Airtable Became The Core System Powering Large-Scale Educational Delivery
PROJECT OVERVIEW
Teachstone, a leading educational development company, engaged with InAir to build a comprehensive “Scheduling and Resource Allocation Tool” with Airtable as the central information system. This specialized platform was designed to manage schools, classrooms, and over 2,000 auditors nationwide.
The solution included a mobile app portal seamlessly connected to Airtable, providing field personnel with essential tools while conducting observations. The implementation featured custom integrations with Google Maps for advanced geolocation capabilities, enabling precise analysis of travel distances to optimize auditor assignments and resource allocation.
Disparate Tools Made National Program Coordination Unreliable
CHALLENGE
Teachstone was experiencing significant operational constraints as their network of classroom observations expanded rapidly across the nation. Their existing system, built on Google Sheets and custom scripts, could no longer support their ambitious growth trajectory.
Without a unified platform for coordinating auditors, schools, and classrooms, they faced mounting inefficiencies that threatened to undermine their mission of conducting research-based classroom observations.
- Manual Scheduling Processes – Time-consuming coordination of auditors across multiple locations created bottlenecks in operations.
- Disconnected Data Management – Critical information scattered across various spreadsheets led to inconsistent reporting and decision-making.
- Limited Field Accessibility – Auditors lacked mobile tools to access and update information while conducting on-site classroom observations.
Custom Architecture Unified Data, Workflows, And Reporting.
SOLUTION
InAir partnered with Teachstone to design and implement a sophisticated Project and Resource Allocation system in Airtable. At the core of this solution was a complex algorithm that analyzed over 10 data points to ensure optimal resource allocation for classroom observations.
- Centralized Information System – Comprehensive Airtable platform to manage all schools, classrooms, and auditors in one unified database.
- Advanced Allocation Algorithm – Custom logic analyzing 10+ data points to match auditors with appropriate classroom assignments.
- Mobile Field Application – Seamless app integration giving auditors on-the-go access to profiles, schedules, and task management.
- Geolocation Capabilities – Google Maps integration for distance analysis and travel optimization between observation sites.
Centralized Visibility Sharpened Execution At Every Level
RESULT
The tailored Airtable solution transformed Teachstone's operations, creating a scalable system capable of supporting 4X growth while efficiently managing 2,000 classroom auditors nationwide. By centralizing 100% of school management data, the platform eliminated information silos and streamlined workflows, allowing Teachstone to advance their educational quality mission with greater efficiency and reach.
4X Growth Expectations - Scalable architecture supporting quadrupled capacity without additional administrative overhead.
2,000 Classroom Auditors Managed - Efficient scheduling system eliminating resource conflicts across nationwide auditor network.
100% Centralized School Management - Complete data unification eliminating information silos and enabling enhanced reporting capabilities.
