Airtable Setup for Building Maintenance Management
Budget: £20 – £250 GBP
Project Brief: Airtable Base for Building Maintenance, Projects & Scheduled Servicing
Overview
Build a fully functional Airtable Base to manage:
Reactive building maintenance jobs/issues
Scheduled ongoing maintenance (like annual inspections or services)
Projects and sub-tasks
Staff, suppliers, and locations
Full update history and automated notifications
The system will be used by an Estates / Facilities Management team to track all work across multiple buildings, from report to resolution.
TABLES REQUIRED
1. Jobs / Issues
Tracks reactive maintenance requests or reported problems.
Fields:
Job ID (Autonumber)
Title
Description
Location (Linked to Locations)
Issue Type (Leak, Electrical, HVAC, Safety, etc.)
Severity / Priority (Low, Medium, High, Critical)
Reported By (Linked to Staff)
Assigned To (Linked to Staff)
Supplier (Linked to Suppliers, optional)
Status (New, Assigned, In Progress, Awaiting Parts, Awaiting Supplier, On Hold, Closed)
Date Reported
Date Closed (auto-updated when closed)
Attachments
Project (Linked to Projects, optional)
Update Log (Linked to Updates table)
2. Updates
Logs all progress and communication on a job.
Fields:
Update ID (Autonumber)
Related Job (Linked to Jobs)
Update Date
Updated By (Linked to Staff)
Update Notes (Long text)
3. Ongoing Maintenance
For scheduled, recurring maintenance (e.g., annual inspections, testing, etc.).
Fields:
Maintenance ID (Autonumber)
Task Name (e.g., “Annual Boiler Service”, “Emergency Light Test”)
Description / Notes
Location (Linked to Locations)
Responsible Person / Supplier (Linked to Staff or Suppliers)
Frequency (Single select: Monthly, Quarterly, Bi-Annually, Yearly, Other)
Last Completed Date
Next Due Date (Formula: based on Last Completed + Frequency)
Status (Upcoming, Due Soon, Overdue, Completed)
Attachments (e.g., service reports, certificates)
Views:
Due This Month → Filter where Next Due Date is within next 30 days.
Overdue Maintenance → Filter where Status = Overdue.
Completed Maintenance → Filter where Status = Completed.
4. Locations
List of all buildings or areas.
Location Name
Building / Site
Floor / Room
Address / Notes
5. Staff
List of team members.
Staff Name
Role / Department
Email (for notifications)
Phone (optional)
6. Suppliers
List of external contractors.
Supplier Name
Contact Person
Email / Phone
Service Type (Electrical, HVAC, Plumbing, etc.)
7. Projects
Used to manage larger capital works.
Project Name
Project Description
Project Manager (Linked to Staff)
Start Date
Target Completion Date
Status (Planning, In Progress, Completed)
8. Project Sub-Tasks
Linked to Projects table.
Sub-Task Name
Linked Project
Assigned To
Status (Not Started, In Progress, Done)
Due Date
Notes / Attachments
REQUIRED VIEWS
View Name Description
Newly Submitted Jobs Status = New (unassigned). Once assigned, jobs leave this view.
Jobs by Location Group by Location.
Tasks by Priority (filtered by Assigned To) Filter by person, grouped by Severity/Priority.
All Open Jobs Filter where Status ≠ Closed.
All Jobs Closed in the Last Month Filter where Status = Closed and Date Closed = last 30 days.
Ongoing Maintenance – Due This Month Filter where Next Due Date is in next 30 days.
Ongoing Maintenance – Overdue Filter where Status = Overdue.
AUTOMATIONS
Trigger Action
When a new job is submitted Email the submitter and the Estates Manager with job details.
When a job is updated or closed Wait 15 minutes → Email the submitter with update summary.
When a job’s Status changes to Closed Automatically set Date Closed = Today’s Date.
When Ongoing Maintenance is marked Completed Update Last Completed Date = Today, and recalculate Next Due Date.
(Automations to be built using Airtable’s native tools — no external scripts.)
OPTIONAL INTERFACE DASHBOARD
If included, an Airtable Interface should show:
Total open jobs
Jobs by status (bar chart)
Jobs by location (pie chart)
Overdue jobs
Maintenance items due this month
Recently closed jobs
DELIVERABLES
Fully configured Airtable base
Minimum sample data:
5 jobs
3 updates
2 locations
2 staff
2 suppliers
2 ongoing maintenance items
Optional: a Form view for reporting new issues
Optional: Interface dashboard summarizing current activity
NOTES FOR FREELANCER
Must be intuitive and mobile-friendly.
Use clean naming, color coding, and grouping.
Include clear documentation or a Loom walkthrough.
