- What is Airtable?
- Airtable’s features and benefits
- Databases versus spreadsheets
- How to use Airtable
- What is Airtable used for?
- How much does Airtable cost?
- What’s the best alternative to Airtable?
- Airtable FAQs
- Get started with Baserow
Airtable is a popular tool for managing and organizing data across your business processes. However, its effectiveness is greatly influenced by the specific requirements and conditions of your business. While it’s an ideal choice for many use cases, it isn’t always the best fit for every scenario.
Read on to find out everything you need to know about Airtable, including what it is, how it works, and when to use or avoid the software. We’ll also tell you more about Baserow’s powerful no-code database and why it’s the best alternative to Airtable if you’re dealing with large and complex datasets.
What is Airtable?
Airtable is a cloud-based project management tool that blends a traditional spreadsheet with the robust features of a database. It allows businesses to organize their workflow, data, and records in a flexible and visually appealing way without the need for any coding.
The software can be used to manage a range of tasks such as project planning, customer relationship management, or personal tasks and to-dos. It expands beyond regular spreadsheet functions to include an array of features such as rich field types, customizable forms, collaboration features, and a variety of integrations with platforms like Dropbox, Slack, and Jira.
Users can personalize how data is displayed with various view options like Grid, Gallery, and Calendar, as well as advanced filtering, sorting, and grouping features. As a relational database, it also offers the ability to connect related content across tables, preventing duplicate data entry and enhancing the collaborative experience by allowing users to tag, message, and share content across teams.
If you’re considering using Airtable, there are a few downsides to be aware of. Firstly, it’s expensive for premium features and has limited record capacities which poses a challenge if you’re working with large datasets. Also, as a closed-source solution, it offers limited customization, limited API access, and no support for self-hosting. Lack of self-hosting could compromise data security, privacy, and compliance, particularly in highly-regulated industries. Open-source, no-code alternatives like Baserow offer advanced features, higher resource limits, and self-hosting capabilities at a fraction of the cost of Airtable.
Airtable’s features and benefits
Customizable templates and forms
Setting up your first Airtable database can be complex, however, the platform provides a wide range of pre-built templates to help you get started easily, from personal planners to business themes such as product planning, project management, content calendar, and more. In addition, Airtable forms can be used to collect data and can be embedded on websites or shared via a link.
Collaboration features
Airtable features a range of collaboration capabilities that allow users to assign tasks, share project statuses, tag and comment, and record activity history. It also makes it easy for teams to find and share relevant data, assign permissions to collaborators, and define various roles and levels of access.
Record linking
As a relational database, one of Airtable’s standout features is in creating connections between data across tables. This feature allows users to connect related data across different tables, thereby reducing redundancy and also ensuring that data remains consistent and accurate across your database.
It also unlocks powerful functionality, like creating lookups and referencing data from connected tables.
Integrations and automation
Airtable offers native integrations with various apps such as Dropbox, Google Drive, and Slack—and through services like Zapier, it can connect with hundreds more. This extends further with automation, allowing users to set triggers based on specific changes or inputs, enabling automatic actions such as sending notifications, updating records, or even initiating workflows in other integrated platforms.
Airtable API and scripting
For developers, the platform provides a well-documented API to extend functionality and a scripting block for running JavaScript directly inside Airtable.
User access controls
Users can control who can see, comment on, or edit a given database or table. This includes options for read-only access, comment-only access, and full editing rights.
Flexible views
Airtable allows you to view your data in different ways. Grid view, which is the default view type, is a spreadsheet-style view that’s similar to Excel and Google Sheets. There are also other view types, like Kanban view, Calendar view, Gallery view, and even create a custom Form view. This flexibility helps tailor the data presentation to specific use cases based on the data and the people working with—or consuming—the data.
Databases versus spreadsheets
When it comes to organizing and managing data, spreadsheets and databases are two of the most commonly used tools. While they might appear similar at first glance, they serve very distinct purposes and operate in fundamentally different ways.
