Introduction
This Airtable template is perfect for building an agency talent portal with Pory. The template is used for matching the right creative talent to the right project based on their experience, skills, location, and availability, while cultivating a system of record for your agency, the creative talent, and the client.
We'll cover some of the major workflows in this template to help you get started. Airtable is also incredibly flexible and customizable, so if you need to make some tweaks, you can simply modify the setup to meet your needs!
Features
Manage Talent: Add new employees or freelancers. Track their skills, experience, and availability. Assign Projects: Assign managers and talent to projects. Keep track of progress. Organize Clients: Keep all client information and project details in one place. Track Availability: Monitor your talent's availability to avoid scheduling conflicts.
How to Modify the Template
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Remove Records: Select all the records in a given table and right click to delete records
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Adjust Field Values: Adjust the values for Role, Category, Skills, or Region to reflect the values that matter to your business.
How to Add a New Employee / Freelancer
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Add In-line: Add the employee in-line in the Talent table.
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Add with a form: Add a new employee using Airtable forms. This is perfect for users who don't need to have access to the full base. They can submit a form for a new employee and you'll see it automatically added into the grid.
a. Click on the carrot to the left of the All: By Role view to navigate to the Add an Employee / Freelancer view
b. Click Preview on the form view to generate a link to a live form you can send to anyone for an employee submission.
How to Assign a Manager
If you take the time to assign a Manager to an Employee, the organizational structure will automatically visualize in the Org Chart block in the right hand panel.
You can access the Org Chart block by clicking on the Blocks icon on the top right of the screen.
How to Add a New Client & Project
This template allows you to organize the information for a potential engagement by either:
- Entering in all the details of the client first and creating the project later
- Create the project and a new client on the fly and fill out the company details later
Create a new client record
- Click on the Clients table and update all the relevant information in-line.
Link project to a client
- Go to the Projects table. After you add a new project in-line, click on the + button in the empty record in the Clients field.
- Then select an existing Client in the menu or add a new one if it doesn't exist.
How to Assign Talent to a Project
This template allows you to assign both Account Managers and Creative Talent directly from the Talent table to a Project.
How to Assign Account Manager
In the Projects table, click the + button in the Primary Account Manager field.
How to Assign Creative Talent
Repeat the same process for the Creative Talent. Airtable allows you to assign multiple people to a Project.
View Projects
After you've assigned an Account Manager and Creative Talent to a project, this will automatically be reflected back in the Talent table
How to Keep track of existing clients
On the Projects table
This template automatically flags existing Clients based on the status of any related project.
The Existing Client field will automatically populate with 'Existing' if the Project Status is Signed, Live, or Complete
On the Clients table
The Project Status then gets passed back into the Clients table to append a green label to any record with a Signed, Live, or Complete project.
How to Keep Track of Availability
This template will keep track of the End Date for each Creative Talent assigned to a Project and automatically pull in that date into the Talent tab to let you know if a Creative Talent resource is available.
Download template
Click on the Copy base button from the bottom of the Airtable embed to copy the template into your Airtable workspace.
