Automation specialist

# Upwork Contract Scope ## Resident Field Portal — Airtable / Fillout / Make MVP Foundation **Contractor:** Sima Memon **Client:** Stephanie DuPont **Budget:** $600 fixed price **Timeline:** Approximately 3 weeks **Project Type:** Airtable database, form flow, automations, dashboard views, exports, and documentation ## Project Summary This contract is for the first implementation phase of the **Resident Field Portal**, a structured symbolic-research data system for collecting participant experience records and organizing them into coded, exportable, research-ready data. This first contract is **not** the complete mature portal. It is the MVP foundation. The goal is to create a working Airtable-centered system that can support participant registration, PER-linked records, RFQ data collection, coding/scoring workflows, dashboard views, completion tracking, and CSV/JSON export readiness. The larger portal vision includes graph rendering, CRQ/ORF expansion, PDF reports, participant login, and physiology-data integration. Those advanced layers are reserved for later phases after the data foundation is validated. ## Core Build Objective Build the **PER-centered Airtable/FIllout/Make MVP foundation**. PER means **Personal Experience Record**. The PER is the central linked object connecting: Participant → PER Record → Program / Cohort → Form Entries → Coded Constructs → Tags / Timing Markers → Dashboard Views → CSV / JSON Export ## Required Deliverables ### 1. Airtable Base Build Create or refine the Airtable base according to the developer workbook and RF Portal brief. Required tables include, at minimum: * Participants * PER Records * Programs * Cohorts * Facilitators * Sessions / Exercises * Form Entries * Coded Constructs * Tags / Symbol Library * Timing / Cue Markers * Graph JSON Cache or graph-ready export table * Research Exports ### 2. PER-Centered Relationships Configure all key linked-record relationships, lookups, rollups, and formulas. Required relationship logic: * Each Participant may have one or more PER Records. * Each PER links to one Participant, one Program, and optionally one Cohort. * Each Form Entry links to a PER. * Each RFQ entry links to a Session / Exercise when applicable. * Coded Constructs link to Form Entries. * Tags link to Form Entries. * Timing Markers link to Form Entries and Sessions / Exercises. * Export records link to Program and Cohort. ### 3. Core Forms / Intake Flow Create the required MVP form flow using Airtable forms, Fillout, Tally, or another agreed tool. Required form flows: 1. **Registration + Consent Form** * Creates or supports creation of Participant record. * Supports PER creation or PER linkage. * Captures consent and research permission. 2. **Baseline Biodata Form** * Creates BASELINE Form Entry. * Links to existing PER. * Captures prior meditation/altered-state experience and current baseline state. 3. **Core RFQ Exercise Entry Form** * Creates RFQ Form Entry. * Links to PER. * Links to Session / Exercise. * Captures primary experience, symbols, emotions, body sensations, timing description, meaning/insight, group connection, confidence, intensity, and personal relevance. ### 4. Coding / Scoring Workflow Create a first coding workflow for RFQ entries. Required fields: * ES — Emotional Synchrony * MC — Meaning Convergence * NL — Nonlocal Impression * AT — Archetypal Parallel * TM — Timing Coherence * Optional if included: SC, BC, IC, GC, PR Use 0–5 scale: * 0 = absent * 1 = mild * 2 = present * 3 = clear * 4 = strong * 5 = very strong ### 5. Completion Logic + Automations Implement essential Airtable and/or Make.com automations. Priority automations: * Registration creates or supports creation of linked PER. * Baseline submission updates PER baseline status. * RFQ submission updates RFQ completion status. * RFQ submission can create a placeholder Coded Construct record. * Needs Review entries appear in the correct dashboard/view. * Completion Tracker reflects participant progress. ### 6. Dashboard / Scorecard Views Create first-generation internal Airtable dashboard views or interfaces. Required views: * PER Completion Tracker * Participant / Program Overview * RFQ Entries — Ready for Coding * Coded Constructs Review * Tags / Symbol Review * Timing Marker Review * Needs Review * Research Export View * Basic scorecard or summary view showing participant/program completion and construct scores ### 7. Export Readiness Set up export-ready views for: * CSV export * JSON-ready export * Deidentified research export * Program-level RFQ dataset export At minimum, the system should allow a clean export of: * Participant ID / deidentified code * PER ID * Program * Cohort * Exercise * RFQ responses * Construct scores * Tags * Timing markers ### 8. End-to-End Testing Test the full sample participant journey: Participant registration → PER creation/linkage → Baseline form → RFQ exercise entry → Coded construct record → Tags / Timing markers → Completion tracker → Export-ready dataset Use sample data from the developer workbook or create new test data as needed. ### 9. Documentation + Handoff Provide concise documentation covering: * Airtable base structure * Table relationships * Form links * Automation logic * Known limitations * How to add a new program/cohort * How to review RFQ entries * How to export data * Credential/access handoff ## Out of Scope for This $600 MVP The following are **not required** in this initial contract unless mutually renegotiated: * Full custom participant login portal * Full CRQ buildout * Full ORF buildout * NASA/JPL or Swiss Ephemeris integration * Advanced graph rendering * Automated PDF reports * AI-generated summaries * Physiology data import * HRV/EEG integration * Public Webflow redesign * Full research publication dashboard * Complex permissions system * Supabase migration These can be staged as later project phases after the MVP foundation is working. ## Milestone Structure ### Milestone 1 — $200 **Due:** End of Week 1 **Deliverables:** * Airtable base layout created or cleaned * PER-centered architecture established * Core table relationships configured * Initial fields, lookups, rollups, and formulas started * Initial intake/form architecture mapped **Acceptance Test:** A Participant can be linked to a PER, and the PER can link to Program and Cohort. --- ### Milestone 2 — $200 **Due:** After evidence of substantial development **Deliverables:** * Working Registration + Consent flow * Working Baseline Biodata flow * Working RFQ Exercise Entry flow * Essential automations started * Completion logic functioning * Dashboard/scorecard views created * Sample participant journey partially or fully working **Acceptance Test:** A test participant can move through registration, PER linkage, baseline, and RFQ entry, with data appearing in the correct views. --- ### Milestone 3 — $200 **Due:** Final handoff **Deliverables:** * End-to-end testing completed * Export views verified * Sample participant journey confirmed * Documentation delivered * Credentials/access transferred * Known limitations documented * Handoff complete **Acceptance Test:** The system can demonstrate: Participant → PER → Baseline Entry → RFQ Entry → Coded Construct → Tags / Timing Marker → Completion Dashboard → CSV/JSON-ready export ## Final Success Standard The MVP is successful when the Resident Field Portal has a functional Airtable-centered foundation where participant experience data can be collected, linked to a PER, coded, reviewed, tracked, and exported for future graphing/reporting phases.