Spreadsheets like Google Sheets and Microsoft Excel are used for tabular data entry and calculations. They present data in a grid format, consisting of rows and columns where each cell can contain individual data points or formulas to calculate and analyze data. Spreadsheets are geared towards tasks that require direct manipulation of individual data points or summaries of information through formulas.
Databases, on the other hand, are used for storing, organizing, and managing large volumes of data in a more structured and relational way. Unlike spreadsheets, databases use languages like SQL (Structured Query Language) for data manipulation and queries, allowing for more sophisticated operations like retrieving specific datasets, establishing relationships between different data types, and ensuring data integrity across data sets.
Airtable offers a combination of spreadsheets and databases. It’s a relational database platform that’s as easy to navigate as a spreadsheet, making it accessible for users who might not be familiar with traditional database management. It lets you link related data across tables and make complex data relationships and queries, all without any coding. This hybrid approach offers a unique solution if you need more than what traditional spreadsheets can provide but without the steep learning curve associated with conventional databases.
How to use Airtable
To begin using Airtable, you’ll first create a “base” (short for “database”), which is somewhat similar to creating a workbook in spreadsheet applications like Microsoft Excel, Google Sheets, Zoho Sheet, LibreOffice Calc, etc. A base contains a table (or multiple tables), which is similar to sheets in Excel. Start by selecting a template tailored to your needs, like content planning or CRM, or start from scratch with a blank canvas.
Once inside a table, you can add records, or rows, of information. Each column, or field, in your table defines the type of information you can store—text, numbers, dates, checkboxes, and even attachments. Airtable offers the ability to create linked records, so rather than duplicating data across tables, you can link records between tables, creating a relational database structure.
To visualize your data, use different views like Grid, Calendar, Gallery, or Kanban. Filters, sorts, and group functions allow you to further customize how you work with your data. As your workflow evolves, you can integrate it with other apps or automate tasks using built-in automation and third-party integrations like Zapier.
Understanding Airtable’s terminology
This list of terms will help you better understand what Airtable is and its different features and functionalities:
- Base: A base is a collection of related tables, reflecting a single project, process, or workspace.
- Table: A table is similar to a worksheet in Excel. Each table contains a list of items (like a list of contacts, inventory, tasks, etc.) and each item has its own row.
- Record: A record is a single item or entry in a table, represented as a row. For instance, in a table of contacts, one contact would be one record.
- Field: A field is a category of information that you track for each record, similar to a column in a spreadsheet. It can contain different types of information, like text, numbers, checkboxes, dates, etc.
- View: A view is a particular way of looking at a table’s records. For example, you can have a Grid view (spreadsheet-like), Form view (to collect information), Calendar view (to see records with dates), Gallery view (to view records as cards), and Kanban view (to manage workflow).
- Blocks: (now called Apps) are extra pieces of functionality that can be added to a base. They range from charts and maps to time tracking and sending SMS messages.
What is Airtable used for?
Airtable has an impressive feature set, and its effectiveness will depend on the specific needs and context of your project or organization. It’s used across various personal and business scenarios such as content management, project planning, budget tracking, and more.
However, it’s important to note that while Airtable is versatile, it has limitations. For example, it’s not ideal for handling large datasets, it doesn’t offer the ability to self-host, and its integration and automation capabilities are not as extensive as other no-code platforms.
Airtable’s proprietary and cloud-only nature also means that businesses that have data governance, compliance, and security needs are unable to use Airtable. Furthermore, individuals, teams, and businesses that rely on Airtable experience heavy switching costs due to their strict vendor lock-in.
Airtable use cases
Airtable is best suited for scenarios where an individual or a business needs to:
- Organize and collaborate on projects: Visually engaging data views and real-time collaboration features make it a great choice for small to medium project management tasks. It enables different team members to work together seamlessly on shared tasks, timelines, and deliverables.
- Track inventory: Small to medium-sized businesses can leverage the software’s customizable fields to track inventory, including product details, supplier information, and stock levels.
- Manage a CRM: Airtable’s ability to link related records makes it a good choice for a lightweight CRM system, allowing businesses to track interactions with clients, manage sales funnels, and keep all customer-related information in a centralized place.
