generated through an email such as the one below

POTENTIAL

This is only a demonstration of Airtable’s potential as an event management system. Together we can build personalized solutions for your specific use cases, making sure we develop intuitive, scalable solutions with, thanks to Airtable scripting, even very complex automations.

Schedule a free initial consultation to discuss your specific needs by: Clicking here