Notion to Airtable & Softr Client Collaboration System for Social Media Agency

The problem

Barry Koeman reached out to transition his agency’s client collaboration system from fragmented tools like Notion and Google Docs into a more structured and scalable solution using Airtable and Softr. The goal was to streamline internal operations while providing clients with a clean, user-friendly portal to access content plans, playbooks, and updates.

During initial discussions, key pain points were identified, including lack of structure, poor client experience, and inefficient workflow management. A solution was proposed to rebuild the system with Airtable as the backend for managing relational data (clients, content, tasks) and Softr as the frontend interface for client interaction.

The engagement included designing the database architecture, setting up user roles and permissions, and implementing workflows for collaboration. Additional integrations such as Make.com were planned to automate processes and enhance system functionality. The project moved forward with an hourly contract, with development beginning on a scalable, mobile-friendly application tailored to the agency’s needs.

What we built

This project involved redesigning and rebuilding a client collaboration system for a social media agency that previously relied on Notion and Google Docs. The existing setup lacked structure, scalability, and a seamless client experience, prompting the need for a more robust solution.

The proposed system utilized Airtable as the central database to manage structured data, including clients, content plans, tasks, and internal workflows. A relational database architecture was implemented to ensure proper linkage between entities and to support scalability as the agency grows.

On top of this, Softr was used to create a client-facing portal that allows users to securely log in, view content plans, access playbooks, and collaborate with the agency in a streamlined manner. The interface was designed to be intuitive and mobile-friendly, improving overall usability and client satisfaction.

Automation tools such as Make.com were incorporated to handle repetitive processes, data syncing, and workflow triggers, reducing manual effort and increasing operational efficiency. Additional considerations included role-based permissions, data security, and performance optimization.

The engagement began with discovery and system planning, followed by iterative development under an hourly contract. The project emphasized building a long-term, scalable infrastructure that enhances both internal team productivity and external client experience.