Global Team Overview Airtable Base

Last modification: 2025-04-24 (View source)

This document details the structure and functionality of the “Global Team overview” Airtable base, which serves as a central hub for managing information about the R-Ladies Global team members, their roles, and contact details.

graph TD
    A[Members Table] -->|linked record| B[Teams Table]
    B -->|linked record| D[Repositories Table]
    C[Team emails Table] -->|linked record| B
    D -->|linked record| B

    A -->|Automation| F[Retire member]
    F -->|creates record| E[Alumni Table]
    F -->|sends notification| G[Slack Channel]

Data (Tables and Views)

The “Global Team overview” base is organized into several tables, each containing specific fields to manage different aspects of the team.

Members Table

This table holds information about each individual member of the R-Ladies Global team. This table is pulled by a GitHub action in the website repository to populate the Global Team members on the website.

Key Fields:

  • Name: The full name of the team member.
  • City / State / Region: The member’s geographical location.
  • Country: The member’s country of residence.
  • GitHub handle: The member’s GitHub username.
  • R-Ladies email: The member’s primary R-Ladies email address.
  • R-Ladies emails forward…: R-Ladies emails that are forwarded to this person
  • Zoom email: The member’s email address used for Zoom meetings.
  • Team membership: A linked record field connecting the member to one or more teams in the “Teams” table.
  • # teams: A rollup field that counts the number of teams the member is part of.
  • Temporary Teams: A field for any temporary team assignments.
  • Time Zone (UTC relative): The member’s time zone relative to UTC.
  • photo: An attachment field for the member’s photo.
  • Last Modified: A system field indicating the last time the record was updated.
  • Start date: The date when the member joined the global team.
  • Status: A single select or status field indicating the member’s current status (e.g., Active, Retired).
  • History: A field, potentially a long text or rich text field, for notes or history of team memberships related to the member.
  • organiser_slack: The member’s Slack handle for organiser-related channels.
  • community_slack: The member’s Slack handle for community-related channels.
  • Goes by: The preferred name or nickname of the member.

Key Views:

  • General
    • Full table: Displays all member records and all fields.
    • Team members: Grouped to show members organized by their teams.
    • Gallery: Presents member records as visual cards, displaying photos and key information.
  • Team memberships
    • Used in various places around the entire workspace (not just base) so that admins of teams are populated in other bases.
    • Blog: Filtered to show members involved with the blog, with relevant fields displayed.
    • Leadership: Filtered to display members in leadership positions.
    • Campaigns: Focused on members involved in specific campaigns, showing their roles.
    • RoCur: Displays members of the Rotating Curation team. Synced to the RoCur Base.

Teams Table

This table lists the various teams within the R-Ladies Global organization.

Key Fields:

  • Team: The name of the team.
  • Brief responsibilities: A short description of the team’s main tasks.
  • Technical skills: Lists the technical skills relevant to the team.
  • Weekly time estimate (o …): An estimate of the weekly time commitment for team members.
  • Current # members: A rollup or count field showing the current number of members in the team.
  • Desired # members: The ideal number of members for the team.
  • Team members: A linked record field connecting to the “Members” table, listing the members in each team.
  • GitHub Repos: A linked record field connecting to the “Repositories” table, listing the GitHub repositories associated with the team.
  • Seeking members: A checkbox or single select field indicating if the team is currently looking for new members.
  • Temporary Members: A field for any temporary members of the team.
  • Last updated: A system field indicating the last time the team’s information was updated.
  • GitHub Team: The name of the team’s GitHub organization or sub-team.
  • Email: The team’s general email address.

Key Views:

  • All teams: Displays all teams and their details.
  • Team Vacancies: Filtered to show teams that are currently seeking new members.
  • Teams Full: Filtered to show teams that have reached their desired number of members.

Team emails Table

This table manages email addresses associated with specific teams.

Key Fields:

  • Email: The email address.
  • First Name: The first name associated with the email as seen on Google workspace, information on email purpose.
  • Status: The current status of the email address.
  • Last Sign In: The last login date (if applicable).
  • Recovery Email: A recovery email address (if applicable).
  • Teams: A linked record field connecting the email address to specific teams in the “Teams” table.

Repositories Table

This table lists the GitHub repositories used by the R-Ladies Global team.

Key Fields:

  • Repository: The name of the repository.
  • url: The URL of the GitHub repository.
  • Description: A brief description of the repository’s purpose.
  • Teams: A linked record field connecting the repository to the relevant teams in the “Teams” table.

Alumni Table

This table stores information about former members of the R-Ladies Global team. Its setup mimics the Members table, but is generally unpopulated. When a team member retires, the GitHub Action on the R-Ladies website pulls the data for the retired member, and stores the data in the website repo for posterity, then sends a delete command to Airtable.

Key Fields:

  • Name
  • Country
  • GitHub handle
  • R-Ladies email
  • R-Ladies emails forward…
  • email_zoom
  • photo
  • Start Date
  • History
  • End Date: The date when the member left the global team.

Interface

The “Global Team overview” base features a user interface with several pages designed to provide a more accessible and organized way to interact with the data.

Interface Pages:

  • Overview: A landing page with a general description of the R-Ladies Global teams and bookmarks to other interface pages and resources.
  • Dashboard: Provides an overview of team memberships, using visualizations and summaries.
  • Members: Presents a user-friendly view of all global team members, with key information displayed.
  • Teams Vacancies: Specifically displays teams that are currently looking for new members. Used for recruiting new members.
  • Add New Member: Embeds a form to easily add new members directly to the “Members” table. We ask new members to fill this out themselves once they have 1password access, and thus access to Airtable.

Automation

The base has one identified automation to streamline the process of managing team member status.

Automation: Retire member

  • Trigger: When a record in the Members table has its “Status” field changed to “Retired”.
  • Actions:
    1. A new record is created in the Alumni table, automatically transferring the information of the retired member.
    2. A message is sent to the “Notify Global Team” Slack channel to inform the team about the member’s retirement.