Airtable Automation System for Skool Community Data Reporting

The challenge was to create a complex reporting and analytics system for a Skool based on real-time member data pulled via API.

The data source had no historical records (live), making traditional tracking of events like payments or churn impossible through standard table structures.

One of the main goals was to gather statistics for member cohorts based on their join month, specifically tracking member count, churn rate, Lifetime Value (LTV), and revenue over a 12-month period.

An intricate system was built in Airtable, fully leveraging formulas and automation. The solution involved several key parts:

• New member records were automatically linked to a specific cohort using a formula based on their join date. New cohorts were created as needed (automatically).
• To track churn and calculate retention, twelve columns were added to the Cohort and Months' data tables to convert churn "stamps", which were automatically logged as specific months based on the churn date.
• Revenue and LTV were accounted for by linking payment amounts to specific monthly columns within the 12-month tracking span for each cohort (automatic stamps). This included handling both yearly and monthly payments.
• Automation monitored "payment counts" and assigned payments (as a static number) to the correct monthly column, with these columns then summarized on the cohort side.
• LTV was calculated by counting paid members in a specific status for each relative month and calculating payments made by members meeting specific criteria.

The implementation resulted in a functional and fully automated system and a dashboard for reporting and analytics for a paid Skool community data, which added a lot of value for a high-ticket service offering. It effectively demonstrates the power of Airtable formulas, automation, and creative problem-solving for complex data challenges.

A later upgraded version of the system became a prototype for a SaaS.