Update the Weekend (Airtable Event) Staffing Record

How to Update the Weekend Staffing Records following the Thursday night update from the Outside Leader

By Mike Crofton-Atkins

In this guide, we'll learn how to update staff records in Airtable after receiving updates from an Outside Leader, such as changes to weekend event staffing. This process includes noting cancellations, removing or reassigning staff to the correct events, and ensuring the staffing information is accurate following the start of the Weekend on Thursday evening.

We'll focus on using Airtable's event and grid views to manage these updates efficiently and minor edits to the Leader Pack.

Let's get started

Updates tend to arrive as screenshots of handwritten edits to delete the leader pack sheets. (Sometimes the edits are made directly in the lead pack if the outside leader has the device connected to the Internet.)

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An Outside Leader will often take a screenshot of the changes and share it via WhatsApp, as shown in this example.
Step #1: An Outside Leader will often take a screenshot of the changes and share it via WhatsApp, as shown in this example.

In this case, we have a screenshot of the staff travel plan for the Eastbourne-Hastings weekend in March 2026. I have been informed that one individual, Archie P, signed up for this weekend by mistake. Kenzie M couldn't start due to personal reasons.

So a couple of things need to happen. The Leader Pack should be updated, and especially Airtable. Then, go to the Airtable and open the events table. Find the weekend event name, as this is the easiest way to proceed with editing the event record and the record of the staff team.

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Here, I have used strikethrough and a grey background for Kenzie M to indicate that he pulled out of staffing. I have deleted Archie P's details. (I made the same edits to the medical emergency sheets.)
Step #2: Here, I have used strikethrough and a grey background for Kenzie M to indicate that he pulled out of staffing. I have deleted Archie P's details. (I made the same edits to the medical emergency sheets.)
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Next, go to the Events table in Airtable: https://airtable.com/appQO0S0aey7TqZ1p/tblTLKahmZ8Ez93hn/viwvT39VJI9Mi3uLk?blocks=hide
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Click on the Event record for the weekend.
Step #4: Click on the Event record for the weekend.

NOTE:

The simplest way to remove participants and staff from weekends is from the expanded event view.

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Click the expand icon on the record event.
Step #5: Click the expand icon on the record event.
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Depending on which event view you use, you may need to click on 'Show hidden fields' to see 'Staff signed up to attend' and 'Staff that cancelled before weekend'.
Step #6: Depending on which event view you use, you may need to click on 'Show hidden fields' to see 'Staff signed up to attend' and 'Staff that cancelled before weekend'.

Remember, just like an individual's record in Airtable, a weekend is an Event record with other records linked to it.

I don't want to remove Kenzie M because he signed up for the weekend. However, we need to make sure that after the weekend, he isn't added to 'Staff attended event'. It should be noted that he withdrew. So his name must be added to 'Staff that cancelled before weekend'.

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Scroll down to the 'Staff that cancelled before weekend' section.
Step #7: Scroll down to the 'Staff that cancelled before weekend' section.
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Click the '+ Add record' button.
Step #8: Click the '+ Add record' button.
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In the 'Add record' field under 'Staff that cancelled before weekend', type 'kenzie'.
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Click on 'Kenzie Mortimer - Eastbourne' from the search results.
Step #10: Click on 'Kenzie Mortimer - Eastbourne' from the search results.

Reassigning a staff member to the right weekend if they signed up for the wrong weekend

The simplest way to reassign Archie to the correct weekend is to go to the Events Sign Up table.

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Click on the 'Event Sign Up' tabon the 'Event Sign Up' tab.
Step #11: Click on the 'Event Sign Up' tabon the 'Event Sign Up' tab.

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Locate the Main grid view and type 'archie' into the search field.
Step #12: Locate the Main grid view and type 'archie' into the search field.

Expand the signup record, and you can see he is still linked to the Eastbourne-Hastings weekend. All you need to do is remove that event and add the one he meant to sign up for.

NOTE:

This is a specific sign-up record. Every time someone signs up for an event, the sign-up itself becomes a unique record.

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Click the Unlink record button on the Event field.
Step #13: Click the Unlink record button on the Event field.
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Click the +Add record button in the Event field and type "2026 03 26".
Step #14: Click the +Add record button in the Event field and type "2026 03 26".

Remember, the name of events in Airtable starts with YYYY MM DD.

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Click on the event record "2026 03 26 - Brighton, Crawley, Portsmouth - Sussex Spring QFC 2 (27-29 Mar 2026)".
Step #15: Click on the event record "2026 03 26 - Brighton, Crawley, Portsmouth - Sussex Spring QFC 2 (27-29 Mar 2026)".

I just took his sign-up and reassigned it. Job done.