---
aliases: ["Set up new Airtable base for 2025 sponsors"]
Is A: Task
Belongs to: "[[25q1]]"
Status: Done
Owner: "[[person-luca-rossi]]"
---
# Set up new Airtable base for 2025 sponsors

The 2024 sponsor tracking lived in a combination of Google Sheets and email threads, which became increasingly unwieldy as the sponsor roster grew past 10 active accounts. For 2025, the decision was made to migrate sponsor relationship management to Airtable, which provides better views, filtering, and automation capabilities without the overhead of a full CRM.

The Airtable base needed to track the full sponsor lifecycle: lead, outreach, proposal, negotiation, contract, active, renewal, and churned. [[person-paco-furiani]] would be the primary user, so his workflow needs shaped the design. The base also needed to integrate with the analytics dashboard created in [[24q2]] to pull in sponsor performance data automatically.

## Acceptance criteria

- [x] Design the Airtable base schema with tables for sponsors, contracts, payments, and communications
- [x] Migrate all active 2025 sponsor data from the existing Google Sheets
- [x] Set up views for [[person-paco-furiani]]: pipeline board, renewal calendar, payment tracker
- [x] Create automations for contract expiry reminders (30 days and 7 days before)
- [x] Train [[person-paco-furiani]] on the new system

## Notes

- The migration took about a full day, but [[person-paco-furiani]] reported immediately that the pipeline board view alone saved him 30 minutes per day compared to the spreadsheet.
- The automated expiry reminders prevented a near-miss in March where a renewal conversation would have started too late without the 30-day alert.
- Connected to the broader [[2025-reach-22k-mrr]] goal by improving the operational efficiency of sponsor management.
