Airtable was built from the ground up to support effortless collaboration and has a variety of options for collaboration that'll suit teams of all different sizes and needs.
- If you're still learning how to use Airtable, read the workspaces and workspace collaborators section first to understand more about how Airtable is set up.
- If you're working with sensitive information and need to make sure that only certain people you're working with only see certain things, read the Base collaborators and sharing a single base section, and the Working with external users section.
- If you're looking to learn more about how to use Airtable's features for better collaboration, read the Collaboration features section.
A workspace is a collection of bases shared between a group of users, called workspace collaborators. You can think of a workspace as a collection of bases shared among a group of people working together. You can create as many workspaces as you'd like for free, and each one has its own set of workspace collaborators and bases.
Consider inviting someone as a workspace collaborator when:
- You know that you'll be working on many different projects together with this person
- You want that person to be able to see all of the information in the entire workspace
To invite someone to a workspace as a workspace collaborator, click on the share button at the top of the workspace. This will open the share dialog, from which you can manage invites and permission levels. To learn more on how to invite someone to a workspace, please read this article on adding a workspace collaborator.
Every workspace collaborator has a permission level (owner, creator, editor, or read-only), which determines what they can or cannot edit for all of the bases in the workspace. If you add someone as a workspace collaborator at a certain permission level, that permission level applies to them for all bases in the entire workspace.
Each workspace is required to have at least one owner. An owner has all the usual powers that a creator does, but they also have the ability to control the billing settings for the workspace. By default, the person who originally created the workspace is the owner. If you have questions about your workspace's billing plan, please contact your workspace's owner. (You can always check who the owner of a workspace is by clicking on the workspace's share dialog button.)
Please note that if you add someone as a workspace collaborator, you cannot give them different permission levels for different bases in the workspace, nor can you block them from seeing certain bases in the workspace. If you do not want someone to be able to edit or see all of the bases in the workspace, consider adding that person as a base collaborator rather than as a workspace collaborator.
Something very important to note is that the workspace is the primary billing unit for Airtable's premium plans. When you decide to pay for a premium plan, you are paying to upgrade a workspace. When a workspace gets upgraded, all bases in that workspace will be granted additional storage and premium features as appropriate.
The cost of upgrading a workspace is dependent on the number of users who have the ability to edit any of the bases in your workspace (this includes both workspace and base collaborators). If you have more questions about how billing works, please refer to our billing and workspace administration articles.
In many cases, you might not want to invite someone as a workspace collaborator. Another possibility is to invite someone as a base collaborator. A base collaborator is able to edit a single base (at a specified permission level), but is unable to see the workspace in which the base is located, or any of the other bases contained in that workspace.
Consider inviting someone as a base collaborator when:
- You want to directly work together with someone on a base, but don't want to give them access to all of the bases in a workspace
- You want this person to have different permission levels for different bases in the same workspace
- You'll only be working with this person for a one-off project
To invite someone as a base collaborator, go into the base to which you'd like to invite someone, and click the share button to open the base share dialog. From the base share dialog, you can also see everyone who has access to the base, including base collaborators and workspace collaborators. To learn more on how to invite someone as a base collaborator, please read this article on adding someone as a base collaborator.
Please note that if you add someone as a base collaborator, they will be able to see everything in your base. You cannot block a workspace collaborator or base collaborator from seeing certain tables (or fields, or records) in a base. If you do not want someone to be able to edit or see all of the tables in a base, consider creating a view share link instead.
If you have been invited as a base collaborator to at least one base, on your homepage, you will see a grouping of bases called Bases shared with me. These are all of the bases on which you are a base collaborator.
Bases shared with me resembles a workspace, but it's not actually a workspace—it has no share dialog and no settings page, and you cannot remove yourself from it (unless you remove yourself from every base in which you are a collaborator).
In many cases, you might need to work with people that you don't want to bring on as workspace or base collaborators. For example, you might need to collect information from contractors, clients, or volunteers without showing those people anything in your bases; you might also want to show people some parts of a base without showing them all of the information in a base.
Forms let you collect information from anyone and save it automatically to an Airtable base. Forms are automatically generated from your existing table and then give you the ability to rearrange and remove fields. On Pro plan workspaces, you can get additional form customization options.
Forms are useful for collecting information from contractors, clients, or volunteers, without having to show those people anything in your bases.
Read this for a step-by-step guide to making your own forms.
As an alternative to adding individual people as collaborators, you can create a read-only share link that allows anyone with the link to view (but not edit!) an Airtable base. This share link will automatically stay up to date with any changes you make to the original base. The share link uses a private URL, but you should still use this feature with caution—as anyone with whom you share the link (or who then shares the link with others) can view your content.
To create a base share link for a base, click that base's Share button in the upper right-hand corner of the screen. Once there, click on the option to create a shared link to the whole base under the preview links header.
In addition to creating a share link to an entire table, you can also create a share link to just a specific view of a table within a base. The viewer of the share link will not see any fields (columns) or records (rows) rows that are hidden in this view, and they’ll always see the most up-to-date version of the view. As with base share links, the share link uses a private URL, but anyone with whom you share the link (or who then shares the link with others) can view your content.
To create a view share link, navigate to the view you want to share, click the view share button in the view bar, then click the create a shareable view link option.
Once you've invited collaborators (both workspace and base collaborators, as appropriate), Airtable has many features you can use to facilitate intra-team communication and task delegation.
One way to work with your fellow collaborators is by commenting on individual records. Expand a record to see that record's activity feed. At the bottom of the activity field is a text box in which you can enter a comment.
To notify a collaborator in a record's comments, you can @mention them by typing the @ symbol and selecting their name from the dropdown menu, or you can click the @ icon in the comment box. When you @mention a collaborator, they will be notified that you mentioned them in that record.
You can also @mention collaborators in long text fields, which will also send the @mentioned collaborator a notification.
For more information, please read this article on comments and @mentions.
The collaborator field allows you to select one or more names from an automatically generated dropdown list of all the collaborators (both workspace collaborators and base collaborators) with whom your base is shared.
The collaborator field can be configured to notify a collaborator when their name has been added to a cell. A collaborator notified with the collaborator field will receive an in-app notification, as well as an email notification. This is particularly helpful for project management use cases or any other situations in which you need to assign records to people.
There's a lot of neat things you can do with collaborator fields, so we suggest you read our full collaborator field support article and this list of 5 ways to manage projects more efficiently with the collaborator field.
When working with collaborators, you'll all typically have different responsibilities, and therefore, different ways that you want to look at the same information. One person might just want to see all the tasks that are assigned to them at a glance; a manager might want to get a quick overview of the statuses for all tasks.
The best way to accommodate your and your collaborators' different needs is by making different views, which are set ways of looking at the same underlying data. You can filter out records you don't need to see, group records together, and even view your records on a calendar or a kanban board.
Personal views are a premium feature, available on the Pro plan, which allows a collaborator with editor or creator permissions to create views that only the person who created the view can edit, and that are hidden from other collaborators' view bars by default. This is extremely useful when:
- You're working with many different collaborators, all of whom are using the base in different ways
- Your collaborators have created lots and lots of views, and navigating the view bar is getting unwieldy
- You don't want any of your collaborators messing with your carefully crafted views
If you're working on a team that uses Slack, we highly recommend that you try out our Airtable-Slack integration. You can set up the integration so that your team will receive updates in a specified Slack channel whenever changes are made to an Airtable base, whenever changes are made to specific records in an Airtable base, or whenever changes are made in specific views in an Airtable base.
To learn more about it (and watch a video demonstrating how to set up the integration), read this article.