If you follow us on Instagram then you’ve probably seen us talk about the app and website called Airtable. If you haven’t, Airtable is basically a spreadsheet that also works as a database, so not only can you input information into an easy to read platform, you can organize it in a bazillion different ways to make it work for you! I’m low key obsessed, ok maybe not so low key lol.
I was first introduced to Airtable last summer when working with Molly Cooper of the 1st WAC Separate BN, she’s the queen of organization! It wasn’t love at first sight, but I did see the usefulness of the program at the time. I started setting up my first database to help me plan out projects and stay on top of them – something my UFO pile would love me to do. I planned about three projects and then forgot about it. Between the holidays and the general feelings of meh after The Season I kind of just wasn’t feeling it and the Airtable app just wasn’t working for me with the magic and wonder that Molly insisted it had for her.
Fast forward to this January, I had a slew of projects lined up in my head in multiple time periods. Add on to that the normal day to day things I have to remember between keeping the children alive, schooled, and the house from catching on fire. I was mentally fried and project pieces and deadlines were beginning to slip through the cracks. Thanks mom brain. I decided to sit down and force myself to make this Airtable app work the way I wanted it to.
First I decided I needed a database just for my sewing projects, something where I could easily see all of my planned projects, which time period they were for, which stage they were in, and what their deadline and priority level was. I started using the “Simple Project Tracker” database template in the app and then began customizing the fields.
I left the first column (name) the same, copied the ‘Stage’ column and used it to create the ‘Time Period’ column, changing the options to 18th century, early 19th century, mid 19th century, and WWII. I kept the ‘Deadline’, ‘Priority’, ‘Photos’, and ‘Notes’ sections the same, just shuffled them a bit more to my liking. I also kept the ‘Tasks’ column which is a neat little way to connect to another spreadsheet all within the same database. Above you can see what the database looked like as the Simple Project Tracker template and what mine looks like now. Since Hayley and I use the same database for all of our reenacting stuff I copied my customized spreadsheet and just updated the name to differentiate between them, it now sits as the second tab in the Sewing Projects database with the Tasks spreadsheet as the third tab. The ‘Tasks’ spreadsheet is linked to both of the individual tables for our projects. As we enter tasks into our entries they generate here in the table. Below you can see what the ‘Tasks’ spreadsheet looks like, I only changed a couple of things on this spreadsheet.
I love that I can easily track each stage of my projects – no more forgetting to order swatches for weeks at a time. I also love the option of being able to attach photos or other media which is great for tracking inspiration for costumes. I’ve also found that there’s something superbly satisfying about getting to check off a box while in the midst of a project. Things like gowns and jackets and kids clothes (basically anything that isn’t a cap) seem to take forever and I’m definitely an instant gratification kind of person.
Now the next database was even more fun to create! I started with the Camping Trip Planner template and quickly started to customize the fields in the first spreadsheet. You can see below how much I changed things! We wanted to use this database as an easy way to organize the events we were attending and keep track of what exactly we were doing at said events since we tend to switch things up a lot. We kept the first column the same but then added a ‘Date’, ‘Prior Attendance, and ‘Registration’ field. I handle all of the administrative stuff so not overbooking us, ensuring we’re registered before deadlines, and have a general idea of what the event is about is something is something that can make my life easier. The next fields handle ‘Interpretation’, ‘Persona’, ‘Research’, and ‘Gear Needed’. The ‘Gear Needed’ field links to the existing ‘Packing List’ spreadsheet which currently needs some work. The ‘Persona’ field is linked to another spreadsheet that details all of those important things you need to keep straight when you do first person interpretation. The ‘Research’ field utilized the existing ‘Link’ field and is where we attach any research or resources related to the event and our interpretation.
Ok so the last little bit I’m going to show you is a detail of the Clothing and Accessories spreadsheet. I kind of figured the Persona and Gear and Kit spreadsheets you could figure out on your own or eliminate entirely, but this one is neat. So I struggle with wanting to make a new outfit for every event. It’s just my thing and it needs to stop. I also struggle with remembering what all I have tucked away in storage, out of sight out of mind. So the weeks leading up to an event I inevitably forget what all I own and try to crank something out – enter this spreadsheet! This one tracks all of my outfits and the interchangeable pieces, like petticoats and caps, and all of those fun accessories. I can even go in and link an outfit to a persona so no more scrambling trying to remember if my cotton print gown is appropriate for a particular date/event or social class because its all right there! I can even electronically “pack” my clothing for an event by linking it right to the event spreadsheet! Voila! When I have 1000 other things to remember this one is going to save me from a mental breakdown and keep me in good graces with my hubby if I’m not buying fabric and sewing into the wee hours before an event. Below is an example of my fabulous table which is desperately in need of being updated – I meant to do it when I put all of my stuff away but you know, forgot.
So there you have it folks! This is just an overview of what I’ve done with the Airtable app and how it works for me. As a note all of the images are views from the Airtable website whereas the mobile app has a slightly different layout. If you want more pictures or details on how I set up the other spreadsheets just let me know and I’d be glad to help! I hope this inspires you to get organized and take control of that UFO pile – or at least organize it a little lol.