CRM #5: Sharing with your Team, adding “Collaborators”

Within Airtable, you can only collaborate or email “verified emails”, so it’s best to have your teammates sign up for Airtable, even if they wont be using the software much or at all.

Use the Share button in the upper right, and choose this Base to share with your teammates. 

“Invite by link” to avoid having to add each of their email addresses. You can also limit their access by assigning roles. Don’t use the options at bottom, they are for public views and won’t require sign-up.

The simplest way to notify – Add a “Collaborators” field.

Before learning about all of the ways to send messages to other people and apps, let’s look at the simplest. This is something anyone can set up.

((Create a new field for Collaborators

You can automatically notify collaborators when they are added. This requires no additional set up. The simplest automation in Airtable, it’s also the least powerful, as it conveys no other information. 

Now when we choose “J” to be the collaborator for “Bob’s Family”, J will get an email! He will also get a notification in the app, but Airtable is not very mobile-friendly, so don’t count on it. 

Don’t spam your team

You may NOT want automatic notifications if you want Airtable to send other info to teammates in a personalized email, for example.

The million $ diversion: Send tasks as emails? Or to a shared calendar? Or a task manager for my team? 

Cal Newport may be of some help here. I’ve tried it all. Putting tasks in front of people in a simple system, makes it easier and more likely to get done. But the most reliable employees should already have a system that works for them, so an email should suffice… The problem there: YOU won’t have a place to see that task for future followup. 

The hybrid option: sharing to PERSONAL task managers or calendars. Decide this on a person by person basis. It could make life easier to allow some teammates to put info directly on your calendar or personal task manager (by sending an email to it instead of you). And they could do all of this by simply moving “Bob’s Family” from one stage to the next.

Example: When a new guest is booked on my podcast, I get an email, it goes on my calendar, AND shows up in my task manager that I reference every couple of hours. I can’t miss it!

One step further – Adding Collaborators automatically

This should be a piece of cake! Choose automations in the top right corner, add new, and give it a name. I use simple IF/WHEN, THEN language. You want to be able to understand at a glance when looking at a list of 10 automations.

Again we are using “When a record matches conditions
Get this wrong = fail

We must insert the ID of the record we want to reference, and in this case we are referencing the record from step 1. 

For the action we are putting teammate “J” in the collaborate field. 

Dont forget to turn it on!

Duplicate for other stages and collaborators

Let’s notify someone else when the stage of the journey changes. In this example, I want to notify my dear friend “J-“

Just modify this part of the trigger and action

Test it out and play with it!

Now when I update the “Journey Stages” field, the collaborator automatically changes, AND I get an email! It works!

Kanban view. Max fun : )

Customize the card to show the teammate. 

Told you it was fun 🤣

Why mess with this “Collaborator” stuff, if I DO want to send teammates a more personalized email ?

Following the steps above, our collaborator will get this email:

“Automations added you to the Collaborators field of Bob’s family”

So why bother? Because without the collaborate field, you lose the visual reminder on the CRM letting you know the automation worked!

Do both! It’s very simple to add the “send email” action to this automation.

((Add another action, there’s no limit!

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