- What is an online database?
- How to choose an online database
- The best online database software for non-technical teams
- Other online database software to check out
- The best online database
In today’s data-driven world, businesses are looking for ways to make the best use of data across their teams to drive collaboration, performance, and better decisions. One significant advancement that’s transforming the way we work is the rise of online database software. As data-driven strategies become the norm, the need for robust, versatile, and user-friendly solutions becomes paramount. However, with the plethora of options available, finding the right platform can be a daunting task.
Fortunately, you’re in the right place as we’ve done the research for you. In this article, we’ll walk you through the process of choosing an online database and give you a rundown of the best free and paid platforms for non-technical teams.
What is an online database?
An online database is a collection of information stored on the internet rather than on a personal computer or an offline server. Its primary benefit is accessibility. With the right credentials, users can access this data from anywhere, making collaborations and data-driven decision-making more efficient.
Online databases offer many advantages over traditional spreadsheets and data management tools, particularly in simplifying the handling of extensive and diverse datasets. Unlike spreadsheets, which can become cumbersome and error-prone with large data volumes, databases provide scalable and efficient solutions that allow for the seamless access, modification, and sharing of data.
Numerous options are available, each serving varied needs and preferences. This includes no-code platforms such as Baserow and Airtable which are user-friendly, and advanced database management systems (DBMS) like MySQL, MongoDB, and PostgreSQL, which require a solid grasp of programming. Choosing a solution can feel overwhelming, however, certain criteria such as ease of use, customization, and cost can help in narrowing down the best choice.
How to choose an online database
- Scalability and flexibility: Assess your needs. What types of data will you be managing? Do you need a relational or non-relational database? Look for solutions that offer scalability to accommodate data growth, flexibility to adjust to your business processes, and can be organized as per your requirements.
- No-code: Opt for a no-code database that’s built with a robust tech stack to ensure advanced functionality with ease of use for non-technical teams. No-code options provide intuitive spreadsheet-like interfaces and drag-and-drop features, allowing users to create, modify, and manage databases with ease.
- Storage and efficiency: Assess the storage provisions, especially if you’re dealing with big data, and look for solutions renowned for their efficiency and speed, even when handling large volumes of data.
- Advanced security: Choose an online database that offers robust security protocols, customizable permissions, different user roles, and advanced data encryption.
- Advanced features: Look for additional features and customization options, such as views, pre-built templates, and advanced formulas. The best platforms provide automation to streamline data processes and enhance workflow integration. Ensure it integrates with other platforms and tools you use, like Zapier or Trello.
- Support and community: Verify the availability and reliability of tech support. Some platforms come with an active community or forum for user discussions, co-creating, and problem-solving.
- Pricing: Consider your budget and review the pricing plans available, focusing on value for money. Look at both upfront costs and potential additional costs such as those for extra storage or premium features.
- Self-hosted or fully managed: Decide whether you prefer a self-hosted, open-source solution which can be more customizable, or a fully-managed online database. Platforms like Baserow offer both hosted and self-hosted pricing plans, giving you the best of both worlds.
The best online database software for non-technical teams
Check out our top picks for the best user-friendly online database software, ranging from free tools for small teams to advanced solutions for large enterprises. Many of these options offer trials and free plans so you can try them out before making a final decision.
Baserow
Hailed as the best-value database by Capterra, Baserow is an open-source, no-code platform that lets you build custom databases without any coding. It marries the simplicity of a spreadsheet interface with the functionality of an advanced relational database, simplifying the process of organizing, analyzing, and visualizing data. Users have the option to develop applications from the ground up or adapt pre-existing templates, which cover a broad spectrum including operations, marketing, finance, and more,
The platform boasts various features, including real-time collaboration, record linking, diverse view types like Kanban Calendar and Form, and user access controls, facilitating a multifunctional approach to data management. It supports integrations with existing work apps like Slack and Google Drive and allows extensive automation through its API with the option of extending its functionality significantly with plugin capabilities.
Providing both self-hosted and cloud-hosted versions, Baserow ensures users can opt for a hosting method that aligns with their needs. Because it’s open-source, you can modify the source code, allowing you to create customized solutions and maintain total control over your data. Opt for Baserow Cloud for instant access and backend management or choose Baserow Self-Hosted to meet enterprise-grade compliance standards such as GDPR, HIPAA, and SOC-2.
Features, pros, and cons
- Open-source, no-code platform with a drag-and-drop interface.
- Software as a Service (SaaS) version and self-hosted plans.
- Generous SaaS plans and unlimited databases, rows, and storage when self-hosted.
- Build your own software with Baserow’s permissive MIT license.
- Extend the features of Baserow with plug-ins.
- API-first with automation features including webhooks and integrations with popular tools such as Zapier, Make, and n8n.
- Real-time collaboration, comments, email notifications, and more.
