Mastering Subtasks in Airtable: A Step-by-Step Setup Guide

Airtable, the versatile platform for organizing work and managing projects, can be an excellent tool for breaking down tasks into manageable subtasks. Setting up subtasks within Airtable not only promotes detailed task management but also enhances project tracking and team collaboration. Here's a comprehensive guide to setting up subtasks in Airtable efficiently.

Understanding Airtable’s Structure

Before diving into subtasks, it's crucial to understand Airtable's structure. Airtable uses 'Bases' which are akin to databases, 'Tables' for categorizing information within Bases, and 'Fields' for storing specific pieces of data.

Step 1: Create a New Table for Subtasks

Start by creating a new table specifically for subtasks. This table will help you manage and track all subtasks related to primary tasks in a separate yet connected space.

Navigate to your base → Click on the “+” icon → Select 'Add a new table' → Name it 'Subtasks'

Step 2: Link Subtasks to Main Tasks

Link your subtasks to main tasks for better organization.

Add a 'Link to another record' field type → Choose the main task table → Enable linking to multiple records if necessary

Step 3: Customize Subtask Fields

Customizing your subtasks’ fields allows for better tracking and categorization.

Add fields such as 'Status', 'Assignee', 'Due Date', and 'Description' for each subtask

Step 4: Utilize Roll-Up Fields

Roll-up fields can compile data from subtasks to reflect in the main task, providing an overview.

In your main task table, add a 'Roll-up' field → Select the 'Subtasks' table → Choose a field to summarize

Step 5: Implement Views for Enhanced Management

Airtable’s different views, like Grid, Kanban, and Calendar, can be used to manage subtasks effectively.

Toggle between different views → Sort or group subtasks by statuses, assignees, or due dates

Tips and Best Practices

• Use 'Automations' to streamline the workflow between tasks and subtasks.


• Regularly update and maintain your subtasks’ statuses for real-time tracking.


• Share your base with team members for collaborative editing and updates.

In summary, setting up subtasks in Airtable requires a strategic approach to base and table creation, linking records, customizing fields, and implementing views. With these steps, you can streamline project management and boost productivity within your team.