# Luxe Aimé HQ — Airtable Base Schema

**Purpose:** Single source of truth. Every other tool (calculator, email, Shopify, content) feeds into or reads from this base.

**Base name:** `Luxe Aimé HQ`
**Plan:** Free tier is plenty to start (1,000 records per base, unlimited bases). Upgrade to Team ($20/user/mo) only if you hit the 1,000-record ceiling or need advanced sync.

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## Table 1 — `Leads`

**Purpose:** Every inquiry / prospect before they become a confirmed client.

| Field | Type | Notes |
|---|---|---|
| Lead ID | Autonumber (primary) | Auto-generated |
| Name | Single line text | |
| Email | Email | |
| Phone | Phone number | |
| Source | Single select | Instagram / TikTok / Referral / Website / Walk-in / Other |
| Inquiry Date | Date | Default: today |
| Piece of Interest | Single select | Engagement Ring / Wedding Band / Anniversary / Statement / Heirloom Reset / Other |
| Budget Range | Single select | Under $3K / $3K-$5K / $5K-$10K / $10K-$20K / $20K+ / TBD |
| Status | Single select (with colors) | 🆕 New / 📞 Contacted / 🗓 Consultation Booked / 📐 Consulted / 💰 Quoted / ✅ Won / ❌ Lost |
| Consultation Date | Date | When consult is/was scheduled |
| First Touch Notes | Long text | What they said, what they want |
| Follow-up Date | Date | Next action date |
| Referral From | Link → Clients | If referred by existing client |
| Converted to Client | Link → Clients | When they become a client |
| Linked Quotes | Link → Quotes | Quotes built for this lead |
| Created | Created time | Auto |
| Updated | Last modified time | Auto |

**Views:**
- **Active Pipeline** (default) — filter: Status ≠ Won/Lost. Group by Status. Sort: Follow-up Date asc.
- **New This Week** — Inquiry Date within 7 days, Status = New
- **Overdue Follow-ups** — Follow-up Date < today, Status ≠ Won/Lost
- **Lost Leads Analysis** — Status = Lost. Useful to spot patterns.

---

## Table 2 — `Clients`

**Purpose:** Confirmed clients. Past + current. This becomes your most valuable asset — the story of every relationship.

| Field | Type | Notes |
|---|---|---|
| Client ID | Autonumber (primary) | |
| Name | Single line text | |
| Email | Email | Unique |
| Phone | Phone number | |
| Instagram | URL | Handle or full URL — useful for content tagging |
| Story / Why | Long text | Their story — why they came to you. Gold for personalization. |
| Anniversary Date | Date | If known — triggers reminders |
| Partner Name | Single line text | For engagement ring clients |
| Important Dates | Long text | Birthdays, anniversaries — anything worth a touch |
| Source | Single select | Inherited from Leads |
| Referral From | Link → Clients | Chain of referrals |
| Lifetime Value | Rollup → Quotes (sum of accepted) | Auto-calculated |
| Pieces Owned | Link → Pieces | All pieces purchased |
| Active Quotes | Link → Quotes | Open/in-progress |
| VIP | Checkbox | For extra white-glove treatment |
| Notes | Long text | Preferences, sizing, allergies, etc. |
| First Seen | Date | First inquiry date |
| Last Contact | Date | Last meaningful touch |
| Photo | Attachment | Optional — face-to-name memory aid |
| Created | Created time | Auto |

**Views:**
- **All Clients** (default) — sorted by Last Contact desc
- **VIP Clients** — filter: VIP = true
- **Anniversary Coming Up** — Anniversary Date within next 60 days (birthday reminders for post-sale touches)
- **Quiet Clients** — Last Contact > 90 days ago (nurture opportunities)

---

## Table 3 — `Quotes`

**Purpose:** Every quote you build. Links to Clients + Pieces. Mirrors the calculator.

| Field | Type | Notes |
|---|---|---|
| Quote ID | Single line text (primary) | Matches calculator format `LA-YYYY-NNN` |
| Client | Link → Clients | Who it's for |
| Piece Summary | Single line text | "14k Halo Solitaire · 4g · 1ct center" |
| Metal Type | Single select | 10k / 14k / 18k / Platinum |
| Piece Type | Single select | Matches calculator templates |
| Complexity | Number (decimal) | The multiplier used |
| Weight (g) | Number (decimal) | |
| Center Stone Cost | Currency | Wholesale |
| Accent Qty | Number | |
| Total Quote | Currency | Final retail |
| Deposit | Currency | 50% of total |
| Net Profit | Currency | Total − COGS |
| Margin % | Percent | Auto from total + cogs |
| Status | Single select | 📝 Draft / 📨 Sent / ✅ Accepted / ❌ Rejected / ⏸ Revised |
| Sent Date | Date | |
| Accepted Date | Date | |
| Full Inputs JSON | Long text | From calculator's JSON export — can restore any quote |
| Related Piece | Link → Pieces | When accepted, links to production piece |
| Revision Of | Link → Quotes (self) | Track quote revisions |
| Notes | Long text | |
| Created | Created time | Auto |

**Views:**
- **Active Quotes** (default) — Status ∈ Draft, Sent, Revised. Sort: Created desc.
- **Awaiting Response** — Status = Sent, Sent Date > 3 days ago
- **Won This Month** — Status = Accepted, Accepted Date within current month (revenue tracker)
- **Quote Volume Over Time** — chart view grouped by week

