Airtable Templates
How to Create an Automated Resource Management Report With Airtable and Unito
Airtable Templates

How to Create an Automated Resource Management Report With Airtable and Unito

Managing a team or leading a big project is really hard when you don’t know what everyone is focused on. Before you delegate tasks or allocate resources to an initiative, you need to have a handle on your team’s workload and priorities. When the average knowledge worker uses nine different SaaS apps each day, actually finding this information can be a huge challenge in and of itself.  

With Unito and Airtable, you can pull all of your team’s tasks into a single view automatically — offering you the information you need to properly manage team resources at a glance. 

What is a team resources report?

A resource management report offers a rapid look at how each team member spends their time and effort. With this type of report, you should be able to quickly judge who has a lot on their plate, where their focus lies, how things are progressing, and when tasks will be completed. On a broader level, it should allow you to answer questions like “Who can I assign work to?” and “Who needs help?”

Why use Airtable and Unito?

Anytime you need quick answers to a complex question, Airtable is a great place to start. This flexible database tool allows you to capture and organize information to perfectly suit your desired use case. In that sense, it’s a perfect choice for a team resources report. Especially when paired with Unito.

Unito is a no-code integration tool that allows you to build two-way connections between all the tools you use in your business. In just a few clicks, you can build flows that automatically update records across all your Airtable bases. That means that, with Unito’s help, you can capture all the work your team is doing across multiple tools from a single Airtable view, offering that snapshot of resources this report needs.

How to build a resource management report in Airtable

To build a resource management report in Airtable, you need to identify the fields which will allow you to properly gauge your team’s priorities and workload.

Start with Unito’s resource management report template. You’ll notice the template includes the following fields:

  • Task name: Use a single-line text field to capture the name of each task synced to this base.
  • Assignee: Depending on your team size, you may want to use a single-line text field or single select dropdown to capture the assignee for each task. Considering you’re trying to judge the team’s resources, this is really the most important field. 
  • Description: Use a long text field to capture task descriptions for that additional context.
  • Due date: Use a date field to capture the due date of tasks, so you can who’s running behind and who’s crushing their deadlines.
  • Status: Use a single select dropdown to capture task status. Create dropdown options for to-do, in progress, and done, or add additional status options to meet your internal workflow. 
  • Last modified time: This field identifies how recently the task has been modified, so you know you’re working with up-to-date information. It’s also essential to make Airtable work with Unito.

The final, important step in establishing your report is to group the data by assignee. This will group each person’s tasks, providing that high-level view of a person’s workload you’re craving. 

The end result — populated with a few example tasks — should look something like this:

How to populate a resource management report with Unito

With your team resource report set up in Airtable, it’s time to build the Unito flows that will automatically update it as your team works. Here’s how it’s done.

Start by connecting Airtable to Unito.

Next, pick the team resource report base. Then, select your secondary source of team tasks. This could be another Airtable base, an Asana project, a Jira project, or equivalents in dozens of other tools. You’ll need to connect this tool to Unito and then select the relevant project. In this example, we’re using an Asana project.

Pick Your Tools

Next, choose flow direction.  By default, Unito will create new records in Airtable to match tasks in your Asana project, and vice-versa. You also have the option of creating a one-way flow, meaning that new records in Airtable won’t become Asana tasks.

Flow Direction

From there, you can build custom rules to decide how much information gets synced to your report. If, for example, you don’t want to sync all Asana tasks into Airtable, you can create rules to that effect. Maybe your flow only captures tasks pertaining to a certain initiative, tasks with a specific tag, or those assigned to specific team members — you’re fully in control.  

Rules

After the rules screen, it’s time to customize your field mappings.

Essentially, you can decide where each Asana field lands inside your Airtable base. Unito will automatically map similar fields for you (task title to task name, task description to description, etc.), but here again, you can manually map things however you want. 

Mapping

Make sure your fields are mapped for two-way updates. Even if you only want tasks to flow into the Airtable base and not out of it, you may still want the ability to edit those tasks from within your report. This gives you the ability to reassign work, edit due dates, and more.

After mapping your fields, you’re done! You can launch your flows and watch as tasks flow into your team resources report automatically. If you want to consolidate tasks from multiple tools or sources, you just have to repeat this simple flow creation process, keeping your Airtable report as the endpoint.

Essential Unito features for this use case

Real-time updates

A report is only useful if the data contained within it is accurate. That’s why manually updating reports is such a taxing process. You’re constantly copying and pasting information to keep up with task progress. Unito updates your report automatically in real-time, so you know people using your report are seeing a true reflection of your team’s workload. 

Custom fields

Airtable is a customizable platform stuffed full of custom fields. With Unito, you can sync these fields back and forth with flows that adapt to your projects. To make a truly impactful report, you’ll want the unlimited custom field support that comes with Unito’s Company and Enterprise plans.

Advanced mappings

Customizing your field mappings to ensure data lands in the right part of your report is pretty important. The more complex the report, the more you’ll get out of custom field mappings.

A resources snapshot at your fingertips

Resource reporting doesn’t have to be the most painful part of your week. With a single Unito flow, you can automate a report that gives you all the information you need in real-time. Whether you’re trying to delegate work, unblock a project, or support overloaded team members, this simple combination of Airtable and Unito creates the single source of truth you need to take on anything.