Migrate your workspace and import data into Baserow

Moving your operations between platforms, or even between different testing environments, shouldn’t mean losing your carefully crafted database structures. Whether you are migrating from Airtable, transitioning away from Smartsheet, or simply trying to sync external spreadsheets, smooth data integration is essential for maintaining a single source of truth.

Baserow handles data migration in two distinct ways: at the macro level (importing entire workspaces) and at the micro level (importing records into pre-configured tables). Here is a high-level look at how to securely transfer your data and keep your databases updated without breaking your existing workflows.

Replicating complete workspace environments

If you need to move from Baserow Cloud to a Self-hosted instance, restore a backup, or distribute a standardized CRM template to another team, workspace imports are your go-to solution.

By uploading a Baserow-generated ZIP file, you can instantly replicate your entire infrastructure. The import process preserves your complete ecosystem, including databases, underlying tables, field relationships, applications, and custom dashboards.

Because workspace exports contain highly sensitive data, security is a priority. Imports from untrusted signatures are blocked by default to prevent malicious configurations, and workspace members or access permissions do not transfer over. This ensures that when you stand up a cloned workspace, you retain absolute control over who gets invited and what level of access they receive in the new environment.

Updating existing tables without breaking your structure

When you are simply trying to add weekly sales data or update an inventory list from an external tool, creating a brand-new table every time isn’t practical. Baserow allows you to import CSV, JSON, or XML files directly into existing tables.

Unlike standard spreadsheet imports that default all new data to basic text, Baserow’s field mapping respects your pre-configured architecture. Dates automatically format as dates, numbers stay numbers, and single-select options are automatically matched or created. This ensures your database remains clean and structured, even when ingesting messy external files.

Avoiding duplicate records

One of the biggest challenges when importing data from tools like Excel or Monday.com is avoiding duplicate entries. Baserow solves this with built-in “upsert” capabilities.

When mapping your import file, you can choose to either append all rows as brand-new records, or update existing ones. By setting a unique identifier (like an email address or Order ID), Baserow will scan your database during the import. If it finds a match, it refreshes the existing record with the new data. If it doesn’t find a match, it creates a new row.

FAQ about data imports and migration

How do I migrate my complete workspace from Airtable to an alternative?

Workspace ZIP imports are designed specifically for moving data between Baserow instances. If you are migrating away from Airtable, you should use Baserow’s dedicated Airtable import tool instead. It is specifically engineered to handle the data conversion and instantly map Airtable’s base structure into Baserow’s format.

How do I import new data from Excel or Smartsheet without creating duplicate rows?

You don’t have to manually clean up duplicates after an import. When importing a CSV or pasting data into an existing Baserow table, simply select “Update rows if they already exist.” As long as you have a unique identifier column (like a SKU or Client ID), Baserow will automatically update matching records and only create new rows for net-new data.

What happens to my data formats when I import a CSV into an existing database?

When you import data into an existing Baserow table, the system respects your established field types. It intelligently maps column headers to your field names. If a cell contains data that is incompatible with your field type (e.g., trying to import text into a strict Number field), that specific cell will simply remain empty, protecting the integrity of your database.

Can I restore a previous version of my database from a backup file?

Yes. You can use the workspace import feature to quickly restore your setup from a previously exported ZIP file. This is highly effective for recovering from accidental deletions or major configuration errors. You can even choose to import it as a separate workspace to verify the data before merging it.

Will my team members and permissions transfer when I import a workspace?

No. For security and governance reasons, workspace member lists, role-based permissions, and personal settings do not transfer during a workspace import. Once your data and structure are successfully imported, you will need to manually invite your collaborators and assign their roles to ensure complete access control in the new environment.

Learn more about how to import into existing tables and workspace import.