Small Business Guide
To Airtable 2024

Learn how to use Airtable for collaboration and automation in your small business.

Table of Contents
How To Use Airtable In Your Business

Airtable is a powerful tool for small businesses looking to streamline their operations, manage data efficiently, and collaborate seamlessly. It’s a flexible platform that combines the best aspects of spreadsheets and databases, making it accessible for everyone, even if you’re not a tech whiz. Whether you’re managing projects, tracking inventory, or handling customer data, Airtable has got you covered. Let’s dive into how you can make the most out of Airtable for your business. 

Bases, Tables and Fields

At the heart of Airtable are bases, tables, and fields. Think of a base as a project or a workspace. Within each base, you have tables that hold different types of data, similar to sheets in a spreadsheet. Fields are the individual pieces of information in a table, akin to columns in a spreadsheet. Fields can be text, numbers, dates, attachments, or even links to records in other tables, giving you the flexibility to store data in the most suitable format. 


Interfaces in Airtable offer a user-friendly way to interact with your data. They provide a visual layer that can be customised to display information in charts, calendars, or kanban boards, depending on your needs. Interfaces make it easy to visualise your data and get insights at a glance, helping you make informed decisions quickly. 


Automations are one of Airtable’s standout features, allowing you to automate repetitive tasks and save time. You can set up triggers and actions to automate workflows, such as sending emails when a record is updated, creating tasks in other apps, or updating records based on specific criteria. This not only enhances efficiency but also ensures consistency in your business processes. 

File Attachments

With Airtable, you can attach files directly to your records, making it a breeze to keep all relevant documents in one place. Whether it’s contracts, images, or PDFs, you can upload them to Airtable and access them whenever you need. This feature is particularly useful for project management, where having all the necessary documents at your fingertips can significantly boost productivity. 


Formulas in Airtable work similarly to those in spreadsheets but offer more advanced capabilities. You can use formulas to perform calculations, concatenate text, and manipulate dates, among other things. This feature allows you to create dynamic and interactive tables that automatically update based on the data entered, making it easier to manage complex datasets. 


Airtable’s views let you display your data in various formats to suit your needs. You can create grid views for a spreadsheet-like experience, calendar views to track deadlines, gallery views for visual content, and kanban views for task management. Each view can be customised with filters, sorting, and grouping to highlight the most relevant information for your team. 

Table Sync

Table sync allows you to link tables within a base or across different bases, ensuring that your data is always up-to-date and consistent. This is particularly useful for businesses with multiple departments or projects that need to share information. By syncing tables, you can avoid duplication and errors, keeping everyone on the same page. 


Airtable offers a wide range of extensions (formerly known as blocks) that add extra functionality to your bases. These extensions include charts, maps, pivot tables, and more, enabling you to analyse and visualise your data in new ways. You can also integrate with third-party services like Google Calendar, Slack, and others to further enhance your workflows. 

Airtable and Zapier

Airtable’s integration with Zapier opens up a world of possibilities by connecting it with over 3,000 other apps. With Zapier, you can create “Zaps” that automate tasks between Airtable and other platforms, such as syncing data with your CRM, sending notifications, or updating your accounting software. This integration makes Airtable a central hub for all your business operations. 


Collaboration is a breeze with Airtable. You can invite team members to your bases, assign roles and permissions, and collaborate in real-time. Comments, mentions, and task assignments keep everyone in the loop and ensure that your projects run smoothly. Airtable’s mobile app also allows you to stay connected and manage your data on the go. 


While Airtable offers a robust set of features, it’s important to be aware of its limits. Each plan has different storage and record limits, so it’s crucial to choose the plan that best fits your business needs. The free plan is great for small projects and teams, but as your business grows, you might need to upgrade to a paid plan for additional features and higher limits. 

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