I've recently learned of Airtable and think this is a great platform to use for my real estate business! I'm currently using google forms to send prospects a questionnaire or their criteria....is it possible to import or upload the information filled out by the prospect into the Airtable form you had mentioned using and entering info in when speaking with the prospect?
In the beginning of the video, you mention a zap to get client data into the CRM, but I don't see the link to that video anywhere. Can you share please?
Amazing! - I tried doing exactly the same, but I cannot make the "consultation" field on the contacts table to auto populate after creating a new record in the Consultations table using the url to a form.
Hey Gareth, thank you for this excellent video. One Q - I'm having trouble with Pipeline View > Last Spoke (Rollup Formula) > what is the Aggregation formula to get that 'Last Spoke' date to automatically update? I currently have "CONCATENATE(values)" as the aggregate formula but the data comes horribly (2021-05-12T11:02:12.000Z2021-05-12T11:12:53.000Z". Any help is greatly appreciated. Thanks!
Hi Christopher! Sorry to say but this video is so old I don't have the template saved any longer. However, to fix your date outputs, wrap them in Datetime_Format(). Airtable has a bunch of support docs on their website about how to use this formula. My personal preference is lowercase L format (M/D/YYYY)
Gareth, your videos are amazing. The thing I seem to struggle with is when to put things in the same base and when not to. I now got one big base called CRM which has my contact, projects, time table, social stats, financial stats, my freelancer hours (so the hours my freelancers work for me).. and much more. And I am not sure that actually makes any sense :) But each time I start a new base I remember that its better to keep stuff together. Do you have any tips for that?
Hey Natalie! Sorry for the delayed reply here! As you elude to, as a general rule I try to keep everything in one base whenever possible. The key to this is the fact that insights can't be easily gleaned from disconnected data. That is, if you have data living in different bases, you can't easily discern any analysis from said data. For example, let's suppose you were tracking your ad-spend, ad conversions, and client conversions. If you had ad-spend and ad conversions in one base, you could easily determine the effectiveness on your ads over a given period of time within Airtable (i.e. CPA, CPL, etc.). However, If you kept your client conversion data in another base, you'd have a difficult time determining your client acquisition cost (CAC) because it wouldn't be connected to your ad-spend and ad conversion data. There's definitely an element of 'art' as well as 'science' to optimal base architecture, but the first question I always ask is, "what insights do you want to get from this data?" Given our example above, if a client said they needed to track CAC, I'd definitely recommend that all the data be structured in a single base. The time when I tend to break data out into another base is when there are records that can't be kept in the main base for privacy reasons. Generally this tends to fluctuate around HR related documents and financial metrics (many clients don't want their finances shared with their operations team, for example).
RE: your question about other contacts, if they are completely unrelated to the other data in your base, I'd suggest putting them somewhere else. One solution would be to create one master list of all contacts. In that base, have a field that you use to determine the 'type' of contact (i.e. professional, personal, etc.). You can get as granular as you want to, here. Then, I'd build an automation that pushes data from the main contact database into other bases where appropriate. For example, you have a CRM for your business - I'd automatically add new clients to this base, from your main contacts base, if and only if they are tagged appropriately. (Hoping this description isn't too nebulous, but please let me know if I can clarify further)!
ran into prefill issues when the person has multiple words with spaces in either their last or first name. Can't think of a workaround ad the spaces in the last names breaks the prefill function. I've resorted to adding hyphens in the multiple word names. Not ideal. good stuff!
Hey, great observation! You can run a 'substitute' formula to replace all spaces in your string with a '%20' which will get read in the URL. Try using the following: SUBSTITUTE( {FIELD} ," ","%20")
Sure thing - sorry for the slow reply! Here's a read only version that you can make a copy of: airtable.com/invite/l?inviteId=invLBB8xIoUZhYupI&inviteToken=def34b4a48599a2ad196dfb3ed73a6465064155bc7ca59be3b376d5c5455035c
Join us for our *FREE LIVE TRAINING* that teaches the building blocks of automation: www.garethpronovost.com/webinar-registration
You are the Man. I will try to build a project with this soon.