- Content planning: For marketing teams, the software can be used to plan and track content across multiple channels, with the ability to assign tasks to team members, set deadlines, and link to related resources.
When not to use Airtable
You should probably avoid using Airtable if:
- You want to self-host to have full control over your data.
- You want to keep switching costs to a minimum and not be locked into a proprietary platform.
- You work in a highly-regulated industry (healthcare, finance, education, law, etc.)
- You work with large datasets.
- You have a need for complex automations and integrations.
- You work with sensitive data (PII, PHI, etc.)
Here are some examples of when not to use Airtable:
- When you’re managing large-scale databases: While Airtable does offer database-like functionalities, it may struggle to manage large datasets or complex relational database setups. There’s a lack of stability and speed at higher volumes of data, and it has relatively low record limits, even on the Enterprise plan.
- If you have advanced automation or integration needs: The platform offers automation capabilities built in to streamline common tasks and workflows. However, businesses with more sophisticated requirements might find it lacking compared to other platforms. Additionally, while the software supports numerous native integrations, there are rate limits on its API. These can become a potential constraint for users or businesses that are handling vast amounts of data or are executing high-frequency operations through the API.
- Heavy analytical requirement: While the software can do basic data manipulation and summary functions, it may not be sufficient for businesses that require complex data analysis and reporting.
- Compliance-rich environments: Airtable is a cloud-based proprietary platform, so it might not be suitable for businesses operating in highly-regulated industries or those that require stringent data security since it might lack the necessary controls, audit logs, and bespoke data security measures.
- When you need customization and scalability: Being a closed-source platform, Airtable does not permit users to alter its core functionality or add bespoke features tailored to unique business needs. Additionally, being tied to a specific platform comes with risks; any changes in its pricing or discontinuation of certain features could pose challenges for businesses relying on it.
- When you want value for money: While Airtable offers free plans, it comes with restricted features and storage capacity. Airtable’s premium plans, although feature-rich, impose limitations on the number of rows and storage, and can become expensive—especially with growing team members and datasets. The platform’s per-user pricing approach may lead to escalating costs as your team expands.
How much does Airtable cost?
The platform provides a tiered pricing structure, with four distinct plans tailored for different business sizes and requirements. Each plan has set limits on record counts and attachment storage per base. For those handling large data volumes or with multiple users, costs can escalate significantly.
Here’s a quick look at its pricing plans. Read more in-depth in our complete guide to Airtable’s pricing and hidden costs.
Free plan
- 1,000 records per base
- 1GB attachment space per base
- 2-weeks revision history
- Free
Team plan
- 50,000 records per base
- 20GB attachment space per base
- 1-year revision history
- $24 per seat/month, billed monthly
Business plan
- 125,000 records per base
- 100GB attachment space per base
- 2-year revision history
- $54 per seat/month, billed monthly
Enterprise Scale plan
- 500,000 records per base
- 1,000 GB of attachments per base
- Access to advanced features
- $60+ per seat/month
Add-on features
Airtable AI
This add-on lets you use artificial intelligence within your workflows. With Airtable AI, users can summarize and extract insights from text documents like meeting notes or articles, categorize feedback and assets, route tasks efficiently, generate draft content, and even translate text. This add-on is available for Team, Business, or Enterprise Scale plans, starting at $6 per seat/month.
Professional Services
Professional Services offers personalized assistance, including help with setup, custom integrations, workflow automation, and training to ensure users can fully leverage the platform’s capabilities. Pricing for Professional Services varies based on the scope of the services provided.
Airtable’s pricing explained
Airtable’s pricing is based on a per-seat basis. Under the Free plan, users can enjoy basic access for free. For those on the Team or Business plans, charges apply to users granted edit permissions for at least one base within the workspace. Read-only collaborators, individuals submitting forms, or those accessing shared links incur no charges on these plans. Additionally, it’s based on prorated billing, meaning that users granted edit permissions midway through a billing cycle are only billed for the period following their addition.
