Airtable

A guide to your camp's Airtable base, including what each table is for, who owns it, and when to use it. Read before camp begins and reference throughout. Your base contains sensitive, private information about scholars and should never be shared outside your instructional team.

Key Vocabulary

Before diving into your camp's setup, here are the key terms you'll encounter throughout this resource and in Airtable itself:

Term	What It Means
Base	Your camp's entire Airtable workspace — the file that contains all of your camp's tables
Table	A tab within your base, each organized around a specific type of information (e.g., Attendance, Scholar Roster)
Record	A single row in a table — one scholar, one project group
Field	A column in a table — a specific piece of information about each record (e.g., name, house, proficiency rating)
View	A filtered or sorted way of looking at the same table — the underlying data doesn't change, just how it's displayed
Interface	A simplified, visual dashboard built on top of a table — used for things like the Microfeedback analytics view
⚡ Synced Table	A table that pulls data in from another Airtable base managed by the KWK team and cannot be edited by your team — for reference only

New to Airtable?

If this platform is new to you, watch the videos below to learn the basics before diving into the camp-specific setup.

Looking for more? Check out Airtable's YouTube channel for additional tutorials.

Your Tables at a Glance

Kode With Klossy will set up and populate your camp’s Airtable base with a variety of tables. Read below to understand how each table is organized and how you are expected to use it throughout camps.

Table	Editable?	Who Uses It	When
Scholar Roster	No (synced)	All ILs	Before and throughout camp
Instructional Team	No (synced)	All ILs	Reference as needed
Attendance	Yes	Designated IAs	Daily
Microfeedback & Artifacts	No (synced) + Yes	IAs	Daily after camp closes
Capstone Interest Form	Yes	All ILs	Wednesday of Week 1
Capstone Project Tracker	Yes	Project Managers	Week 2 through end of camp
Engagement Rating	Yes	All ILs	End of camp
Device Tracker (in-person only)	Yes	Designated IL	Day 1 and Day 10
Supplies Tracker (in-person only)	Yes	All ILs	Day 1 and Days 8-10

1️⃣ Scholar Roster

Synced — Reference only

The Scholar Roster includes key background information about every scholar in your camp. Use it to prepare before camp begins and reference it throughout. Watch the video below for a walkthrough of how this table is set up.

Key Fields — All Camps

Slack Onboarding Status - Updates automatically when scholars join Slack.

Onboarded means the scholar is on Slack
Sent Invitation means they haven’t joined yet

Media Release - Indicates whether a scholar’s guardian has consented to photos and videos being taken and shared. Scholars without a signed media release cannot appear in shared content, even if they are photographed.

Scholar Accommodations - Notes any health conditions, learning exceptionalities, or developing English language proficiency that require instructional support. Read these carefully before camp and strategize as a team around how to meet those needs.

Attendance Flags- Internal - Notes from scholars about potential attendance conflicts. Review these before camp and follow up as needed.

In-Person Specific Fields

Self Sign Out Status - Indicates whether a scholar has a signed self sign-out waiver. Any scholar marked "Cannot Sign Out" must be held at dismissal until a guardian picks them up in person. This is a scholar safety requirement. Do not release these scholars independently under any circumstances.

Emergency Contact Information - Use if a scholar is absent on Day 1 or in the event of a serious emergency. All serious emergencies should also be reported to the KWK team on Slack immediately.

Dietary Restrictions - Reference when distributing lunch to ensure scholars with allergies or dietary restrictions receive appropriate meals.

Virtual Specific Fields

House Assignment - The House to which each scholar is assigned.

Country - The country each scholar is logging in from.

Scholar Local Start / End Time - The start or end time of camp in the scholar's local timezone. Useful for scholars in a different timezone from their camp.

2️⃣ Instructional Team

Synced — Reference only

This table includes contact information for every instructional leader in your camp, including email addresses, phone numbers, and house assignments for virtual camps. Use it to reach teammates when needed.

3️⃣ Attendance

Editable

Attendance is taken daily at the start of both the AM and PM sessions. The IA who signed up to own attendance during your pre-camp collaboration meeting is the primary person responsible.

Before Camp Begins

Review the Attendance Flags — Internal field in the Scholar Roster and note any known planned absences in the Attendance table before Day 1. Some flags may indicate you should follow up with the scholar for more information.

Any scholar marked with "Major Attendance Concern" has conflicts that may result in removal from camp. The KWK team will communicate with those scholars and give you a final update on the Monday morning before camp begins.

During Camp

Refer to the Attendance Protocols resource for step-by-step instructions on tracking attendance throughout camp.

4️⃣ Microfeedback & Scholar Artifacts

Synced — Reference only

Scholar microfeedback responses flow automatically into this table once submitted. In addition to viewing the raw table, use the Interface to see data breakdowns and trend analyses. Watch the video below for guidance on how to use this table and interface.

Scholar Artifacts

Editable

From Day 1 through Day 5, one scholar artifact is collected each day through the microfeedback form. Instructors select which artifact scholars submit (reference the Scholar Artifacts resource for suggestions). After camp closes each day, IAs score each scholar's artifact for proficiency in this table. The proficiency rating is only a quick snapshot to help the instructional team spot patterns and tailor support.

5️⃣ Capstone Project Interest Form

Editable

Share this form with scholars on Day 3 (Wednesday of Week 1) to gather information about their interests, strengths, and areas of growth. Use the responses to group scholars into capstone project groups.

The KWK team provides a template with all the fields needed to form groups. Your team can add additional questions if useful for your specific camp.

6️⃣ Capstone Project Tracker

Editable

Use this table to track all key information and artifacts for each capstone project group. Each group's project manager should begin updating this table when groups are formed, update it periodically throughout Week 2, and complete it fully by the last day of camp.

At the end of camp, mark each scholar's Project Proficiency rating. This helps the KWK team evaluate scholar outcomes and identify exemplary projects to highlight.

The Curriculum & Program Design team reviews these trackers at the end of each summer to improve the KWK experience for future camps.

7️⃣ Engagement Rating

Editable

Complete the Engagement Rating for each scholar after finishing the Project Proficiency ratings at the end of camp. Navigate to the Engagement Ratings table and select the rating that best reflects each scholar's overall engagement. This rating should capture the scholar’s overall level of participation, enthusiasm, and involvement in camp activities and projects, providing valuable insight into how actively they engaged with the material and their peers.

8️⃣ Device Tracker (In-Person Only)

Editable

Use this table to track the devices received at your camp and the scholar assigned to each device. The instructional leader designated to manage laptops is the primary person responsible for this table. Engage with it primarily through the corresponding Interface.

Watch the video below for a full walkthrough. Key timestamps:

0:43 — Day 1 directions

2:02 — Damaged devices

3:20 — Day 10 directions

9️⃣ Supplies Tracker (In-Person Only)

Editable

Use this table to track which supplies you have, what's missing, and what needs to be sent back at the end of camp. Watch the video below for instructions. Key timestamps:

0:30 — Camp setup directions (Day 1)

1:51 — Camp closeout directions (Days 8-10)

For full instructions on managing supplies and the end-of-camp shipping process, refer to the Camp Supplies resource.