# Use Airtable to compare tour roster and transport capacity

Example: A tour table stores booking quantity separately from row count. The transport plan counted rows rather than travelers.

By Righthand Team · 2026-10-19

Source: https://www.righthand.ai/blog/use-airtable-to-compare-tour-roster-and-transport-capacity

Keep Airtable as the source for its records. A Righthand can use available information for the decision below.

This article is from Righthand. The example and result are illustrative. This guide has no executed integration test.

## The customer task

A tour table stores booking quantity separately from row count. The transport plan counted rows rather than travelers.

[Provider documentation](https://support.airtable.com/articles/1941464361-airtable-web-api-using-filterbyformula-or-sort-parameters). The documentation gives information about filtering and sorting records for API list operations. Formula conditions and sort fields determine the selected records.

## Make account access explicit

If Airtable is available in [Connections](https://docs.righthand.ai/guides/adding-your-first-connection), connect the intended account. Give the Righthand access to that connection.

Provider documentation does not establish installed Righthand operations. Examine the connection’s available tools before assigning direct account work.

For direct account work, the connection must have the necessary read or write operation and permission. If that operation is unavailable, supply the information in a message. The owner must make any account change in that case.

[Connection Permissions](https://docs.righthand.ai/guides/add-a-connection) gives information about account access and tool permissions. Give only the access necessary for the identified task.

## The request to the Righthand

> Read the supplied accepted bookings.
>
> Calculate the total traveler quantity for the identified departure.
>
> Compare that quantity with supplied transport seats.
>
> Send the owner the result before 3 PM Friday.
>
> Use Pacific time.

## Use the provider records for the result

Identify the base, table, and field meanings before selecting records. Do a test of the filter with a known included record and a known excluded record.

Booking rows and people have different quantity meanings.

For a permitted write, examine the resulting account record. A proposal does not establish a completed change.

For an external message, identify the recipient and permitted task. **Ask** uses an explicit instruction or approval. Connection tool permissions are another required control. [Communications Policy](https://docs.righthand.ai/security/external-communications).

## An illustrative result and next step

> The quantities in ten bookings have a total of sixteen travelers. The planned vehicle has fourteen seats.

The tour owner selects more capacity or another accepted arrangement.

## Try one account task

1. Give the Righthand one identified source record.
2. Compare its result with that source.
3. Examine the account record after a permitted write.
4. Examine the work in [Activity](https://docs.righthand.ai/guides/working-with-your-righthand).

If a direct operation is unavailable, give the source information in a message. This does not establish a direct integration.

## When the account tools are sufficient

Use Airtable directly when its existing view gives the complete answer and no other conversation is necessary. A person can make the decision from that view.

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