In a significant move on August 24, 2023, Airtable adjusted its pricing structure increasing prices across several plans, and restructuring features and limitations that affect user access and collaboration capabilities. Specifically, users now face stricter limits on the Free plan, and there’s a significant price hike for higher-tier plans like the Team and Business plans. Additionally, the restructuring has led to a redefinition of what constitutes billable users, with an expansion in the roles considered billable, which could lead to higher costs for organizations with many users requiring edit permissions.
With the new pricing, the Free plan now supports unlimited bases but with reduced records per base to 1,000 and attachment space to 1 GB. It maintains the limit of 5 editors and 50 commenters but removes synced tables and integrations, offering 1,000 API calls per workspace. The Team plan, priced at $24/seat/month (billed monthly), increases the records per base to 50,000 and attachment space to 10 GB, among other enhanced features. The Business plan, now at $54/seat/month (billed monthly), further ups the limits and includes standard sync integrations. Lastly, the Enterprise Scale plan now offers up to 500,000 records per base and 1,000 GB of attachment space, starting at around $60+ per user per month.
What’s the best alternative to Airtable?
Baserow is the best alternative to Airtable if you’re looking for a no-code platform with advanced functionality and a familiar spreadsheet-like interface. While Baserow offers many similar features to Airtable, it stands out with its flexibility, security, stability, and speed.
Here are 10 reasons to choose Baserow over Airtable:
- Open-source flexibility and business continuity: Baserow’s open-source nature allows you to infinitely extend and customize your experience, avoiding vendor lock-in.
- Comprehensive data governance: Self-host Baserow to comply with stringent data and security governance rules, ensuring data remains in GDPR, HIPAA, SOC-2, and other compliance due to on-premise self-hosting.
- Enhanced database functionalities: Utilize Baserow’s plugin capabilities to expand your database functionalities far beyond what Airtable offers.
- Optimized for performance: Built for scalability, Baserow can handle over 500,000+ records without compromising speed or stability.
- API-first design: Every action in Baserow can be automated through its API, granting users far more flexibility compared to Airtable.
- Permissive licensing: Baserow’s MIT licence lets users modify and build atop the source code without incurring any fees.
- Familiar user experience: Transition smoothly from platforms like Excel or even Airtable with Baserow’s intuitive interface.
- Seamless interoperability: Being at the core of the no-code stack, Baserow integrates with numerous tools such as Make, n8n, Bubble, and Zapier.
- Community and support: Baserow boasts a vibrant community and offers extensive technical documentation, aiding in deployment, and scaling challenges.
- Diverse views and real-time collaboration: Baserow offers various views, including Grid, Calendar, Form, and Kanban, along with a range of real-time collaboration features and permissions.
- Application Builder module To build public facing portals, internal tools, custom database interfaces, data visualization, and reports.
Airtable FAQS
What is Airtable?
Airtable is a cloud-based platform that combines the simplicity of a spreadsheet with the complexity of a database. It lets you organize work, projects, and events with a high degree of flexibility and customization. It’s designed for a diverse range of users, from individuals needing the basics to businesses managing complex databases. It offers a user-friendly no-code interface, making it accessible for everyone, even those without technical expertise.
How does Airtable work?
Airtable works by allowing users to create tables for different needs—be it task tracking, customer management, or more. Each table can be customized with unique fields that can store different data types such as text, numbers, attachments, and links to records in other tables. It has automation capabilities, versatile views including Kanban, Calendar, and Gallery, and extensive integration options.
What is Airtable used for?
Airtable is used for a wide range of applications, including project management, customer relationship management (CRM), inventory tracking, and content planning. However, it might not be the best fit for situations requiring self-hosting, managing large datasets, needing advanced automations or integrations, dealing with sensitive data, or demanding high levels of customization and scalability.
What are the benefits of using Airtable?
The benefits include easy collaboration with team members, customizable views and fields to fit your workflow, automation to reduce repetitive tasks, integration with other tools and services, and the ability to access your data from anywhere with cloud-based storage.
Is Airtable free to use?
