Streamline your workflows when you automate Airtable with Zapier
By Krystina Martinez · May 2, 2024
Although they're one of the best ways to store enormous amounts of information, spreadsheets can be a tad overwhelming. And most people—myself included—have a love-hate relationship with them because of it. (I can never seem to wrap my brain around the many different formulas.)
But Airtable is different. Not only does it provide an easier user experience, it combines the functionality of spreadsheets and databases so you can keep track of your records with ease. And you can streamline that process even further when you combine Airtable with Zapier.
With a few automated workflows—what we call Zaps—you can automatically track and send Airtable data to the rest of your tech stack. Here are the most popular ways to get started.
Zapier is the leader in workflow automation—integrating with thousands of apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.
To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Add or update records from your browser
Web clipper tools allow you to save information from your web browser to specific apps. Airtable has a web clipper app, but it requires a paid plan to use because you need their block feature.
If you just need to save some simple URLs to an Airtable base, you can skip copying and pasting with the Zapier Chrome Extension. Once you download the extension and pin it to your Google Chrome toolbar, you can create your own web clipper with this Zap:
Log new Airtable records using a Google Chrome extension
Add records to Airtable from anywhere on the web. With the Zapier Chrome extension, you're just a click away from piping data into your base. Hit the Zapier icon in the Chrome menu bar, paste in some text, and we'll automatically send it to Airtable for safe-keeping. Now you can keep track of articles you want to read, prospects to reach out to, or sites that pique your interest with the push of a button.
If you're referencing the same data in multiple areas of your business, you want to make sure that those changes are updated accordingly. But if you're already maintaining several Airtable bases—and yes, even spreadsheets—there's a chance you may forget to update information.
Give yourself a little peace of mind with these Zaps:
Copy new Airtable records in views from one base to another
Make sure your Airtable bases are always up-to-date. This Zap watches for new Airtable records in one base, and automatically copies that data to a second Airtable base as a new record. Whether that base is in another account or just organized a bit differently is your call.
Update your spreadsheets and organize your data when you use this Google Sheets to Airtable automation. Set it up, and each time a new row is added to your selected Google Sheets spreadsheet, Zapier will automatically create a new record in Airtable. It's a great way to backup your spreadsheet, or use a simple Google Form as the front-end to your Airtable database.
Create a back up for your database records with this Airtable to Google Sheets automation. Once set up, each time a new record is added to a selected view in Airtable, Zapier will automatically add a new row into your selected Google Sheets spreadsheet. Prevent losing data when you create copies, and use this integration as an easy way to export Airtable database info to a spreadsheet.
What if, on the other hand, you want to update older records or whole batches of them? You may want to send specific data to your team if a project's status gets changed in Airtable, for example. Or perhaps you want to send weekly batches of records via Slack that meet certain criteria—and not just new records as they get added.
You can use these Zaps to find those records—then send that data elsewhere (like to Slack). And because you can now search for an exact match, you get far more control over the way you search for records.
Find specific Airtable records and update them from a Google Sheet
This Zap automates the synchronization of data between Google Sheets and Airtable, streamlining your workflow and ensuring accuracy. Whenever a new row is added to your specified Google Sheet, this Zap will search for a corresponding record in Airtable based on your defined criteria. If a matching record is found, it will update that record with the new information from Google Sheets.
Keep your team informed and engaged with weekly updates directly in Slack, powered by data from Airtable. This Zap automatically triggers every week, searching Airtable to find multiple records that meet your criteria using advanced line item support. Once the relevant records are retrieved, it compiles and sends a detailed message to a designated Slack channel.
Whenever something specific gets updated in your Airtable (like a project's status) that matches your exact criteria, this Zap will find the record and send it to your team in Slack.
Airtable is a versatile tool, which means you might use it for a variety of reasons. Maybe you use it to track assignments for your team. Or maybe you use it to collect lead info from potential customers.
Depending on your use case, you may want to send different types of custom notifications to make sure your team is in the loop or your lead turns into a customer.
Use a Zap to send an email for new records:
Send Gmail messages for new Airtable records in views
Keep your coworkers up-to-date on any changes in your Airtable bases. With this Zap, you can automatically post Airtable records to a Slack channel, and filter those records by a specific view. That means whenever your bases are updated, your team gets a heads-up.
Staying informed about new records on Airtable is important. But having to log into Airtable for updates isn't ideal. It's an extra step that you can remove with this integration. When active, it automatically notifies a channel on Microsoft Teams when there are new records on Airtable. You and your team stay updated with a minimum amount of effort.
Easily keep track of changes your coworkers make in Airtable. This Zap sends a Google Chat message for new or updated Airtable records, so you'll always be on top of project changes or updates!
Airtable enables entire teams to collaborate within a database. But you likely don't need a notification for every change.
Instead, you can use Zapier to send notifications for Airtable changes that matter, such as getting alerts for any new records in the Airtable bases you care about.
You can also use the Updated Record trigger—the event that starts a Zap—if you need to track or communicate updates to specific records instead.
First, make sure that you have a Last modified time field in your Airtable base. This field allows you to track the last time certain fields are updated.
Once you've configured this field in Airtable, you can now set up your customized update notifications—for yourself, your team, or a client.
Use AI to create content based on new Airtable records
Do you use Airtable to log project briefs or content outlines? You can use AI tools (like ChatGPT or Jasper) to get a head start for you. With these Zaps, any time a new record is added to Airtable, AI will write the content or get your ideas started, then send that output to apps like Google Docs or WordPress.
