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Database Automation Guide

Automate Client Provisioning with Airtable

Transform your Airtable client directory into an automated SaaS provisioning engine. Trigger account creation directly from record changes (e.g., when Status changes to "Deploy Hardware"), automatically queue complimentary NFC countertop stands, and write the live review funnel URL back into your database.

Airtable Automation Pipeline

How record changes in your Airtable base instantly deploy review funnels:

Step 1: Trigger

Record Matches

Status dropdown changes to "Deploy Hardware".

Step 2: Action

Send HTTP Request

Airtable fires POST request with client shipping fields.

Step 3: Aevloc

Sub-Account Created

Deploys funnel & queues physical stand dispatch.

Step 4: Sync

Update Record

Saves returned funnelUrl & orgId into the record.

Prerequisites

An active Aevloc Agency Pro or Scale subscription (includes up to 100 client sub-accounts).

An Agency Bearer API Key (aev_live_...) from your API & Webhooks dashboard.

An Airtable Base with fields configured for Business Name, Owner Email, Address, City, State, ZIP, and Funnel URL.

Prepare Your Airtable Table Fields

Ensure your Airtable table (e.g. "Clients") contains the following fields:

Business NameSingle line text

Owner EmailEmail

Street AddressSingle line text

CitySingle line text

StateSingle line text (2-letter)

ZIP CodeSingle line text / Number

StatusSingle select ("Deploy Hardware")

Funnel URLURL

Set Up Airtable Automation Trigger

In Airtable, click Automations → Create automation:

Choose trigger: "When a record matches conditions".
Select your Clients table.
Add condition: Status is "Deploy Hardware" and Funnel URL is empty (to prevent duplicate firing).

Configure "Send HTTP Request" Action

Add action "Send HTTP request":

URL

https://aevloc.com/api/v1/agency/subaccounts

Method

POST

Headers

AuthorizationBearer aev_live_...

Content-Typeapplication/json

Map the JSON Request Body

In the Body field, map the dynamic record tokens from your trigger step:

Airtable Send HTTP Request Body (JSON)

{
  "name": "{Business Name}",
  "adminEmail": "{Owner Email}",
  "shippingName": "{Business Name} (Attn: Front Desk)",
  "shippingAddress": "{Street Address}",
  "shippingCity": "{City}",
  "shippingState": "{State}",
  "shippingZip": "{ZIP Code}"
}

Airtable Field Mapping Reference

JSON Key	Required	Airtable Field Token
name	Yes	{Business Name}
adminEmail	Yes	{Owner Email}
shippingName	Yes	{Business Name} (Attn: Front Desk)
shippingAddress	Yes	{Street Address}
shippingCity	Yes	{City}
shippingState	Yes	{State}
shippingZip	Yes	{ZIP Code}

Alternative: Airtable "Run a Script" Action

JavaScript

If your Airtable plan supports scripting or you prefer fine-grained programmatic error handling, you can use a "Run script" action:

Airtable JavaScript Automation Script

const table = base.getTable("Clients");
const record = await input.config();

const response = await fetch("https://aevloc.com/api/v1/agency/subaccounts", {
  method: "POST",
  headers: {
    "Authorization": "Bearer aev_live_your_actual_key",
    "Content-Type": "application/json"
  },
  body: JSON.stringify({
    name: record.businessName,
    adminEmail: record.ownerEmail,
    shippingName: record.businessName + " (Attn: Front Desk)",
    shippingAddress: record.streetAddress,
    shippingCity: record.city,
    shippingState: record.state,
    shippingZip: record.zipCode
  })
});

const result = await response.json();

if (result.success) {
  await table.updateRecordAsync(record.recordId, {
    "Funnel URL": result.data.funnelUrl,
    "Aevloc Org ID": result.data.organizationId,
    "Status": "Hardware Queued"
  });
}

Add "Update Record" Downstream Action

Click (+) Add action and choose Update record:

Record ID: Map the Airtable record ID from the trigger step.
Funnel URL: Map {2. body.data.funnelUrl} from the HTTP response.
Status: Update dropdown value to "Active Funnel / Queued".

Automated Closed Loop:

Your Airtable record now stores the live funnel URL, while Aevloc automatically queues the $0.00 complimentary countertop NFC stand for dispatch.

Airtable Troubleshooting & Tips

Missing Shipping Values:

If an address field in your Airtable record is empty when the status changes, the API rejects the request with 422 Unprocessable Entity. Ensure trigger conditions require Street Address, City, State, and ZIP to not be empty before firing.

401 Unauthorized:

Verify your API key in the Authorization header is prefixed with Bearer and is active in /admin/api.

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