I've recently learned of Airtable and think this is a great platform to use for my real estate business! I'm currently using google forms to send prospects a questionnaire or their criteria....is it possible to import or upload the information filled out by the prospect into the Airtable form you had mentioned using and entering info in when speaking with the prospect?
In the beginning of the video, you mention a zap to get client data into the CRM, but I don't see the link to that video anywhere. Can you share please?
Amazing! - I tried doing exactly the same, but I cannot make the "consultation" field on the contacts table to auto populate after creating a new record in the Consultations table using the url to a form.
Hey Gareth, thank you for this excellent video. One Q - I'm having trouble with Pipeline View > Last Spoke (Rollup Formula) > what is the Aggregation formula to get that 'Last Spoke' date to automatically update? I currently have "CONCATENATE(values)" as the aggregate formula but the data comes horribly (2021-05-12T11:02:12.000Z2021-05-12T11:12:53.000Z".
Any help is greatly appreciated. Thanks!
Hi Christopher! Sorry to say but this video is so old I don't have the template saved any longer. However, to fix your date outputs, wrap them in Datetime_Format(). Airtable has a bunch of support docs on their website about how to use this formula. My personal preference is lowercase L format (M/D/YYYY)
Gareth, your videos are amazing. The thing I seem to struggle with is when to put things in the same base and when not to. I now got one big base called CRM which has my contact, projects, time table, social stats, financial stats, my freelancer hours (so the hours my freelancers work for me).. and much more. And I am not sure that actually makes any sense :) But each time I start a new base I remember that its better to keep stuff together. Do you have any tips for that?
For instance, I have other contact than prospects, clients and former clients. Would you add them in here too? If so, how. If not, how? :)
Hey Natalie! Sorry for the delayed reply here!
As you elude to, as a general rule I try to keep everything in one base whenever possible. The key to this is the fact that insights can't be easily gleaned from disconnected data. That is, if you have data living in different bases, you can't easily discern any analysis from said data.
For example, let's suppose you were tracking your ad-spend, ad conversions, and client conversions. If you had ad-spend and ad conversions in one base, you could easily determine the effectiveness on your ads over a given period of time within Airtable (i.e. CPA, CPL, etc.). However, If you kept your client conversion data in another base, you'd have a difficult time determining your client acquisition cost (CAC) because it wouldn't be connected to your ad-spend and ad conversion data.
There's definitely an element of 'art' as well as 'science' to optimal base architecture, but the first question I always ask is, "what insights do you want to get from this data?" Given our example above, if a client said they needed to track CAC, I'd definitely recommend that all the data be structured in a single base. The time when I tend to break data out into another base is when there are records that can't be kept in the main base for privacy reasons. Generally this tends to fluctuate around HR related documents and financial metrics (many clients don't want their finances shared with their operations team, for example).
RE: your question about other contacts, if they are completely unrelated to the other data in your base, I'd suggest putting them somewhere else. One solution would be to create one master list of all contacts. In that base, have a field that you use to determine the 'type' of contact (i.e. professional, personal, etc.). You can get as granular as you want to, here.
Then, I'd build an automation that pushes data from the main contact database into other bases where appropriate. For example, you have a CRM for your business - I'd automatically add new clients to this base, from your main contacts base, if and only if they are tagged appropriately.
(Hoping this description isn't too nebulous, but please let me know if I can clarify further)!
Hi, Are you able to share this template please?
ran into prefill issues when the person has multiple words with spaces in either their last or first name. Can't think of a workaround ad the spaces in the last names breaks the prefill function. I've resorted to adding hyphens in the multiple word names. Not ideal. good stuff!
Hey, great observation! You can run a 'substitute' formula to replace all spaces in your string with a '%20' which will get read in the URL. Try using the following:
SUBSTITUTE( {FIELD} ," ","%20")
@@GarethPronovost magic! worked like a charm
Nice!
For no. 1 aia file watch this video th-cam.com/video/-DvQBdtWkoQ/w-d-xo.html
can you please also give us link to this template? thanks
Sure thing - sorry for the slow reply!
Here's a read only version that you can make a copy of:
airtable.com/invite/l?inviteId=invLBB8xIoUZhYupI&inviteToken=def34b4a48599a2ad196dfb3ed73a6465064155bc7ca59be3b376d5c5455035c