🙋♀️🙋♂️ Airtable Base Guide Introduction & Summary
The management system requires the Woodlands Campus Leadership to assign Woodlands Registered Keys to the appropriate staff and also record what key they have and when it was checked back in (Given back to the Woodlands Campus Leadership Team)
🏡 Base Link: https://airtable.com/appnGeBuDpgLQP4WE/tblqH58ZoCqz5P2ar/viwqoVzdnb2m2R7hT?blocks=hide
🔐 The Airtable Base Forms Summary
There are three forms within the Airtable Base that are required to be used and the following will provide a breakdown of each form and how to use it.
Below is a breakdown of the different Tabs in the Airtable Base: Woodlands Keys - Check In/Out Registry and how to use these different tabs. In summary the Woodlands Keys - Check In/Out Registry will allow the Woodlands Campus Leadership Team to manage all Woodland Campus Keys.
1) Woodlands Key Summary:
This tab section will provide an overview of all registered Woodland Keys and the current Woodlands Staff member who have the procession of the Woodlands Registered Key.
How To Use This Section:
- Use this tab to see who has a Registered Woodlands Key and how many Registered Keys are at each Woodlands location.
2) Woodlands Team Summary:
This tab section will display all Woodlands Staff and the currently registered keys they have in their procession.
How To Use This Section:
- Use this section to locate Woodland Staff Members and the keys they have in their procession.
- You can also use the "Add A Woodlands Team Member Form" if The Woodlands Staff Member is not already listed which will be required when assigning a key to a specific Woodlands Staff Member using the Check-out and Check-in Form.
Airtable Form Summary
Airtable Form Name: Add A Woodlands Team Member Form
Airtable Table Form Link: https://airtable.com/shrudxgIL9eIniXb2
How To Use The Form:
This form is used to add a Woodlands Team member to the base, this will allow the Woodlands Campus leadership Team to assign keys to the specific Woodlands Staff member
Please Note: The form is to be used once to add a Woodlands Staff Member into the system so you can add them to keys they require and are checking out.
3) Key Check-Outs Summary:
This tab section will provide an overview of the Woodlands Registered Keys and the check-out status and records, including Check-outs History, Current Key Check-outs, and The "Campus Key - (Check-Out) Form."
How To Use This Section:
- Use this section to locate Woodland Staff Members and the keys they have in their procession.
- Use the "Campus Key - (Check-Out) Form" to assign Woodland Registered Keys to a specific Woodlands Staff Member. Please note if the staff member is not listed, they will be required to be added via the "Woodlands Team" tab using Use the "Add A Woodlands Team Member Form."
Airtable Form Summary:
Airtable Form Name: Woodlands Key - (Check-Out) Form
Airtable Table Form Link: https://airtable.com/shrefYFZzH4QSDARf
How To Use The Form:
This form is being used to record a Check-Out of a Woodlands Registered Key and assign it to a specific Woodlands Staff Member. You will need to
- A) Select the Woodlands Staff Member from the list (If they do not appear they may be required to be added in via the Airtable Form Name: Add A Woodlands Team Member Form)
- B) Select the specific Registered Woodlands Key which that Staff Member will be checking-out (If the key does not appear in the drop-down list to select, this may mean the Woodlands Registered Key has not been checked back in by a former Woodlands Staff Member)
- C) Once the Woodlands Staff Member and the Woodlands Risgstered Key have been selected this will record this as checkout and that current Woodlands Staff Member will be responsible for the Woodlands Registered Key until checked back in by the Woodlands Campus Leadership Team.
Please Note: Any Woodlands Registered Keys or Accessories that have been lost or damaged when checked out by a specific Woodlands Staff Member, The Nominated Woodlands Staff Member will be accountable and will be required to pay the amount of $300.
4) Key Check-Ins Summary:
This tab section will provide an overview of the Woodlands Registered Keys and the check-out status and records, including Check-Ins History, Key Check-Ins Information, and The "Campus Key - (Check-In) Form."
How To Use This Section:
- Use this section to locate Woodland Staff Members and their keys in Checked-In.
- Use the "Campus Key - (Check-In) Form" to record the Key Check-In and the specific Woodlands Staff Member checking in the Woodlands Registry Keys.
Airtable Form Summary
Airtable Form Name: Woodlands Key - (Check-In) Form
Airtable Table Form Link: https://airtable.com/shr9HucJuhmZGz49x
How To Use The Form:
This form is being used to record a Check-In of a Woodlands Registered Key and the specific Woodlands Staff Member returning the Key. You will need to
- A) Select the Woodlands Staff Member from the list and the correct Woodlands Registered Key they are Returning/Checking-In.
Please Note: Once the Woodlands Registered Key is Checked-In it will be available to be Checked-Out by another Woodlands Staff Member if applicable.