Use Case

Internal task and request tracking across 20 to 30 Airtable bases

A global luxury goods manufacturer replaced email and Excel for internal operations with a multi-base Airtable deployment. Revenue and retail, marketing, and communications teams now track tasks, manage requests, build reports, and prepare for events in a shared, collaborative system.

The challenge

Revenue and retail, marketing, and communications teams tracked internal tasks, requests, and events in a mix of email threads and shared Excel files. Cross-team visibility was limited, and producing a status report meant manually pulling data from multiple sources.

Request intake had no consistent process. Teams handled requests differently, making it difficult to see what was in queue, what was in progress, and what had been completed. Event preparation tracking relied on email, with no single view of outstanding items.

What they built

The teams deployed 20 to 30 Airtable bases covering internal task tracking, request management, report building, and event preparation. Each base gives a team or function a structured view of its work, replacing the email threads and spreadsheets that had previously served as the operating record.

Teams use Airtable forms for request intake, views for status tracking, and built-in reporting for self-serve summaries. The multi-base structure allows each function to maintain its own workflows while shared visibility across bases keeps leadership informed.

The outcome

Email and Excel-based tracking has been replaced across revenue and retail, marketing, and communications. Teams collaborate in Airtable, where requests are logged, tasks are tracked, and reports are generated without manual compilation.

Self-serve reporting means teams no longer wait for a colleague to pull a status update. Event preparation, request queues, and task lists are visible in real time to everyone with access, giving the organization a consistent and up-to-date operational picture.

Inside the solution

Company-wide internal project and request tracking

Project & Portfolio Management

  • Internal task tracking
  • Request management
  • Report building
  • Event preparation tracking
  • Email and Excel-based tracking
  • Lack of cross-team visibility
  • Manual reporting processes
  • Improved collaboration across teams
  • Self-serve reporting without manual exports
  • Consolidated visibility replacing email threads
  • Revenue and Retail
  • Marketing
  • Communications
  • Airtable bases
  • Airtable views
  • Airtable forms
Build out this use case

Internal project and request tracking

Track every internal task, request, and event-prep checklist in one shared system, with a kanban intake queue, team workboards, and a live overview dashboard that replaces email threads and spreadsheet status reports. Automations turn new requests into linked tasks and close them out when work is done, while AI fields triage requests, summarize event readiness, and draft your weekly status reports.

Use this template
Internal project and request tracking - Overview dashboard
How it works

How to build this in Airtable

Identify your teams and workflow types

List the teams and the four workflow types they need to track: internal tasks, requests, reports, and event preparation. Each type maps to a table or a base, depending on volume and interdependency.

Create intake forms for request management

Add an Airtable form to each base where requests originate. Submitters fill in the request type, priority, and description. Each submission creates a record that feeds the team's request queue automatically.

Set up filtered views for each team

Build views filtered by team and status so each function sees only its own open items. A shared view for leadership shows all teams in one place without requiring a separate report.

Add self-serve reporting

Use Airtable's built-in summary bar and grouped views to let teams pull counts, completion rates, and event checklists on demand. No manual export or spreadsheet compilation is required.

Scale to additional bases as needed

Each new team or workflow type gets its own base, keeping data scoped and manageable. Link bases where cross-team dependencies exist, so a request in one base can surface as a task in another.

FAQ

Frequently asked questions

Each base maps to a team or workflow type, keeping data scoped and manageable. Revenue and retail, marketing, and communications each have bases covering their specific tasks and requests. Linked bases surface cross-team dependencies where they exist.

Teams use Airtable forms for request intake. Submitters fill in the request type, priority, and description, and each submission creates a record in the relevant team's base. The request moves through a status workflow from received to in progress to complete.

Airtable's built-in summary bar and grouped views replaced manual spreadsheet compilation. Teams pull counts, completion rates, and task summaries on demand from within the base, without exporting data or waiting for a colleague to produce a report.

Each team's base is filtered to show that team's items by default. Shared views available to leadership show all teams in one place. Cross-base links surface dependencies where one team's work feeds another's.

The internal project and request tracking deployment and the cross-department task programme are separate Airtable systems serving different use cases. Both are deployed and in active use.