What is Airtable & How Does It Work? (+ Use Cases)

If you are a business owner, we bet staying organized is your top priority. Juggling between tasks, managing time, keeping track of projects, and the list could go on and on. 

But is it as simple as it sounds, though? 

No. 

Although staying organized is one of the most important aspects of a business, it also happens to be one of the most challenging ones. 

So, how do we solve that? Airtable is the answer. 

If you are here looking for a solution to the question ‘‘what is Airtable and how it works’’, stick around to find out!

What is Airtable? 

In simple terms, Airtable is a cloud-based collaborative platform and database service. It is a platform that combines database, spreadsheet, and collaboration software features. Airtable can be used for various tasks, such as project management, contact databases, task lists, document management, and more. 

Airtable enables users to store and organize data in a spreadsheet-like format and provides features like relational databases, collaboration tools, and custom views.

But what is a relational database? 

A relational database organizes data into tables composed of columns and rows. You can then use this database to visualize all the available information and easily identify the connection between complex data sets. 

And how does Airtable do that? By letting you add linked records to reduce data entry and access the latest info. It also enables automation by providing computed field types to summarize/calculate data.

With its powerful features and easy-to-use interface, Airtable is an excellent tool for anyone looking to manage their data in a more efficient and organized way. 

How is Airtable different from traditional spreadsheets?

But why choose Airtable over traditional spreadsheets? In short, to make your tasks less miserable.

Airtable is a database management system that has many advantages over conventional spreadsheets. 

Unlike traditional spreadsheets, Airtable allows users to create and manage multiple data types in a single platform. This includes not just numerical data but also text, images, links, and other types of content. 

Airtable also allows for the easy creation of forms and the ability to quickly find and sort data, making it easier to find the information you need.

Additionally, Airtable provides a much more intuitive user experience than traditional spreadsheets, with an attractive, easy-to-use interface and the ability to customize and add additional features.

Basic Components of Airtable 

Now, how does Airtable work?

To understand that, let's take a look at some of the basic components through which Airtable helps you organize data more effectively.

Bases:

‍

Bases are collections of tables that can be utilized for a specific purpose. Airtable offers a range of pre-existing templates, such as Content Calendar, Project Tracker, and Event Planning, which can be employed to quickly set up a base. 

Furthermore, bases can be customized and built entirely from scratch. Bases can be thought of as a digital equivalent of a folder on a computer containing an Excel file.

Tables:

‍

Tables form the basis of any Base, allowing for multiple Tables to be included. Like worksheets in a spreadsheet, each Table provides information about a certain item. 

For example, a Base focused on social media marketing could include Tables for Facebook, Instagram, and Twitter. These individual Tables represent the various platforms required to successfully carry out social media marketing, and each one is distinct from the others.

Fields:

‍

Fields in Airtable serve a purpose similar to that of columns in a spreadsheet. They are consistent in the data they convey across a series of rows. However, Fields are more versatile than simple spreadsheet cells, as they can store various information, such as file attachments, dates, photos, checkboxes, and more.

Records:

‍

Records are the distinct elements that make up a table. The number of records you need is up to you; it could be a few dozen creative assets or hundreds of customer feedback forms. No matter what, you can create as many records as you need.

Views:

‍

Views are different ways of displaying data. For example, a Table with a list of tasks and their deadlines, as well as the progress of each task, can be shown in a calendar or Kanban format. 

The calendar View will give an overview of the due dates for each task, while the Kanban format will display the progress of each task.

Also Read: 7 Reasons Why Airtable is Better than Excel

Main Benefits of Airtable  

Airtable has effectively streamlined how users interact with and manage their data. Let's discover some of the major benefits that Airtable offers its users.

1. Easy Team Collaboration

Airtable allows users to easily assign tasks, share project statuses, and easily find and share relevant data with their team. Users can also define varying access levels along with assigning roles to collaborators.

2. Spreadsheet Familiarity

Airtable offers a spreadsheet-like interface that makes onboarding easy for users with past spreadsheet experience. It also offers a variety of features, such as fields for attachments, long text, checkboxes, links, and even barcodes. 

3. Template Options

Who doesn’t love a good amount of templates to choose from, right? Airtable’s pre-made templates can make getting started feel like a breeze. You simply need to select one of the many templates offered, and you are good to go. 

4. Customizability 

Airtable offers an array of features that let users customize their data access. A variety of views, such as grid, Kanban boards, calendar, form, and Gnatt, are all available to facilitate data manipulation. On top of this, users can create their own Airtable actions by adding additional customization rules.

5. Automation

Automation can streamline the process of completing tedious and repetitive tasks. You and your team can maximize efficiency and save time by setting up tailored trigger-action sequences. 

6. Real-Time Data Tracking

Airtable enables users to keep tabs on the changes to individual tables and records with the help of comprehensive data tracking. This makes collaboration simpler and more visible, maximizing efficiency.