Setting up and training on working in Airtable for a coffee brand

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.