Prep your database for onboarding

Set the stage for smooth collaboration by adding context, clarity, and the right entry points. A well-prepared stack helps teammates understand what to do on day one and reduces rework later.

Prep your database for onboarding

Before inviting collaborators, align your database with launch goals, document the essentials, and create focused ways to view and act on data. Small setup steps now mean faster adoption and fewer questions later.

Review your database and launch goals

Revisit the goals defined for go‑live and confirm the database supports them.

• Validate scope: Do tables reflect the entities in scope (Projects, Tasks, Clients)?

• Check relationships: Are linked records, lookups, and rollups in place?

• Confirm views and ownership: Are role-based views saved and locked? Is there a Collaborator field for ownership?

• Dry run: Walk through key workflows end-to-end (intake → assign → complete) with sample data.

Tip: Hold a 30-minute review with the launch team to close any gaps before invites.

Create a stack guide

Give newcomers the “what, why, and how” in one place.

What to include:

• Purpose and scope of the base

• Tables overview (what each table tracks)

• Key fields and conventions (Status options, Priority, naming rules)

• Roles and responsibilities (who owns what)

• Links to role-based views, forms, and interfaces

How to implement:

• Add a README table (one row per topic) or use the base description panel for a concise overview.

Add table, field, or view descriptions

Reduce guesswork with inline documentation.

• Table descriptions: What the table represents and when to use it

• Field (Column) descriptions: Define meaning, allowed values, and formatting (e.g., “Status: To do, In progress, Review, Done”)

• View descriptions: Who it’s for and what decisions it supports (e.g., “PM: This week—planning and prioritization”)

Tip: Keep descriptions short, action-oriented, and consistent across tables.

Create a personal view

Empower teammates to focus without changing shared views.

• Use personal views for individual filters, hidden fields, and sorting preferences

• Keep collaborative views clean and locked for shared reporting

• Encourage a “My work” personal view: filter Owner = Me, sort by Due date, group by Status

View settings quick guide:

• Collaborative view: anyone can adjust the configuration

• Personal view: only the owner can adjust it (unless shared)

• Locked view: configuration can’t be changed without unlocking