Streamlining Data Management and Collaboration with Airtable and Dokin

Productivity tips
May 20, 2023


You know it. Effective data management and collaboration are crucial for successful operations. One tool that definitely keeps rising the charts in this domain is Airtable. With its powerful features and customizable interface, Airtable provides a flexible solution for organizing and working with data. In this article, we will delve into how Airtable works, its key differentiators, and its applications in various industries. Additionally, we will explore the integration of Dokin, our no-code solution, with Airtable to further streamline data management and automate workflows.

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Overview of Airtable:

Airtable was created by Howie Liu, Andrew Ofstad, and Emmett Nicholas. The trio co-founded Airtable in 2012 with the vision of building a powerful and user-friendly database tool that combines the flexibility of spreadsheets with the functionality of databases. Howie Liu, with his background in software engineering and previous experience as a co-founder of another successful startup, brought the technical expertise to the table. Andrew Ofstad, a former product designer at Google, contributed his design and user experience skills. Emmett Nicholas, also a former engineer at Google, played a crucial role in developing Airtable's underlying technology. Together, they brought their diverse skills and shared passion for simplifying data management to create Airtable, which has since gained widespread popularity and revolutionized the way teams collaborate and manage their data.

At its core, Airtable is a cloud-based collaborative database that combines the functionalities of spreadsheets and databases. It allows users to store, organize, and analyze their data in a visually appealing and intuitive manner. With its familiar spreadsheet-like interface, Airtable makes it easy for individuals and teams to get started without extensive technical knowledge.

One of the key differentiators of Airtable is its flexibility. Unlike traditional spreadsheets, Airtable offers a wide range of field types that can be customized to suit specific data requirements. From text and numbers to attachments, checkboxes, and even links to other records, Airtable provides a versatile structure for capturing and managing diverse data types. This adaptability makes it an ideal tool for managing projects, tracking inventories, organizing event planning, and much more.

Key Differences Between Airtable and Excel:

While Excel has long been sitting there as a staple for data management and analysis, Airtable brings a fresh approach to the table. Here are some notable differences between the two:

1) Data Relationships and Customization: Airtable excels in handling complex data relationships. It allows users to establish connections between different tables and leverage these relationships for powerful data analysis. Excel, on the other hand, requires manual linking and advanced formulas to achieve similar results. Airtable's drag-and-drop interface makes it easy to customize fields, views, and layouts, providing users with a tailored experience.

2) Collaborative Capabilities: Airtable is designed with collaboration in mind. Multiple team members can work simultaneously on the same base (a collection of tables), making real-time collaboration seamless. Excel, while it supports collaboration to some extent, lacks the same level of simultaneous editing and real-time updates.

3) Mobile-Friendly Experience: Airtable offers a mobile app that allows users to access and edit their data on the go. Excel, although it has a mobile version, may have limitations when it comes to data visibility and formatting on smaller screens.

Airtable vs. Google Sheets: A Comparison

When it comes to working as a team on given data sets, it is important to rely on data management tools that are adaptive and collaborative. In this sense, Airtable and Google Sheets are two popular options which however offer distinct features and functionalities. Let's explore the differences between the two:

Collaboration and Real-time Editing:

Both Airtable and Google Sheets excel (no-pun intended 😎) in providing collaboration capabilities. Multiple users can collaborate on the same document simultaneously, making it easy to work together and track changes. However, Airtable takes collaboration a step further by allowing users to create shared views with specific permissions, controlling access to sensitive data. This level of granular control enhances collaboration in scenarios where different team members need varying levels of data access and editing rights.

Data Visualization and Customization:

Airtable offers a visually appealing and customizable interface that goes beyond traditional spreadsheets. It allows users to create different views, such as grid view, calendar view, kanban view, and more, depending on the data and the desired visualization. Users can easily switch between views and customize them according to their specific needs. Google Sheets, while it offers some basic visualization options, is more focused on tabular data representation and lacks the same level of visual flexibility as Airtable.

Complex Data Relationships:

Airtable shines in managing complex data relationships. With its linking and lookup features, users can establish connections between tables and leverage these relationships for advanced data analysis and reporting. Google Sheets, while capable of handling simple relationships, requires more manual effort and formula building to achieve similar results.

Integrations and Automation:

Both Airtable and Google Sheets offer integrations with other tools and platforms. However, Airtable has gained popularity for its extensive integration options and automation capabilities. With the help of third-party tools like Dokin, users can connect Airtable with external software, automate data workflows, and streamline reporting processes. This integration ecosystem enhances the overall efficiency and productivity of using Airtable as a data management solution.

Now that we have explored the differences between Airtable and Google Sheets, let's dive deeper into how you can use Airtable effectively.

How to Use Airtable Effectively

Airtable's user-friendly interface and intuitive features make it accessible to users with varying levels of technical expertise. Here are some tips for using Airtable effectively:

Structuring your Base:

Before diving into data entry, plan the structure of your base (collection of tables) carefully. Consider the types of data you will be storing and the relationships between them. Create tables and define fields based on your specific use case. Utilize Airtable's field types, such as text, number, date, attachment, formula, and more, to capture the relevant information accurately.

Setting up Views:

Views in Airtable are different ways of visualizing and interacting with your data. Experiment with different views like grid view, calendar view, gallery view, or kanban view to find the one that suits your needs best. Customize each view by selecting the fields to display, applying filters, and sorting options. This customization allows you to focus on the most relevant information and simplify data entry and analysis.

Utilizing Dokin Integration:

As mentioned earlier, Dokin's integration with Airtable brings additional functionality and automation to your data management process. With Dokin, you can automate data syncing between Airtable and Google Workspace applications like Google Sheets, Slides, and Docs. This integration enables seamless integration of data across multiple platforms, streamlining reporting automation, and saving time.

