Looking for a specialist who will help create, fill, and set up a simple CRM system on Airtable for a coffee brand, as well as conduct installation and a short training session.
Previously, Airtable was not used, so it is important that everything is done "turnkey" and in an understandable language, without complex integrations.
The database is small — up to 50 clients, some data is already in notes (names, contacts, orders, preferences), and they need to be carefully transferred and structured.
🎯 Project Goal:
Create an easy and visual system where you can:
• store client data (contacts, preferences, equipment, addresses);
• quickly add orders (date, coffee, quantity, amount, status);
• automatically recalculate coffee stocks;
• keep track of potential clients (leads) — those who attended a tasting or showed interest but have not yet purchased;
• see the order calendar and the dashboard "Today / Awaiting Payment / Paid";
• and receive visual prompts for follow-ups.
⚙️ Technical Assignment
1️⃣ Clients Table
• First name / last name
• Phone
• Communication channel (WhatsApp / Telegram / Instagram / Facebook / Email)
• Address (link to Google Maps)
• Client type (🟢 active / 🟡 potential / 🔴 inactive)
• Brewing method (espresso / filter / cezve / chemex / French press / aeropress / moka pot / V60)
• Preferences (Mediterranean style / Scandinavian style / fermented)
• Equipment at home
• Last order (from the "Orders" table)
• Next order (expected date)
• Follow-up (reminder date)
• Comment / notes
• Link to the "Orders" table
Visual labels (colors):
• 🟢 if follow-up or next order is today — highlighted in yellow (active contact);
• 🔴 if overdue — highlighted in red;
• ⚪ if there are no current actions — gray / neutral background.
2️⃣ Orders Table
• Date
• Client (link to "Clients")
• Coffee (from "Assortment")
• Quantity (packs or kg)
• Grind (beans / coffee machine / cezve / chemex / French press / aeropress / moka pot / V60)
• Price per unit
• Total amount (automatically)
• Status (new / sent / awaiting payment / paid)
• Comment
3️⃣ Assortment Table
• Coffee name
• Processing / roasting
• Initial stock
• Sold (Rollup from orders)
• Remaining (automatically = initial – sold)
• Selling price
• Cost price (optional)
• Comment
4️⃣ Data Transfer
• Enter client and purchase data from existing notes (up to 50 entries);
• Separate active and potential clients;
• Check the correctness of links and formulas.
5️⃣ Setup and Training
• Help install and connect Airtable on phone and laptop;
• Set up synchronization between devices;
• Set up color highlighting (conditional formatting for follow-ups and client type);
• Conduct a short training session (Zoom / Loom video, 20–30 minutes):
• how to add a new client,
• how to place an order,
• how to change status,
• how to track follow-ups and stocks.
💡 Work Format:
• Real work for 1–2 days;
• Small volume of data;
• The main thing is simplicity, visuality, and accuracy.
• Long-term support for CRM is possible as the project develops.
🧠 Requirements:
• Experience in setting up Airtable;
• Ability to explain simply and structurally;
• Accuracy in data transfer.
