Collaboration overview

Baserow provides multiple collaboration tools for teams to work together on databases, communicate about data, and manage access control.

This guide covers how Baserow’s collaboration features enable team communication, task delegation, workspace sharing, and permission management.

Baserow collaboration features

Baserow enables team collaboration through workspaces, permissions, comments, and sharing. Multiple team members can work simultaneously on databases with real-time updates, role-based access control, and built-in communication features.

Core collaboration features:

Workspace collaboration

Workspaces are the foundation of team collaboration in Baserow. All databases, tables, and team access are organized within workspaces.

How workspace collaboration works

  • Create workspaces for different teams, projects, or departments. Each workspace contains its own databases, workspace members, and permissions, independent of other workspaces.
  • Invite users to workspaces with appropriate roles. Once they join, workspace members can access all databases based on their permission level.
  • Assign workspace roles to control what users can do. Workspace admins manage workspace members and settings, while regular workspace members work with data. Control workspace member access by assigning roles at workspace, database, or table levels.

Learn more: Workspace permission levels overview | Manage workspace members

Real-time collaboration

Multiple team members can work simultaneously on the same database without conflicts.

What’s real-time:

  • Data changes appear instantly for all workspace members viewing the same table
  • Row additions, edits, and deletions sync immediately
  • Comments and mentions notify workspace members in real-time
  • View configurations update when changed by other workspace members (collaborative views)

What’s not real-time:

  • Personal view configurations remain private
  • Undo/redo operates on individual user actions only
  • Browser refresh may be needed occasionally to see updates

Multiple workspace members can edit different rows simultaneously. If two users edit the same cell, the last save wins.

Communication features

Built-in communication tools help teams discuss data without leaving Baserow.

Row comments and mentions

Add comments directly to specific rows to discuss that record’s data. Use @mentions to notify specific workspace members about the comment.

Comment features:

  • @mention workspace members to get their attention
  • Reply to comments for threaded discussions
  • Subscribe to row comments for automatic notifications
  • Edit or delete your own comments
  • See comment history and timestamps

Learn more: Row comments and mentions

Collaborator field

Assign specific workspace members to rows using the collaborator field. This creates clear ownership and accountability for records.

Use cases: Assign tasks to workspace members, track who’s responsible for each customer, designate reviewers for content, or show project ownership.

Workspace members assigned as a collaborator receive notifications when assigned to rows (if enabled).

Notifications

Stay informed about workspace activity through in-app and email notifications.

Notification triggers: Someone @mentions you in a comment, you’re invited to a workspace, you’re assigned as a collaborator to a row, form submissions (if you own the form), and webhooks or integrations fail

Configure notification frequency (instant, daily, weekly, never) in account settings.

Teams for advanced access control

Teams group workspace members for easier permission management. Assign permissions to teams instead of individual users.

Teams simplify department-based access (Marketing team, Sales team), project-based permissions (Project A team, Project B team), and role-based access (Editors team, Reviewers team).

Add or remove workspace members from the team once to update permissions everywhere the team has access.

Learn more: Create and manage teams

Public sharing

Share specific views with people outside your workspace without granting workspace access.

Public sharing enables external stakeholders to view data without accounts, customer portals using filtered views, public forms for data collection, and embedded views in external websites.

Configure public links with view-only or editable permissions based on needs.

Learn more: Public sharing

Frequently asked questions

How many people can collaborate in a workspace?

There’s no hard limit on workspace members. Free plans have row and storage limits (check your plan), while paid plans support unlimited workspaces with unlimited members. Performance remains good even with dozens of simultaneous workspace members.

Can I see who’s currently viewing a table?

Not currently. Baserow doesn’t show real-time presence indicators (who’s online now). You can see who made changes through row change history and audit logs (Advanced/Enterprise).

What happens if two people edit the same cell simultaneously?

The last person to save wins. Baserow uses “last write wins” conflict resolution. If two workspace members edit the same cell simultaneously, the second save overwrites the first. Use comments to coordinate edits on critical records.

Can workspace members see each other’s personal views?

No. Personal views are completely private. Other workspace members, including admins, cannot see your personal view configurations. Only collaborative views are visible to the team.

How do I remove someone’s access to their workspace?

Workspace admins can remove workspace members through workspace settings. Navigate to workspace settings, find the member, and click remove. The user loses access immediately, but their historical contributions (comments, data changes) remain.

Can I collaborate across multiple workspaces?

Yes. Users can belong to multiple workspaces simultaneously. Each workspace has independent permissions; admin in one workspace doesn’t grant admin access in others. Switch between workspaces using the workspace switcher in the sidebar.

Do comments sync across views?

Yes. Comments are attached to rows, not views. A comment made in Grid view appears in Kanban view, Gallery view, and all other views showing that row. Comments follow the data regardless of how you visualize it.

Getting started

Permissions and access

Communication

Sharing

Tracking and auditing

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.