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Automation inspiration

5 min read

8 Airtable automation ideas

Streamline your workflows when you automate Airtable with Zapier

By Krystina Martinez · May 2, 2024
Hero image for automation inspiration with the Airtable logo connected by dots to the logos of Google Sheets, Wordpress, and Google Contacts

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 6,000+ 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.

Table of contents

  • Add or update records from your browser

  • Update data in multiple places

  • Send notifications from Airtable

  • Use AI to create content based on new Airtable records

  • Sync your calendar with Airtable

  • Create Airtable records from forms

  • Create Airtable records from email and chat

  • Use a webhook with Airtable

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

Log new Airtable records using a Google Chrome extension
  • Zapier Chrome extension logo
  • Airtable logo
Zapier Chrome extension + Airtable

Read more: How to set up the Zapier Chrome Extension

Update data in multiple places

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

Copy new Airtable records in views from one base to another
  • Airtable logo
  • Airtable logo
Airtable

Save new Google Sheets rows to Airtable

Save new Google Sheets rows to Airtable
  • Google Sheets logo
  • Airtable logo
Google Sheets + Airtable

Add new Airtable records in views to Google Sheets

Add new Airtable records in views to Google Sheets
  • Airtable logo
  • Google Sheets logo
Airtable + Google Sheets

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

Find specific Airtable records and update them from a Google Sheet
  • Google Sheets logo
  • Airtable logo
Google Sheets + Airtable

Find multiple Airtable records on a weekly basis and send to Slack

Find multiple Airtable records on a weekly basis and send to Slack
  • Schedule by Zapier logo
  • Airtable logo
  • Slack logo
Schedule by Zapier + Airtable + Slack

Find updated Airtable records and send to Slack

Find updated Airtable records and send to Slack
  • Airtable logo
  • Slack logo
Airtable + Slack

Send notifications from Airtable

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

Send Gmail messages for new Airtable records in views
  • Airtable logo
  • Gmail logo
Airtable + Gmail

Get email notifications for new Airtable base records

Get email notifications for new Airtable base records
  • Airtable logo
  • Email by Zapier logo
Airtable + Email by Zapier

Read our step-by-step tutorial for how to send emails for new Airtable records.

Or send notifications in team chat:

Post notifications about new Airtable records in a view to Slack

Post notifications about new Airtable records in a view to Slack
  • Airtable logo
  • Slack logo
Airtable + Slack

Send Microsoft Teams messages for new Airtable records

Send Microsoft Teams messages for new Airtable records
  • Airtable logo
  • Microsoft Teams logo
Airtable + Microsoft Teams

Create notifications in Google Chat for new or updated records in Airtable

Create notifications in Google Chat for new or updated records in Airtable
  • Airtable logo
  • Google Chat logo
Airtable + Google Chat

Prefer to receive a digest of notifications instead? Learn more about using Digest—available on our paid plans. 

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. 

The "last modified time" field options in Airtable. The field option settings are highlighted.

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

Start a conversation with ChatGPT from new Airtable records and add ChatGPT-generated text to a Google Doc
  • Airtable logo
  • ChatGPT logo
  • Google Docs logo
Airtable + ChatGPT + Google Docs

Create blog posts with Jasper and publish in WordPress

Create blog posts with Jasper and publish in WordPress
  • Airtable logo
  • Jasper logo
  • WordPress logo
Airtable + Jasper + WordPress

Create AI-generated campaigns in Mailchimp from Airtable

Create AI-generated campaigns in Mailchimp from Airtable
  • Airtable logo
  • ChatGPT logo
  • Mailchimp logo
Airtable + ChatGPT + Mailchimp

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

Create detailed events in Google Calendar from new Airtable records in views
  • Airtable logo
  • Google Calendar logo
Airtable + Google Calendar

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

Import new events from Google Calendar into Airtable
  • Google Calendar logo
  • Airtable logo
Google Calendar + Airtable

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.

Add Airtable records for new Calendly events

Add Airtable records for new Calendly events
  • Calendly logo
  • Airtable logo
Calendly + Airtable

Create Airtale records from forms

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.  

Add new Typeform entries to Airtable as records

Add new Typeform entries to Airtable as records
  • Typeform logo
  • Airtable logo
Typeform + Airtable

Create Airtable records from new Google Forms responses

Create Airtable records from new Google Forms responses
  • Google Forms logo
  • Airtable logo
Google Forms + Airtable

Create Airtable records for new Webflow form submissions

Create Airtable records for new Webflow form submissions
  • Webflow logo
  • Airtable logo
Webflow + Airtable

Archive new Jotform submissions in Airtable

Archive new Jotform submissions in Airtable
  • Jotform logo
  • Airtable logo
Jotform + Airtable

Learn more ways you can use automation to spend less time managing your leads.

Create records from email and chat

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.

Save newly-parsed emails in Airtable

Save newly-parsed emails in Airtable
  • Email Parser by Zapier logo
  • Airtable logo
Email Parser by Zapier + Airtable

Archive new emails in Airtable

Archive new emails in Airtable
  • Email by Zapier logo
  • Airtable logo
Email by Zapier + Airtable

Add new labeled Gmail messages to Airtable

Add new labeled Gmail messages to Airtable
  • Gmail logo
  • Airtable logo
Gmail + Airtable

Save new Slack messages to Airtable

Save new Slack messages to Airtable
  • Slack logo
  • Airtable logo
Slack + Airtable

Use a webhook with Airtable

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. 

Create Airtable records with new caught webhooks

Create Airtable records with new caught webhooks
  • Webhooks by Zapier logo
  • Airtable logo
Webhooks by Zapier + Airtable

Send POSTs to another URL for new Airtable records

Send POSTs to another URL for new Airtable records
  • Airtable logo
  • Webhooks by Zapier logo
Airtable + Webhooks by Zapier

More of a beginner webhooks user? Learn more about getting started with webhooks.

Power up your Airtable bases with automation

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.

Related reading: 
  • Spreadsheets aren't databases—stop using them like one

  • How to connect Airtable to webhooks

  • How to send emails for new Airtable records

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'