Start a conversation with ChatGPT from new Airtable records and add ChatGPT-generated text to a Google Doc
Speed up your content production by using AI and Zapier to automatically create document outlines with ChatGPT. When a new record is added to Airtable, this workflow will automatically start a conversation with ChatGPT, then add the generated ChatGPT response to a Google Doc.
Take the admin right out of writing blog posts. With this integration, you can send information from Airtable to Jasper so that it creates a blog post with the relevant information. That will then send it straight to your WordPress site as a post, where you can edit and publish.
Sync your calendar and scheduling app with Airtable
If you manage events, calls, or meetings with Airtable but also use Google Calendar for meeting invites, it can be a hassle to make sure you're adding the right info to both tools.
Use this Zap to automatically create new calendar events in Google Calendar from new Airtable records. That way, you'll never forget to add a meeting to your calendar again.
Create detailed events in Google Calendar from new Airtable records in views
If you have a view in Airtable that is dedicated to events, this integration will be a perfect fit for you. Once set up, when new records are uploaded to the selected view in Airtable, this Zap will automatically create a detailed event in Google Calendar. Create new events right from your Airtable database!
If you want to keep a record of your calendar events in one place or you want a clearer view of multiple calendars, use this Zap to automatically add new calendar events to your Airtable base. That way, you can easily view all of your events at the same time and keep an easier record of event details.
Import new events from Google Calendar into Airtable
Google Calendar is great at scheduling events, but doesn't let you view and organize all your events in one convenient place. This integration can help, though, automatically importing Google Calendar events into Airtable where you can easily view and organize all your events in a single, customizable table.
If you use a scheduling tool like Calendly to book meetings, you may also want to track your schedule details in Airtable to keep track of client calls and follow-ups. Use this Zap to automatically create records in Airtable for new Calendly invitees.
That contact and scheduling data is useful on more than just your calendar. Use this Zap to bring it all into Airtable once it's set up. After that any new event on Calendy will trigger the automation, creating a new record on Airtable with the details you need to archive.
Airtable has a built-in form function, but if you're using another form tool or tracking leads, Zapier can help you automatically add new submissions into Airtable. You'll get the best of both worlds: using the right form tool for the job and keeping your Airtable base up-to-date.
Rather than collecting and inputting data from endless amounts of form entries, use this Typeform to Airtable automation. Set it up and each time a new entry is submitted in Typeform, Zapier will create a new record in Airtable. Create complete and accurate records for your form entries in your Airtable database automatically!
Forms are a great way to gather a multitude of different pieces of data, why not store that in a place where you can work with it deeper? Connect your Google Forms responses to Airtable databases with the help of Zapier, and automatically store that valuable information in a place that works best for you.
If you feel like you are spending all your time copying form submissions into a record, you are wasting that valuable time of yours. Use this integration to get some of it back. After setup, new Webflow form submissions will automatically create Airtable records. From there, you can review the info, categorize, or share it.
Don't let data entry take up unnecessary time. With this automation, each time a new form is submitted in Jotform, Zapier will create a new record in Airtable. Create the forms and the results are collected automatically—no more endless hours behind a keyboard!
If your day is filled with people asking you to do things for them, you're not alone. And if those requests are coming from all over the place, you're in really good company.
Maybe your boss likes to send you emails but your coworkers usually hit you up on team chat. Trying to remember which request is in which tool is the perfect way to wear yourself out before lunchtime.
Instead, use a Zap to automatically create records in Airtable for certain emails or chat messages. That way, you can easily look over your to-do list with your morning coffee instead of spending your lunch hour stressing over which tasks you forgot to do.
Instead of spending endless amounts of time copying and pasting data from emails into your records, use this integration. Once it's active, each time you forward a new email to your email parser account, Zapier will automatically extract data and create a new record in Airtable.
Archiving emails is easy, but digging them back up can be a chore. This Zapier can help! Once it's active, this integration automatically archives emails straight to your Airtable base, where it's easy to organize and search with Airtable's simple sorting and filtering.
Want a quick way to keep track of your most important emails? This Gmail-Airtable integration can help. Set it up, and whenever you label a new email in Gmail, Zapier will automatically copy the email's details and log it to your Airtable database. Set up your Gmail filters to automatically label emails (
If you want to archive your Slack message history, this integration can help. Once it's set up, each time a new message is posted in Slack, Zapier will automatically create a new record in Airtable. Create a good reference for upcoming projects, and make sure you never lose a chat message again!
If you use an app that doesn't have a Zapier integration, there's another option: webhooks. If your app has webhook functionality, you can use Webhooks by Zapier to connect it to Airtable.
If you need to pull data from apps with webhook integrations, this automation can save you time and effort. Set it up so that, each time a webhook is received at a specified URL, Zapier will automatically extract the data you need to create a new record in Airtable. It's the perfect way to link Airtable to your internal business apps.
When you have new records available in your database, you may nee to send the details to another URL via webhooks. This integration helps by automatically sending a POST to a specific URL when there is a new record in Airtable. You'll get the data you need now that your tools are connected.
Automation can help you take advantage of Airtable's full potential—and make data entry less painful. With a few Zaps in your pocket, you're on your way to becoming an Airtable power user. And this is just the start of what you can do with Airtable and Zapier. What will you automate first?
This article was originally written by Nick Moore in August 2020, with recent contributions from Krystina Martinez. It was most recently updated in May 2024 by Elena Alston.