Skills Required
Airtable base design & relationships
Automation and workflow logic
Form and view configuration
(Optional) Interface dashboard experience
Overview
Build a fully functional Airtable Base to manage:
Reactive building maintenance jobs/issues
Scheduled ongoing maintenance (like annual inspections or services)
Projects and sub-tasks
Staff, suppliers, and locations
Full update history and automated notifications
The system will be used by an Estates / Facilities Management team to track all work across multiple buildings, from report to resolution.
TABLES REQUIRED
1. Jobs / Issues
Tracks reactive maintenance requests or reported problems.
Fields:
Job ID (Autonumber)
Title
Description
Location (Linked to Locations)
Issue Type (Leak, Electrical, HVAC, Safety, etc.)
Severity / Priority (Low, Medium, High, Critical)
Reported By (Linked to Staff)
Assigned To (Linked to Staff)
Supplier (Linked to Suppliers, optional)
Status (New, Assigned, In Progress, Awaiting Parts, Awaiting Supplier, On Hold, Closed)
Date Reported
Date Closed (auto-updated when closed)
Attachments
Project (Linked to Projects, optional)
Update Log (Linked to Updates table)
2. Updates
Logs all progress and communication on a job.
Fields:
Update ID (Autonumber)
Related Job (Linked to Jobs)
Update Date
Updated By (Linked to Staff)
Update Notes (Long text)
3. Ongoing Maintenance
For scheduled, recurring maintenance (e.g., annual inspections, testing, etc.).
Fields:
Maintenance ID (Autonumber)
Task Name (e.g., “Annual Boiler Service”, “Emergency Light Test”)
Description / Notes
Location (Linked to Locations)
Responsible Person / Supplier (Linked to Staff or Suppliers)
Frequency (Single select: Monthly, Quarterly, Bi-Annually, Yearly, Other)
Last Completed Date
Next Due Date (Formula: based on Last Completed + Frequency)
Status (Upcoming, Due Soon, Overdue, Completed)
Attachments (e.g., service reports, certificates)
Views:
Due This Month → Filter where Next Due Date is within next 30 days.
Overdue Maintenance → Filter where Status = Overdue.
Completed Maintenance → Filter where Status = Completed.
4. Locations
List of all buildings or areas.
Location Name
Building / Site
Floor / Room
Address / Notes
5. Staff
List of team members.
Staff Name
Role / Department
Email (for notifications)
Phone (optional)
6. Suppliers
List of external contractors.
Supplier Name
Contact Person
Email / Phone
Service Type (Electrical, HVAC, Plumbing, etc.)
7. Projects
Used to manage larger capital works.
Project Name
Project Description
Project Manager (Linked to Staff)
Start Date
Target Completion Date
Status (Planning, In Progress, Completed)
8. Project Sub-Tasks
Linked to Projects table.
Sub-Task Name
Linked Project
Assigned To
Status (Not Started, In Progress, Done)
Due Date
Notes / Attachments
REQUIRED VIEWS
View Name Description
Newly Submitted Jobs Status = New (unassigned). Once assigned, jobs leave this view.
Jobs by Location Group by Location.
Tasks by Priority (filtered by Assigned To) Filter by person, grouped by Severity/Priority.
All Open Jobs Filter where Status ≠ Closed.
All Jobs Closed in the Last Month Filter where Status = Closed and Date Closed = last 30 days.
Ongoing Maintenance – Due This Month Filter where Next Due Date is in next 30 days.
Ongoing Maintenance – Overdue Filter where Status = Overdue.
AUTOMATIONS
Trigger Action
When a new job is submitted Email the submitter and the Estates Manager with job details.
When a job is updated or closed Wait 15 minutes → Email the submitter with update summary.
When a job’s Status changes to Closed Automatically set Date Closed = Today’s Date.
When Ongoing Maintenance is marked Completed Update Last Completed Date = Today, and recalculate Next Due Date.
(Automations to be built using Airtable’s native tools — no external scripts.)
OPTIONAL INTERFACE DASHBOARD
If included, an Airtable Interface should show:
Total open jobs
Jobs by status (bar chart)
Jobs by location (pie chart)
Overdue jobs
Maintenance items due this month
Recently closed jobs
DELIVERABLES
Fully configured Airtable base
Minimum sample data:
5 jobs
3 updates
2 locations
2 staff
2 suppliers
2 ongoing maintenance items
Optional: a Form view for reporting new issues
Optional: Interface dashboard summarizing current activity
NOTES FOR FREELANCER
Must be intuitive and mobile-friendly.
Use clean naming, color coding, and grouping.
Include clear documentation or a Loom walkthrough.
Skills Required
Airtable base design & relationships
Automation and workflow logic
Form and view configuration
(Optional) Interface dashboard experience