Introduction to databases in Baserow

Baserow databases make it easy to organize complex information without needing technical expertise or coding skills.

Understand how Baserow databases organize your data using tables, fields, and rows. Learn the core concepts, see practical examples, and discover how databases fit into your workspace structure.

What is a Baserow database?

A database is a structured collection of tables containing rows (records) and columns (fields).

A Baserow database is a collection of related tables that store and organize your data. Unlike traditional spreadsheets, Baserow databases let you create relationships between tables, automate workflows, and build custom applications on top of your data.

Database structure

Databases belong to workspaces. Each database lives inside a workspace and can contain multiple tables for different aspects of your projects, like customer information, inventory tracking, or project management.

Before creating a database, you need a workspace. Workspaces are the top-level organizational unit where you manage team members, permissions, and billing.

Workspace
└── Database
    ├── Table 1 (Customers)
    │   ├── Row 1 (Customer A)
    │   ├── Row 2 (Customer B)
    │   └── Fields (Name, Email, Phone...)
    ├── Table 2 (Orders)
    └── Table 3 (Products)

How Baserow databases work

Databases contain multiple tables. Each database can hold unlimited tables. For example, a “Sales Management” database might include: Customers table, Orders table, Products table, and Invoices table.

Tables organize different types of information, and consist of:

  • Rows (records): Individual records or entries. Each row represents one item, like a single customer or order
  • Fields (columns): Columns that define what type of data you’re storing (name, date, email). Each field stores a specific type of information, like name, email, or price
  • Cells: The intersection of a row and a field contains the actual data value
  • Relationships: Connect tables together (link orders to customers)

Fields define data types. Baserow offers 25+ field types to structure your data properly: Text fields (single line, long text), Number and currency fields, Date and time fields, Links to other tables, File and image uploads, Formulas and calculations, and many more.

Baserow database features

What makes Baserow databases unique

Feature Traditional spreadsheets Baserow databases
Data relationships Manual cross-referencing Built-in table linking
Field types Generic text/numbers 25+ specialized field types
Multiple views One sheet view Grid, Gallery, Kanban, Calendar, Timeline
Collaboration File sharing conflicts Real-time multi-user editing
Automation Complex macros required Visual webhooks and API integration
File storage Embedded with size limits Dedicated file fields with proper storage
Access control Share entire file Granular permissions per table/view
Applications Not possible Build custom apps with Application Builder

Common use cases

  1. Customer relationship management (CRM): Track customer interactions, sales pipeline, and revenue forecasts in one place.
  2. Project management: Assign tasks, track progress, and manage deadlines with Kanban or Calendar views.
  3. Inventory management: Monitor stock automatically, link products to suppliers, and generate reorder alerts.
  4. Content planning: Plan content schedules, assign writers, track publication status.
  5. Event management: Coordinate schedules, manage registrations, track attendance.

Manage your databases

Rename a database

Database names can be updated anytime without affecting data or structure:

  1. In the home page, click the ⋮ icon next to the database name
  2. Select Rename from the menu options
  3. Enter the new name
  4. Press Enter or click outside the field to save

Use clear, descriptive names (e.g., “2024 Sales Pipeline”), include project codes or team names, keep names under 50 characters, and avoid special characters that may cause API issues.

Move a database between workspaces

Currently, databases cannot be moved between workspaces directly. To transfer a database:

  1. Export the database from the source workspace
  2. Import the database into the target workspace
  3. Delete the original database if no longer needed

Alternatively, duplicate the database, then manually recreate it in the new workspace for complex structures.

Import data

  • Drag and drop CSV or Excel files
  • Import from Airtable with one click
  • Use API to programmatically populate tables
  • Connect via webhooks for automated data sync

Export data

  • Download as CSV or JSON
  • Use API to extract data for reporting
  • Export entire databases for backup

Automation and integration

Baserow simplifies database integration without requiring developer expertise:

For non-technical users:

  • Use webhooks to trigger actions when data changes
  • Connect with 4,000+ apps via Zapier, Make, or n8n
  • Set up automated notifications and updates

For developers:

Frequently asked questions

How many databases can I create in a workspace?

There’s no hard limit on the number of databases per workspace. You can create as many as needed to organize different projects or departments. However, consider keeping related tables in the same database for easier relationship management and better organization.

What’s the difference between a database and a table?

A database is a container that holds multiple related tables. A table is where your actual data lives in rows and columns. For example, a “Sales” database might contain “Customers,” “Orders,” and “Products” tables.

Can I share just one table instead of the entire database?

Not directly at the database level, but you can create public views that show specific data from a single table. You can also use role-based permissions to control which tables workspace members can access. For true table-level isolation, consider using separate databases.

How do I backup my database?

Export your database through the workspace settings menu. Choose between exporting individual tables as CSV files or the entire database structure. For automatic backups, you can also use the API to create automated snapshots as backup.

Can I convert an Excel spreadsheet into a Baserow database?

Yes! Simply create a new table and import your Excel file. After import, you can refine field types and add Baserow-specific features like relationships and formulas. Learn more: How to transform spreadsheets into databases.

How do Baserow databases handle large amounts of data?

Baserow databases are designed to scale efficiently. Performance depends on your hosting plan, but typical databases can handle hundreds of thousands of rows. Use filters and views to work with subsets of data, and consider archiving old records to maintain performance. Enterprise plans offer enhanced performance for very large datasets.

Related content

Now that you understand Baserow databases, explore these topics:

Create and manage databases

Work with tables

Advanced features

Migration and integration

Still need help? If you’re looking for something else, please feel free to make recommendations or ask us questions; we’re ready to assist you.