Teams on Airtable
Keep what works in your Airtable base and fix the parts that have started to strain.
Airtable gives a team linked tables, views and forms without a developer, which is why so many operations end up there. Bases that grow for a few years tend to hit the same walls: a table near the plan’s record limit, automations that stop at their monthly run allowance, and permissions too coarse for outside users. We review the base first, then decide table by table what stays and what moves.
For operations leads and founders at companies of 5 to 1,000 people whose Airtable base now runs orders, clients or projects for more people than it was built for.
Before and after
What changes in a normal week.
Today
- Views load slowly and one table is close to the record limit on your plan.
- Automations stop partway through the month when the plan’s run allowance is used up.
- Clients or contractors need to see their own records, and the sharing options show them too much.
- Linked fields were added over the years without keys, so lookups return duplicates.
After the build
- High-volume tables sit in Postgres, with Airtable kept for the records people edit by hand.
- Heavy automations run in n8n or Make, where volume is priced differently and errors are logged.
- Outside users sign in to a portal that shows their records and nothing else.
- Each table has a key and clean links, so syncs and reports return what you expect.
What we build
The systems behind the change.
Built in your accounts, at a fixed price agreed after the audit. Builds start at $1,500.
- A schema review and clean-up
Keys, link fields and field types fixed before anything is wired to the base, so integrations are not built on a structure that is about to change.
- Heavy tables moved to Postgres
Order lines, logs or history moved to Supabase and synced back to Airtable where people still need to see them.
- Portals for clients and contractors
Softr or Noloco on top of the base, with each person limited to their own records.
- Automations moved off the base
Long or frequent workflows rebuilt in n8n or Make with retries and an alert when a run fails.
Proof
A team that has already made the change.
How it starts
Three steps, each with a price.
- 01Discovery call
Thirty minutes on the work your team does by hand. Free, and you leave with a yes or no on fit.
- 02Automation Audit, $500
One to two weeks with the people who do the work. Each fix gets hours saved and a fixed price. Credited to the build.
- 03Build, from $1,500
Two-week sprints in your accounts, then 60 days of hypercare by the same engineers.
Questions
What people ask first.
Do we have to leave Airtable?
Usually not. Most bases we work on stay in place for the work people do by hand, and only the tables that outgrew it move. If the audit finds the base copes with your volume, we say so and leave it.
What happens to our data and links during a move?
We map each table and link to a schema first, copy the data across with a one-way sync, and check counts and totals before switching anything off. Our guide to moving from Airtable to Supabase sets out the steps.
Would SmartSuite suit us better?
It can, if your main problem is who can see and edit what. If the problem is volume or integrations, a change of platform will not help, and our comparison sets out where each one is stronger.
What will it cost?
The $500 Automation Audit comes first and is credited to the build. A workflow fix starts at $1,500 and a portal or internal tool at $3,000, at a fixed price once the audit is done.
Airtable
Bring one process your team still runs by hand.
On a discovery call we look at how it runs today and tell you what it would take to change it, with a price. The call is free.
Book a discovery call