Airtable Consultant Needed – Artist Residency / Hotel-Style Booking System

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Overview

I’m looking for an experienced Airtable consultant to refine and complete an existing Airtable base for an artist residency program.

The system functions similarly to a small boutique hotel / residency center, managing:

Artist stays

Apartments (living spaces)

Studios (work spaces)

Dates, overlaps, and availability

I already have a solid foundation built. I need someone to cleanly finish, harden, and future-proof the system.

What the system must do

The final system should:

Properly link Reservations/Stays, Apartments, and Studios as related tables

Allow multiple artists to share the same apartment or studio

Include failsafes to prevent double-booking of apartments or studios on overlapping dates

Provide clear, hotel-style timeline views showing:

Apartment occupancy

Studio usage

Arrivals and departures

Be intuitive for non-technical users

Be easy to maintain and extend in future seasons

Key Deliverables

You will:

Audit and refine existing Airtable base

Review current tables, fields, and relationships

Normalize structure where needed

Finalize table relationships

Reservations/Stays

Apartments

Studios

Ensure correct linked records, rollups, and formulas

Implement double-booking protection

Visual conflict warnings and/or

Formula-based conflict detection and/or

Automations that flag or block overlaps

(Exact method is open to your recommendation)

Build “hotel board” views

Timeline views grouped by Apartment

Timeline views grouped by Studio

Calendar views for arrivals/departures

Clean labels that show artist + status at a glance

Optional (nice to have)

Simple Interfaces for overview dashboards

Light automations (notifications for conflicts, arrivals, etc.)

Short documentation or Loom walkthrough

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