Yes, Airtable offers a free plan with basic features suitable for individual users or small teams. However, more advanced features and higher limits on records and storage are available through its paid plans. These start at $24 per user/month, billed monthly. Due to the per user pricing and add-ons, paid plans can be expensive for larger teams.
Can Airtable integrate with other apps?
Yes, it offers numerous integrations with popular apps and services through its built-in integrations and API. This allows users to connect with tools like Slack, Google Drive, Dropbox, and more to streamline workflows.
Is Airtable a spreadsheet or a database?
Airtable is a hybrid platform that merges the user-friendly aspects of spreadsheets with the powerful features of a database. It allows users to organize data in a spreadsheet-like interface while offering the relational database capability to link records across tables, automate workflows, and create custom applications.
Why is Airtable better than Excel?
Airtable combines the simplicity of spreadsheet interfaces with the robust functionality of a database. It allows for greater collaboration in real-time, has diverse views like Kanban and Calendar, and supports complex relational data structures which Excel does not natively offer. Its integration capabilities extend functionality, making it suitable for a wide range of project management and database needs.
What are the limitations of Airtable?
Airtable’s limitations include its relatively high cost for premium features and limited record capacities which may not suffice for large datasets. As a closed-source solution, It lacks extensive customization and flexibility, offering limited API access and no support for self-hosting, which could compromise data security, privacy, and compliance, particularly in highly regulated industries. These factors, along with potential vendor lock-in and scalability issues, might not align with all business requirements.
Can Airtable be self-hosted?
No, Airtable cannot be self-hosted. It’s purely cloud-based, meaning users access it through the web or Airtable’s mobile apps. Airtable itself manages the hosting, maintenance, and security of the data, offering users a centralized and accessible solution without the need for individual hosting or server management. For those seeking self-hosted alternatives with similar database and collaboration features, platforms like Baserow offer open-source options that can be run on personal or company servers.
Is Airtable open-source?
No, it’s not open source. This restricts users from customizing the platform’s core functionalities to fit their specific needs or from contributing to its development. Although Airtable offers API access, enabling the creation of custom integrations and extensions, the closed nature of its system means users are dependent on it for updates, security, and new features. This setup contrasts with open-source alternatives like Baserow where the community actively participates in the software’s evolution, enhancing flexibility, transparency, and customization opportunities.
What are the best Airtable alternatives?
Baserow is the best alternative to Airtable due to its open-source nature and the flexibility of offering both hosted and self-hosted plans, all at a cheaper price point. Being open-source means users can access the source code to tailor the platform to their specific needs, without waiting for vendor updates or new releases. You can also host it on your own servers, giving you complete control over your data and infrastructure. This is particularly beneficial for those who are subject to strict regulatory requirements, such as HIPAA, GDPR, and SOC 2.
Get started with Baserow
Baserow’s open-source, no-code database, and application platform give you a better way to organize and record data by combining the familiarity of a spreadsheet with the power of an industry-leading relational database. It works via a user-friendly experience that lets you marry components and third-party program interfaces (APIs) until it works just the way you want it.
Perfect for organizations with complex needs or big volumes of data, Baserow lets you build impressive custom solutions with lots of functionality. Our online database is open source, so you can run it independently on your own server and avoid vendor lock-in.
Get started with a range of pre-built templates for product management and planning, human resources, marketing, information technology, sales, finance, and much more. All you have to do is import your data and you’re good to go.
Easily integrate your data for analysis and reporting, visualize it using a variety of views, and link it across multiple tables to handle complex workflows. Invite collaborators and assign permissions so that they have the resources they need to complete their tasks. And make data available to viewers publicly, controlling what they see by using filters or hide fields.
At Baserow, we use modern tools and frameworks like Docker, Django, Nuxt, and Vue so that you can easily write plugins or contribute. Plus, you can integrate other software including popular third-party work apps like Slack, Mailchimp, Stripe, and many more.
Switch from Airtable to Baserow
Ready to get started? Then contact Baserow today! Or, check out our guide to help you migrate from Airtable to Baserow in one click.
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