What is Airtable & What is it Used For? How Airtable Works in 2025

Managing data efficiently is a common challenge for many teams and individuals. Keeping track of information, ensuring data accuracy, and facilitating collaboration can be difficult with traditional tools.

Airtable is a cloud-based tool that combines the functionality of spreadsheets and databases, allowing users to efficiently organize, manage, and collaborate on data for tasks ranging from project tracking to customer relationship management.

In this article, we will explore what Airtable is, how it works, its various uses, and provide tips on using it effectively. Read on to become an Airtable expert!

What is Airtable?

Airtable is a cloud-based software that combines the features of a spreadsheet with the functionalities of a database.

It allows users to organize, manage, and collaborate on data in a highly flexible and visually appealing way.

Unlike traditional spreadsheets, Airtable offers a more dynamic and interactive experience, making it a favorite among teams and individuals looking for an efficient way to handle information.

What is Airtable Used For?

Airtable is used for a wide range of purposes, including project management, content calendars, customer relationship management (CRM), and event planning.

Here's a deep dive into what Airtable is commonly used for:

Project Management

Teams use Airtable to plan, track, and manage projects. It allows for creating detailed project plans, assigning tasks, setting deadlines, and tracking progress.

With customizable views like Kanban, grid, and calendar, teams can visualize their projects in various ways that best suit their workflow.

Content Calendars

Airtable is popular for managing content calendars, enabling marketing and editorial teams to plan, schedule, and track content.

Users can organize content ideas, assign tasks to team members, and set publication dates, ensuring a streamlined content production process.

Customer Relationship Management (CRM)

Businesses use Airtable for CRM to manage and track customer interactions, sales pipelines, and follow-ups.

It helps in organizing customer data, setting reminders for follow-ups, and tracking sales activities, making it easier to maintain strong customer relationships.

Event Planning

Event planners leverage Airtable to coordinate all aspects of events, from initial planning to execution.

It allows for tracking vendor details, managing guest lists, scheduling tasks, and ensuring all elements of the event are organized and on track.

Inventory Management

Airtable can also be used for inventory management, helping businesses keep track of stock levels, manage orders, and organize supplier information.

This ensures that inventory is well-maintained, reducing the risk of stockouts or overstocking.

Personal Organization

Individuals use Airtable for personal organization, such as managing to-do lists, tracking habits, and planning personal projects.

Its flexibility allows for customization to suit individual needs, making personal data management more efficient.

How Does Airtable Work?

Airtable operates by allowing users to create and customize bases, which are collections of tables. Each table functions similarly to a spreadsheet but with enhanced database capabilities.

Here's a deep dive that shows how to use Airtable's and its:

• bases & tables
• records & fields
• linked tables
• views
• collaboration
• integration & automation
• forms

Bases and Tables

A base is a project or database within Airtable, and it consists of multiple tables. Each table contains records (rows) and fields (columns).

Users can create different tables within a base to categorize different types of information related to a project.

For example, a base for a marketing project might include tables for campaigns, contacts, and schedules.

Records and Fields

Records in Airtable are equivalent to rows in a spreadsheet, and they store individual entries of data. Fields, akin to columns, define the type of information stored in each record.

Fields can be customized to hold various data types, including text, numbers, dates, attachments, checkboxes, and more. This flexibility allows users to tailor their tables to their specific data management needs.

Linking Tables

One of Airtable's powerful features is the ability to link records between tables, creating relationships similar to those in a relational database.

This means a record in one table can be linked to a record in another table, enabling users to connect related information across their base.

For example, a task in a project management table can be linked to a specific team member in a contacts table.

Views

Airtable provides multiple view options to visualize data in different formats, making it easier to work with and analyze information. The primary view types include:

• Grid View: Similar to a traditional spreadsheet, showing data in rows and columns.
• Calendar View: Displays records with date fields in a calendar format, ideal for scheduling.
• Kanban View: Organizes records into columns, perfect for visualizing workflow stages.
• Gallery View: Presents records as cards, useful for displaying visual content.

Users can create and switch between these views to interact with their data in the most effective way.

Collaboration

Airtable supports real-time collaboration, allowing multiple users to work on the same base simultaneously.

Users can add comments, tag team members, and set permissions to control who can view or edit data. This makes Airtable a collaborative tool that enhances team productivity and communication.

Integrations and Automations

Airtable integrates with numerous third-party applications, such as Slack, Google Drive, and Zapier, enabling seamless data transfer between platforms.

Users can set up triggers and actions to perform tasks automatically, such as sending email notifications, updating records, or creating new tasks based on specific conditions.

Forms

Airtable includes a form feature that allows users to collect data via customized forms. These forms can be shared with others to input information directly into an Airtable table.

This is particularly useful for gathering feedback, conducting surveys, or collecting data from external sources.

3 Tips on How to Use Airtable

Using Airtable effectively can significantly enhance your data management and collaboration efforts. Here are three advanced tips to get the most out of Airtable:

1. Customize Your Views: Tailor different views like grid, calendar, Kanban, and gallery to match your workflow, making data visualization more intuitive and focused on specific aspects of your projects.

2. Leverage Advanced Formulas and Rollups: Utilize Airtable’s advanced formulas and rollup fields to perform complex calculations and aggregate data across tables, enhancing your ability to analyze and interpret information.

3. Implement Automations and Scripting: Take advantage of Airtable’s automation and scripting features to streamline repetitive tasks, create custom workflows, and integrate with other tools, boosting productivity and efficiency.

These tips can help you unlock the full potential of Airtable, making your data management processes more effective and streamlined.

3 Airtable Alternatives

Looking for an alternative to Airtable? Check out the 3 Airtable alternatives below!

Data Blaze

If you are looking for a free Airtable alternative, Data Blaze is the tool for you.

Data Blaze is a free spreadsheet app that helps you organize data and use it anywhere. With Data Blaze, you can manage your data and organize it anyway you need to with views.

Features

• Data Blaze is free forever! Say goodbye to licenses or subscriptions!

• Bring your data to life with a variety of field types (text, emails, links, files, dates, and more)!

• Organize your data in many different ways using views that help you visualize your data.

• Use filters and sorting to make your data work for you and keep track of everything, right in your database.

• Create forms to collect data! Data entered in the form is automatically stored in Data Blaze.

monday.com

monday.com is a work operating system that enables teams to run projects and workflows with confidence.

It offers customizable templates, various views, and automation capabilities similar to Airtable.

monday.com stands out with its focus on team collaboration and communication, providing tools for tracking progress, managing tasks, and ensuring that everyone is on the same page.

ClickUp

ClickUp is an all-in-one productivity platform that competes well with Airtable. It offers project management, task tracking, document management, and more.

ClickUp's extensive feature set and highly customizable interface make it a versatile tool for teams of all sizes. Its integration capabilities and automation features also make it a powerful alternative for those seeking a comprehensive solution.

Airtable, Easy as 1-2-3

Airtable is a versatile and powerful tool for managing data and improving collaboration. Its combination of spreadsheet and database functionalities makes it suitable for various use cases across different industries.

By customizing views, leveraging templates, and using automations, users can maximize their productivity.

For those exploring alternatives, Data Blaze, monday.com, and ClickUp offer compelling options.