Airtable Guide

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Airtable Guide

Collaborating with a Team

The more you share, the more gets done. Get to know all your options.

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At Airtable, we find that we are more productive when we work with others. For that reason, we built collaboration into the core of Airtable — making it useful whether you are organizing a trip with friends or managing a complex team project.

In this section, let’s explore collaboration from the perspective of someone planning a music festival with Airtable.  With a complex project like an event, there are countless details to manage, and it’s critical that planning team stays coordinated.

Concert - Main Image - Wed

Sharing Bases

If we’re going to organize the entire festival in a single Base, we could share just that database.  Add Base-level collaborators by clicking the “Share” button at the top right side of a Base. Then, enter that person’s email address and set their permission level using the drop down menu.

There are three collaborator permission levels for shared Bases.  That lets our festival organizers give limited edit access to the event production staff, ushers and crew.

When you add a collaborator to a Base, that person will receive an email from Airtable with a link that they can use to access it. After that person logs into Airtable, the Base will appear in the “Shared Bases” team on their homepage.  Going forward, that person will have the ability to add other people to the Base at their permission level.

Sharing teams

If your team has multiple Bases that you want to share, try creating a team.  Teams are shared workspaces where collaborators can access multiple Bases.  In our festival example, a team would be appropriate if you have a different Base for each show location.

When you first sign up for Airtable, you get personal and work teams by default. You can create additional teams by scrolling to the bottom of the homepage and selecting “Add New Team.” Setup the team by right-clicking on the team name (Ctrl + click on a Mac). There you can rename the team, access account information, and delete the team.

You can move Bases from one team to another by clicking and dragging the Base icon on the homepage. Only the “owners” of a Base’s original team can move it to a new team, so you may need to ask for help. Alternatively, you can duplicate a Base that has been shared with you and move that version to a new team.

Once your team is ready to be shared, add collaborators by clicking the icon on the top right side of the team. Enter the email address of the people you want to add and set their permission level using the dropdown.

Team collaborator permission levels are similar to those for a Base, with the addition of an “owner,” which essentially lets someone administer the team.

Real-time collaboration

Sharing Bases is one thing, but to be truly collaborative, people need to know what’s happening in real-time. When people are simultaneously making changes to the same Base, they’ll see each other’s changes applied as they happen. Collaborators’ profile pictures will appear in a record when they are actively editing it.

In this example, a band’s bus gets a flat tire and needs to reschedule their performance.  Here’s what it looks like when someone else edits, reorders, and comments on a record a record.

Mentions

When you’re organizing something with as many details as a music festival, people need to know when changes affect them. To make a collaborator aware of important information, you can mention their name to send them a notification.

Mentioning people in Airtable resembles the same experience on Facebook and Twitter.  To mention someone, type the “@” symbol and then select a person from the dialog that appears. Mentions work inside long text fields and the comment box of an expanded record.

Notifications

When something important happens on Airtable, we let you know through notifications. You will be notified when someone shares a Base with you, adds you to a team, or mentions you in a record. These alerts are delivered through email, mobile push notifications and the bell-shaped notification icon on the website. 

Email records

If you’ve ever tried copy-and-pasting spreadsheet data into an email message, you know how hard it can be. Emailing records with Airtable is as simple as selecting the records you want to send, right-clicking to select the “Email records” option, and entering the recipients’ email addresses.

Rather than holding a meeting to discuss the latest lineup for the festival, in two clicks you can email out the updated records.

 Slack notifications

Airtable seamlessly integrates with Slack, a popular messaging app for teams. The Airtable integration will post updates in a Slack channel whenever changes are made to a Base.  For example, if someone updates a record in our festival base, it’ll send a message to a Slack channel.

To set it up, go to the Base you want to integrate, open the Base configuration menu by clicking the name, and select “Slack notifications.” On the configuration page, click “Add to Slack,” authenticate, and choose the Slack channel that you want to receive updates.  Learn more about setting up the Slack integration.

 Onboarding your team

Jazzed to introduce Airtable to your team, but want to make sure your team gets off to a good start? Here are a few tips to get everyone up to speed.

Next: Filtering and Sorting