- Role-based access control.
- Diverse view types.
- Built using Python, Django, PostgreSQL, and Vue.js, and Nuxt.
- Lightening fast, even with huge volumes of data.
- User permissions and record linking.
- Pre-built industry-specific templates for a quick start.
- Comes with a great free plan. Premium pricing plans start at just $5 per user, per month.
Airtable
Airtable is a type of online database software that lets you organize, store, and manage your work or personal projects, without any coding skills. It combines the best of spreadsheets with database functionalities, making it easy to create applications ranging from basic task trackers to complex company databases, all with a simple drag-and-drop interface.
The platform offers a variety of task-specific templates, as well as diverse views including Grid, Calendar, Gallery, and Kanban. Real-time collaboration and commenting features make team communication a breeze. Integration and automation capabilities mean you can connect with your existing work apps, automate routine tasks, and create seamless workflows.
Airtable doesn’t offer the option to self-host or create plugins for new features, however, it greatly simplifies the process of building and managing online databases. If you’re handling large amounts of data, its record and storage limits may feel restrictive, but it’s a good tool for those dealing with a moderate amount of data and looking for a fuss-free solution.
Features, pros, and cons
- Strictly a cloud-based SaaS platform (no self-hosting available).
- User-friendly interface combines the simplicity of a spreadsheet with the power of a database.
- Various templates and views.
- Real-time collaboration.
- Connects with a multitude of apps and services to streamline workflows.
- Allows the automation of routine tasks.
- Best suited for tasks like project management, content creation, and event planning.
- Comes with a free plan. Paid plans start at $20 per user, per month.
- Focused on Enterprise users with larger budgets.
- Doesn’t offer an open-source, self-hosted version.
- Restrictive record and storage limits, even on the Enterprise plan.
- Airtable’s recent pricing changes make it expensive for teams.
Caspio
Caspio is a cloud-based solution that lets you develop custom web applications, online databases, multi-user portals, interactive dashboards, automated workflows, and more, without the need for extensive technical expertise. It’s well-suited for enterprises seeking a scalable and feature-rich platform with professional support and compliance features.
Thanks to its user-friendly, point-and-click tools, teams can create and manage database-driven applications quickly. It provides an extensive range of customization options, allowing you to tailor your applications to meet specific needs and integrate seamlessly with various web services and existing systems.
Its extensive feature set includes built-in compliance measures, real-time reporting capabilities, ready-made templates, and scalable cloud storage catering to medium to large organizations. The platform’s visual app builder and step-by-step wizards will guide you from selecting data sources to publishing apps online, with or without custom coding.
Features, pros, and cons
- Lets you build data-driven applications without extensive technical knowledge.
- Comes up with a built-in cloud-based MS SQL Server.
- Customization options to tailor applications to meet specific needs.
- Connect to cloud apps like Office 365 and Salesforce via Zapier.
- Set configurable permissions based on roles.
- Allows users to automate workflows,
- Supports the development of interactive applications, including detailed databases and responsive forms.
- Free tier available. Paid plans start at $100/month.
- Basic paid plans have no access to APIs, Zapier, or automation/importing.
- This is a low-code platform, but with the right experience users are able to take advantage of building blocks like HTLM where scripts can be merged.
NocoDB
NocoDB is an open-source, low-code/no-code platform that transforms any existing SQL or NoSQL database into a smart spreadsheet. It offers a seamless experience for users to interact with data without needing coding expertise, making it ideal for businesses or individuals without technical support.
It lets you easily connect to existing databases and add, edit, or delete data, and create relationships between different datasets through its familiar spreadsheet-like interface. It’s packed with features, ranging from data search, filtering, collaboration, and multiple data views to automation with popular apps like Microsoft Teams, Slack, and Discord.
This free open-source tool has a community-driven ethos allowing for continuous updates and refinement. Its cloud-hosted version provides advanced enterprise features, including connectors, single sign-on (SSO), robust access control, and detailed auditing.
Features, pros, and cons
- Free open-source version.
- No coding required.
- Transforms SQL/NoSQL databases into smart spreadsheets.
- Direct database connectivity.
- User-friendly spreadsheet-like interface.
- Robust data search and filtering.
- Collaboration tools.
- Multiple data viewing options.
- Integration with Microsoft Teams, Slack, and Discord.
- Open-source and community-driven.
- Managed cloud-hosted version.
- Enterprise features: connectors, SSO, access control, auditing.
- Requires technical knowledge for complex configurations.
Notion
Notion is an all-in-one productivity tool that blends various functionalities like note-taking, task management, and database creation in one central platform. It provides a user-friendly interface that lets you create and organize content using pages and blocks to suit your or your team’s needs. Its text-editor-like approach makes it simple to build structured documents with ease and embed tables, lists, and other elements within.