Leveraging Templates and Examples:

Airtable offers a wide range of customizable templates for different use cases. Explore the template gallery to find pre-built solutions that align with your needs. You can also seek inspiration from the Airtable community, which shares examples, best practices, and tips for leveraging Airtable effectively. Engaging with the Airtable community can provide valuable insights and ideas for optimizing your workflows.

Collaborating with Team Members:

Invite team members to collaborate on your Airtable base by assigning them specific roles and permissions. This allows for seamless collaboration, real-time updates, and ensures that everyone has access to the latest data. Utilize the commenting feature to communicate within Airtable and keep track of discussions and feedback related to specific records or tasks.

Taking Advantage of Airtable Automations:

Airtable offers built-in automation features that can help streamline repetitive tasks and save time. You can set up automations to trigger actions based on specific conditions or events. For example, you can automatically send notifications, update fields, or generate reports when certain criteria are met. These automation capabilities further enhance the efficiency and effectiveness of your data management workflows.

Now that we have covered how to use Airtable effectively, let's explore the various use cases of Airtable across different industries.

Understanding Airtable:

Airtable operates as a NoSQL database, which stands for "not only SQL." It provides a flexible and schema-less structure, allowing for agile data management without the need for predefined table schemas. This means you can adapt your tables and fields as your data evolves, making it suitable for dynamic projects and evolving business needs.

Use Cases of Airtable

Airtable's versatility and customizable features make it suitable for a wide range of applications. Here are some common use cases:

Project Management:

Airtable can serve as a comprehensive project management tool, allowing you to track tasks, deadlines, team members, and progress. Use it to create project timelines, assign tasks, set priorities, and monitor project milestones. With Airtable's flexibility, you can tailor the project management setup to match your specific workflow and project requirements.

Content Planning and Editorial Calendars:

For content creators, Airtable offers a centralized platform to plan, organize, and manage content creation. You can create an editorial calendar, track content ideas, assign writers and editors, set publishing dates, and track the status of each piece of content. By integrating Airtable with Dokin, you can automate content distribution and streamline collaboration with external tools.

Customer Relationship Management (CRM):

Airtable can be used as a lightweight CRM solution to track and manage customer information, interactions, and sales pipelines. Customize your CRM base with fields for contact details, deal stages, communication history, and more. With Airtable's flexible filtering and sorting options, you can create views to analyze sales data, identify trends, and track progress.

Inventory Management:

Whether you run an e-commerce business or need to track inventory for a physical store, Airtable can be a valuable tool. Create a base to track stock levels, supplier information, purchase orders, and sales data. With Airtable's ability to link tables, you can establish relationships between inventory items and their respective suppliers, customers, or sales orders.

Event Planning:

Airtable simplifies event planning by providing a centralized platform to manage guest lists, RSVPs, schedules, and logistics. Create tables for guest details, event tasks, vendor information, and venue options. Use Airtable's collaboration features to coordinate with team members, assign responsibilities, and ensure a smooth event execution.

These are just a few examples of how Airtable can be utilized across industries. Its adaptability and flexibility make it a powerful tool for managing various types of data and workflows.

Airtable Pricing and Availability

Airtable offers different pricing plans to cater to the needs of individuals, teams, and enterprises. Let's explore the pricing options:

Free Plan:

Airtable provides a free plan that allows users to create unlimited bases with up to 1,200 records per base. It offers essential features and functionalities, making it a great starting point for individuals or small teams.

Plus Plan:

The Plus plan is priced at $10 per user per month when billed annually. It includes features such as expanded record limits, advanced calendar features, and priority customer support.

Pro Plan:

The Pro plan is priced at $20 per user per month when billed annually. It offers all the features of the Plus plan, along with additional features like advanced customization options, advanced blocks, and enhanced collaboration features.

Enterprise Plan:

For larger organizations with more complex needs, Airtable offers custom Enterprise plans. These plans provide enterprise-grade security, dedicated account management, advanced administration features, and tailored support.

To get detailed information about Airtable pricing, you can visit their official website at


Airtable is a powerful and versatile data management tool that offers a wide range of features and capabilities. Its ability to handle complex data relationships, provide customization options, and integrate with external platforms makes it a valuable asset for individuals and teams across various industries.

Whether you are managing projects, tracking inventory, planning events, or organizing content, Airtable's user-friendly interface, collaborative features, and automation capabilities can significantly streamline your workflows and improve productivity.

Additionally, with the integration of Dokin, you can further enhance the power of Airtable by automating data syncing and reporting processes, saving time, reducing errors, and increasing overall efficiency.

So, if you're looking for a flexible, intuitive, and powerful data management solution, consider exploring Airtable and its extensive range of features. Embrace the power of AI, automation, and collaboration to take your data management to the next level.

Remember, the Airtable community is a valuable resource for inspiration, ideas, and best practices. Join the community and connect with fellow users to unlock the full potential of Airtable and enhance your data management capabilities.

Keywords: Airtable, data management, collaboration, Dokin, integration, flexibility, visualization, customization, complex data relationships, automation, use cases, project management, content planning, CRM, inventory management, event planning, Airtable pricing, formagrid,, airtable community, AI, automation.

Note: The pricing information provided in this article is based on the knowledge available at the time of writing. Please refer to Airtable's official website for the most up-to-date pricing details.

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Jacopo Proietti

Co-founder @Dokin
Jacopo, a co-founder of Dokin, boasts 8 years in finance, having worked as a finance manager at Ogury and head of Financial Planning and Control at BlaBlaCar.
His passion for data integration led to the creation of Dokin, a game-changer for modern business teams. With customizable templates and built-in data connections, Dokin allows modern CMOs and CFOs to streamlines data reporting across Google Workspace applications.

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