Manage Conference Bookings in Airtable

Learn how to view daily dashboards, update event statuses, manage follow-ups, and automate notifications using the Airtable conference bookings interface.

May 18, 2026 By Heidi Badenhorst

This guide demonstrates how to manage, view, and update conference bookings using the Airtable interface. By following these steps, you can efficiently track daily events, manage outstanding tasks, update booking details, and automatically notify operations and kitchen staff of any changes.

This process applies to booking coordinators, event managers, and administrative staff responsible for handling day-to-day event schedules and client follow-ups.

Navigating the Bookings Calendar

Use the calendar interface for a high-level view of your upcoming events.

Step #1: Click the Week view to see a weekly schedule of upcoming bookings. — Click the **Week** view to see a weekly schedule of upcoming bookings.

Step #2: Use the view dropdown menu to adjust the timescale, such as changing the duration or hiding weekends. — Use the view dropdown menu to adjust the timescale, such as changing the duration or hiding weekends.

Step #3: Click any booking block to open a quick view displaying the event date, time, and venue. — Click any booking block to open a quick view displaying the event date, time, and venue.

Step #4: Double-click a booking record to open its complete details in a pop-up window. — Double-click a booking record to open its complete details in a pop-up window.

Monitoring Daily and Follow-Up Dashboards

The dashboard views provide a snapshot of current operations and pending administrative tasks.

Step #5: Click the Daily Dashboard view from the left-hand navigation menu. — Click the **Daily Dashboard** view from the left-hand navigation menu.

This dashboard displays outstanding deposits, today's events, events for the current week, and dietary commitments.

Step #6: Scroll down to the Next 14 Days Prep section to review upcoming bookings and their current statuses. — Scroll down to the **Next 14 Days Prep** section to review upcoming bookings and their current statuses.

Step #7: Click the Follow-Up Needed dashboard to view bookings with outstanding items. — Click the **Follow-Up Needed** dashboard to view bookings with outstanding items.

The Follow-Up dashboard automatically highlights events where the client has not yet confirmed their final guest numbers or specific dietary requirements.

Managing Full Booking Details

Use the Conference Bookings Manager for complete control over all records in the pipeline.

Step #8: Select the Conference Bookings Manager from the sidebar. — Select the **Conference Bookings Manager** from the sidebar.

When reviewing your pipeline, you can filter and pivot views based on booking status.

Booking Status	When to use
Draft / Incomplete	For quick quotes that are actively being drafted but not yet sent.
Quote Status	When the final quote has been generated and sent to the client.
Ready to Process	The client has accepted the quote, and you are awaiting their deposit.
Confirmed	The deposit is paid, and the event is fully prepared and scheduled.
Done / Closed	The event has successfully concluded.

Step #9: Select a specific client record from the list to open the detailed Booking Overview on the right-hand side. — Select a specific client record from the list to open the detailed **Booking Overview** on the right-hand side.

Step #10: Click the Status dropdown on a booking record to advance its current state. — Click the **Status** dropdown on a booking record to advance its current state.

Updating a Booking and Triggering Notifications

You can update booking information through an external client-facing form link, or directly in the Airtable record.

Step #11: To update via the form, click the Booking Form Link in the client's overview. — To update via the form, click the **Booking Form Link** in the client's overview.

Step #12: Click Start Booking on the pre-populated web page to make changes exactly as the client would. — Click **Start Booking** on the pre-populated web page to make changes exactly as the client would.

Alternatively, update the fields manually within Airtable:

Step #13: Return to the Airtable Booking Overview and scroll down to adjust event details, room setup, catering, bar service, and AV requirements. — Return to the Airtable **Booking Overview** and scroll down to adjust event details, room setup, catering, bar service, and AV requirements.

If you manually change a booking that has already had its initial operations and kitchen emails sent, you must flag the update in the Admin Notes section so the teams receive the new instructions.

To alert the teams, check the confirmation box in the admin notes indicating a change, and type out your new notes. The system will automatically regenerate and send updated notification emails to the setup team and kitchen staff.

Reviewing Client Feedback

Step #14: Click the Client Feedback view to open the post-event feedback dashboard. — Click the **Client Feedback** view to open the post-event feedback dashboard.

Three days after an event concludes, the system automatically emails the client a feedback form covering their food, staff, and overall venue experience. The captured ratings populate directly into this dashboard.

FAQ

Q: How do operations and kitchen staff know if I change an already-confirmed booking?

A: When updating the booking record in Airtable, check the designated box in the Admin Notes section indicating a change has been made, and write down the new details. The system will automatically resend the notification emails containing the updated requirements.

Q: Why would a booking appear in the Follow-Up Needed dashboard?

A: A booking is automatically flagged and sent to this dashboard if crucial information, such as the final number of guests or specific dietary commitments, has not yet been confirmed by the client.