Project Overview We manage Local Service Ads (LSA) accounts for another marketing agency under a white-label arrangement. Currently we track everything in large Google Sheets and communicate through Google Chat, which has become inefficient as the number of accounts and users has grown. We are looking for an experienced Airtable specialist to design and build a clean Airtable system that replaces our spreadsheet workflow and allows both our team and the partner agency to manage account information, requests, and updates in one place. This will initially be built for LSA accounts only (pilot phase) using a smaller dataset. If the project goes well, we will expand the system later for Google Business Profile (GBP) management as a separate system. Primary Goals The Airtable system should: • Store all LSA account data in a structured database • Replace our current Google Sheet tracking system • Allow our internal team to manage accounts, notes, tasks, and compliance items • Allow the partner agency to view account status and history • Allow the partner agency to submit requests through a form without editing the database • Keep all tasks, requests, and notes tied to each specific account Current Data Source We currently track accounts in Google Sheets with fields including: Start Month Account Manager(s) Client Account Name Account Number Primary Location Status Ad Category License Expiration Date Insurance Expiration Date Notes You will migrate this spreadsheet into Airtable as the initial dataset. Required Airtable Structure We want the system built with the following tables: Accounts Requests (support/questions submitted by agency) Tasks (internal work items) Account Updates / Notes (account history timeline) Documents (licenses, insurance, verification files) All tables must be properly linked so that: Opening an account record shows all related tasks, requests, notes, and documents. Form Requirement Create an external request form for the partner agency to submit issues or questions. Example form fields: Account Name Account Number Issue Type Priority Summary Description Attachment / Screenshot Submitter Name Email Form submissions should automatically create a record in the Requests table. Agency Portal / Interface Create an Airtable Interface or portal-style view that allows the partner agency to: • Search accounts • View account details • View recent updates and notes • View open tasks or requests • Submit a new request They should not be able to edit the database directly. Views & Dashboards Please create helpful operational views including: Accounts: Active Accounts Pending Verification License Expiring Soon Insurance Expiring Soon Needs Attention Requests: New Requests Waiting on Us Waiting on Agency Closed Requests Tasks: My Tasks Due This Week Overdue Automation Setup We would like basic automations such as: • Notification when a new request form is submitted • Notification when a task is assigned • Alerts when license or insurance is nearing expiration Documentation & Handoff At the end of the project, we need: The fully built Airtable base All tables and relationships configured Request form built and tested Agency portal / interface created Basic automations configured Short Loom video walkthrough showing how to: Add a new account Manage requests Add updates to accounts Use the system day-to-day Share the portal with agency users Ideal Candidate We are looking for someone who: • Has strong experience building Airtable database systems • Has experience migrating data from Google Sheets to Airtable • Understands relational database structure • Can build interfaces and forms in Airtable • Has built workflow systems for agencies or operations teams • Communicates clearly and documents their work Bonus if you have experience building agency operations systems or CRM-style setups in Airtable. Project Scope Estimated timeline: 3–6 hours of work Potential for ongoing work if the system works well and we expand it to include GBP account management and additional automation. When applying, please include: Examples of Airtable systems you have built Your approach to structuring this type of workflow database Estimated time to complete the project We are looking for someone who can build this cleanly the first time, with scalability in mind as we grow the number of accounts.