---

## Table 4 — `Pieces in Production`

**Purpose:** Every active job in your shop. The production pipeline.

| Field | Type | Notes |
|---|---|---|
| Piece ID | Autonumber (primary) | Auto |
| Source Quote | Link → Quotes | The accepted quote |
| Client | Lookup → Quote → Client | Auto from quote |
| Piece Summary | Lookup → Quote → Piece Summary | Auto |
| Current Stage | Single select (with colors) | 📐 Design → 🎨 CAD → 🟤 Wax → 🔥 Casting → 💎 Stone Setting → ✨ Polish → 🔍 QC → 📦 Ship Prep → 🚚 Shipped → 🎁 Delivered |
| Deposit Paid | Checkbox | |
| Final Paid | Checkbox | |
| Due Date | Date | Client promise date |
| Assigned Jeweler | Single select | Team member / contractor |
| Design Photo | Attachment | |
| CAD File | Attachment | |
| Wax Photo | Attachment | |
| Casting Photo | Attachment | |
| Setting Photo | Attachment | |
| Final Photo | Attachment | Beauty shot — use for socials + Clients record |
| Stage History | Long text | Auto-log of stage changes (automation below) |
| Notes | Long text | Issues, client requests, revisions |
| Shipped Date | Date | |
| Delivered Date | Date | |
| Created | Created time | Auto (should match Quote acceptance) |

**Views:**
- **🔧 Production Kanban** (default) — Kanban grouped by Current Stage, cards show Piece Summary + Client + Due Date. This is your daily view.
- **Overdue** — Due Date < today AND Current Stage ≠ Delivered (red alerts)
- **Due This Week** — Due Date within 7 days
- **Shipped Not Delivered** — Shipped but not marked delivered (tracking follow-up)
- **Delivered Recently** — within last 30 days (for post-delivery touches)

---

## Table 5 — `Touchpoints` (optional, v2)

**Purpose:** Log every client interaction — email, call, text, DM. Builds the relationship history.

| Field | Type |
|---|---|
| Touchpoint ID | Autonumber |
| Client | Link → Clients |
| Date | Date |
| Channel | Single select (Email / Call / Text / DM / In-person) |
| Type | Single select (Inquiry / Update / Design Review / Ship Notification / Thank You / Anniversary / Other) |
| Summary | Long text |
| Linked Quote | Link → Quotes |
| Linked Piece | Link → Pieces in Production |

**Why v2:** add this once the basics are running — tracks nurture relationships, huge for referral-driven growth.

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## Automations (Airtable Automations — free tier includes 100/mo, plenty)

### Automation 1 — New Quote → Update Client LTV
**Trigger:** New record in Quotes, Status = Accepted
**Action:** Update linked Client record, touch Last Contact = today

### Automation 2 — Quote Accepted → Create Piece
**Trigger:** Quote Status changes to Accepted
**Action:** Create Pieces in Production record, link to Quote, set Current Stage = Design

### Automation 3 — Stage Change → Stage History Log
**Trigger:** Pieces in Production field "Current Stage" updated
**Action:** Append to "Stage History" field: `[timestamp] Moved to [new stage]`

### Automation 4 — Piece Shipped → Client Notification Draft
**Trigger:** Pieces in Production, Current Stage = Shipped
**Action:** Send email to team with pre-drafted client "your piece has shipped" email

### Automation 5 — Overdue Follow-up Alert
**Trigger:** Daily at 9am
**Action:** Gmail email to team with list of leads where Follow-up Date is today

### Automation 6 — New Lead → Welcome Email
**Trigger:** New record in Leads, Source = Website
**Action:** Send templated welcome email (you review/send manually for white-glove — or auto-send if you prefer)

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## Integration with Calculator (already built)

The calculator already outputs:
- Quote ID (format: `LA-YYYY-NNN`) — **matches Quotes table primary key**
- Full inputs as JSON (Copy JSON button) — **pastes into "Full Inputs JSON" field**
- Client name, story, date — **matches Clients table fields**
- Total, COGS, margin — **matches Quotes table fields**

**Phase 1 (manual, immediate):** Use the "Copy JSON" button in the calculator → create new Airtable record → paste.

**Phase 2 (semi-automated):** Click "Save to Airtable" in calculator → pushes via Airtable API (I'll build this once you have the base + API token).

**Phase 3 (fully wired):** Shopify → Airtable (Lead creation) + Calculator ↔ Airtable (bidirectional) + Gmail → Touchpoints log.

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## Setup order (when you're ready)

1. Sign up at airtable.com
2. Click **Create a base** → "Start from scratch"
3. Name it `Luxe Aimé HQ`
4. Create the 5 tables one at a time, following the field specs above
5. Create the views for each table (filter/sort rules above)
6. Set up the first 3 automations (the others can wait)
7. Generate an Airtable Personal Access Token (Account → Developer hub)
8. Paste the token here — I'll wire up the calculator's "Save to Airtable" button

**Total setup time:** 45-60 min of focused work. I can walk you through every click.

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## What's next after Airtable is set up

Once the spine exists, we connect:
- **Shopify inquiry form → Leads table** (via Zapier free tier or Airtable's webhook)
- **Calculator Save → Quotes table** (direct API)
- **Gmail email co-pilot → drafts with client context pulled from Airtable**
- **Weekly ops dashboard → Airtable interface (free built-in dashboards)**

Every tool talks to Airtable. Airtable becomes the brain.