This application places a strong emphasis on communication and organization, with a variety of features like real-time collaboration, public page sharing, and commenting. It offers a range of customizable views like Table, Calendar, Gallery, and more. While its variety of pre-built templates for various tasks like marketing, product, and design make it easy to start a new project or task.
Notion is primarily a workspace that combines notes, wikis, and databases. It’s not open-source and it doesn’t accommodate plugins. However, it compensates by offering a myriad of embed options like Google Maps and more, which you can easily add to your pages. It’s used across various sectors, although it’s most suitable for teams managing a modest amount of data who don’t require extensive database features.
Features, pros, and cons
- User-friendly workspace with some database functionalities.
- A SaaS application compatible with Windows, Mac, iOS, and Android.
- A variety of templates.
- Supports commenting and real-time collaboration.
- Inline table databases enable users to create and manage structured data.
- Supports embedding various elements like Google Maps.
- Offers the ability to share pages publicly.
- Text editor approach lets you create a page and add headings, lists, text, and more.
- User-friendly documentation.
- Suitable for individuals and teams managing a modest amount of data.
- Free plan available. Paid plans start at $10 per user, per month.
- Not an open-source tool and doesn’t support plugins.
- Can’t be self-hosted.
Smartsheet
Smartsheet is an online collaboration tool designed for work management and automation. It’s often likened to an advanced spreadsheet but integrates a range of features that allow it to manage workflows and tasks more effectively and collaboratively than typical spreadsheet applications.
Easy to use for those who are accustomed to platforms like Excel, it offers a range of project management tools, allowing you to create task lists, assign tasks, set timelines, and collaborate in real-time, providing updates and making changes that are immediately visible to all stakeholders.
Smartsheet includes automation features, making it simple to set up rules to trigger notifications, approvals, and other actions. It can also integrate with a multitude of other applications and services, such as Google Workspace, Microsoft 365, Salesforce, and many others.
Features, pros, and cons
- Familiar spreadsheet-like interface.
- Enables task creation, assignment, timeline setting, and project progress tracking.
- Real-time collaboration
- Automation features to set up notifications, approvals, and other actions based on preset rules.
- Integrates with numerous applications and services
- Customizable dashboards for visualizing data and tracking key performance indicators.
- Reporting tools for generating reports and insights.
- Free plan available. Paid plans start from $7 per user, per month.
- Ideal for small businesses with uncomplicated needs.
- Has row, cell, and column limits.
- SaaS platform which can’t be self-hosted.
- Additional fees are charged for things like add-ons, editing, integrations, training, and support.
Other online database software to check out
Quickbase
- Best for Advanced application development and database solutions.
- Key features: Low-code platform, extensive customization, cloud-based, robust security, automated workflow, user-friendly interface, and real-time insights.
- Best suited for larger enterprises with complex needs and substantial resources.
Zoho Creator
- Best for Businesses needing a variety of apps.
- Key features: Drag-and-drop application builder, multi-language support, AI prediction builder, and detailed reports and analytics.
- Suitable for users with some technical knowledge.
Knack
- Best for Users looking for scalable data management solutions.
- Key features: User-friendly database and app builder, robust customization options, various integrations, and dedicated customer support.
- A viable option for those who need a personalized database without the complexities of software development.
Tadabase
- Best for Teams looking for a visual approach to online database building.
- Key features: Drag-and-drop interface, powerful data visualization, automation capabilities, and no-code application building.
- The flexibility and customization of Tadabase make it a suitable choice for a wide array of application development needs.
Google Sheets
- Best for Primarily a spreadsheet application but can serve as a simple free online database.
- Key features: Real-time collaboration features, integration sharing and permissions, pivot tables, and integration with other Google services.
- A good choice for small teams, with privacy caveats.
So, what’s the best online database?
Baserow is the best online database for teams and businesses who want to manage large volumes of data, need to comply with data governance and security policies and create customized databases without technical expertise. It’s a user-friendly database platform that has the familiarity of spreadsheet software—like Microsoft Excel or Google Sheets—while having advanced database functionalities. Baserow is free to use, and it offers both SaaS and self-hosted options, ensuring flexibility, scalability, and freedom from vendor restrictions.
For individuals or smaller teams seeking simplicity, options like Notion and Google Sheets are worthwhile, offering basic, reliable functionality without overwhelming users. They are straightforward, user-friendly, and can adequately serve those not requiring the advanced functionality and customization that Baserow provides.
Choosing the right tool boils down to your business’s unique needs and workflows. Keep in mind not just your current needs but also consider scalability for future growth, integration with other tools you use, and the long-term support and updates provided by the software provider to ensure it remains relevant and effective.
Get started with Baserow
Ready to get started? Then sign up for a free account today and check out our guide to help you transform any spreadsheet into a database!
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