How to Organize Your Business Using Airtable

Do you have one thing you can’t live without in your business? For me, that’s Airtable, no contest! I organize just about every area of my business inside an Airtable hub. I can’t imagine what I would do without it and I don’t want to find out ❤️

Let me say for the record, Airtable is not replacing my CRM. I still need a true CRM, like Honeybook or Dusbado, to book my 1:1 setup clients with a legit proposal + contract + invoice and you do too! You can’t get PAID inside Airtable, but it is still a super important part of my business management.

What is Airtable?

Let’s start with the basics: Airtable is a tool that lets you store loads of information, including images, links, and content you’ve created, and then easily manipulate it with various views—far more flexible than a standard spreadsheet! No matter what type of business you own, Airtable can make your life a lot easier by organizing your data in a way that makes sense for you.

Here are the main Airtable hubs I have created for my business that I use on a daily basis, just in case you are looking for more ways to organize your business using Airtable too 👩🏽‍💻

Removing client support requests from your inbox

My Support Ticketing System is legitimately one of my absolute FAVORITE uses inside Airtable, because my inbox is the bane of my existence. I would rather listen to 5th graders play recorders for 2 hours straight, than deal with client questions inside my inbox 🤬

While I sell the ​Support Ticketing Hub​ inside the Systems Shop as a separate product, mine are actually integrated inside of various hubs for the specific offer I am supporting, like my CRM Blueprint Course or full done-for-you setups. I prefer mine to be separate so I can manage my courses separate from my 1:1 offers, but just know many of the hubs I show you below can be combined and/or synced in a different way if that makes more sense for your business.

Organizing your customer data from multiple applications

My Client Hub houses all incoming leads and sales for my business. Specifically, I gain leads through freebies fulfilled in Convertkit + Thrivecart and sales inside Dubsado, Honeybook, and Thrivecart.

A few key questions I can answer directly from this hub:

• When did someone join my email list?
• How long have they been on my list before making a purchase?
• What is the lifetime value of each client?
• How much money I’ve made this “any period of time”?

You can create different views to see the data how you want and use Zapier to bring all your opt-ins and purchases automatically into the base. I sell a ​simplified version of this hub​ in my Systems Shop! This could easily be combined with the support ticketing system above if that is your preference.

NOTE: This is also where I collect feedback for sales made in my systems template shop, but you could do this in many different hubs, specifically the offer hub discussed later in this blog post! I’ve talked to you about the importance of collecting client feedback and using it to write case studies or integrate the testimonials into your client experience emails + website in multiple podcast episodes.

Airtable is the perfect place to collect and organize that data ✅

Managing your podcast efficiently

I’ve only started using my Podcast Planner for 100% of my podcast management recently, as I was still inviting guests and scheduling interviews inside Dubsado for the first year. After the episode was recorded, I used this planner to manage editing and publication. If you would prefer to manage your podcast inside your existing Dubsado or Honeybook account, I have toolkits for this, but really recommend Airtable so you can also manage the content you are creating.

This hub allows me to manage all aspects of the podcast including:

• idea/guest submissions
• communicating between different team members (podcast manager + virtual assistant)
• sending guest invites and managing the assets created for their episode
• planning and creating marketing content for the podcast
• table of links most used in show notes for easy access
• a searchable database for episodes (coming soon to my website)

This hub + TidyCal (one-time fee of $29) is how and schedule + manage all episodes. I sell ​this hub​ inside my Systems Shop as well!

Centralizing your marketing efforts

My Marketing and Content Hub is definitely still a work in progress. Its main purpose is to help me organize and centralize the ideation and creation of content across all my marketing channels. Here is a list of some of the content I organize in this hub:

• Weekly and Evergreen Newsletter content
• Purchase & Delivery Email Sequences
• Short-Form Videos for Instagram, Pinterest, YouTube Shorts, and Linkedin
• Keyword Research for SEO
• Blog Topics
• Organizing email templates I’ve purchased from others

NOTE: If you have products and services you launch, this is definitely where I would place your launch content calendar.

Planning and organizing your offers

My Offer Hub is mostly for organization and planning my entire offer suite. The Systems Shop has a number of Dusbado, Honeybook, and Airtable templates; so I needed a better way to manage:

• links for sales pages, checkout pages, delivery email sequences
• pricing for each offer
• what type of templates were included in each offer
• upsell, tripwire, and bump offers associated with each offer
• which freebies & offers I have included in various bundles and summit presentations
• updates and task list for freebies and offers

NOTE: There is also potential to add your affiliate management to this hub or create it’s own hub and just sync your offer table between them. I am currently working on integrating affiliates into my offer hub, but it could also go into my Client and Sales Hub!.

Tracking interactions

My Collaboration and Relationship Marketing Hub is a place to organize the various meetings and collaborations I have with other business owners. This hub started with the Revenue Rolodex template from Jordan Gill of Systems Saved Me to track coffee chat and interactions with potential partners, but now includes tables to track the actual activities and outcomes of these collaborations like:

• guest podcast applications, interviews, and published episodes
• guest teachings in programs
• blog & email swaps
• effectiveness of the collaboration
• any direct feedback received from the collaboration

I really need to put forth more effort in this area of my business and I am hoping this hub will help me be more consistent in the outreach and tracking of these opportunities. It’s on the list y’all 🙋🏽‍♀️

So are YOU feeling inspired organize your business using Airtable?

I absolutely LOVE to chat about Airtable, so feel free to hit me up in my IG DMs for a chat! If you would rather listen to me talk about Airtable, here’s a guest episode I did on the Copywriter on Call podcast with Sara Gillis all about Airtable for Business Owners.