Airtable isn’t your typical project management tool—and that’s exactly why so many project managers are drawn to it.
Part spreadsheet, part database, part collaboration platform, Airtable offers unmatched flexibility. It allows you to build custom workflows, connect related data, visualize projects in multiple views, and design solutions that match your exact needs—without writing a single line of code.
But flexibility can be a double-edged sword. Without a solid approach, an Airtable base can quickly spiral into a confusing mess of tables, fields, and filters. In this article, we’ll explore best practices for using Airtable to manage projects effectively, from setting up the right structure to collaborating with stakeholders, automating routine work, and avoiding common pitfalls.
Whether you’re leading a product launch, tracking content production, or coordinating cross-functional workstreams, these tips will help you harness Airtable’s power with clarity and control.
Why Project Managers Love Airtable
- Highly customizable: Build your own structure instead of adapting to someone else’s.
- Multiple views: Grid, Kanban, Calendar, Timeline, Gantt, and Form—all from the same data.
- Linked records: Connect tasks to owners, deliverables to milestones, or issues to projects.
- Powerful filters and automations: Focus on what matters most, and streamline routine work.
- Collaboration-ready: Share filtered views, comment on records, assign tasks, and track progress—all in one place.
It’s like Excel, Trello, Notion, and Asana had a very smart child.
1. Start with a Clear Project Schema
Airtable’s flexibility invites creativity—but don’t jump in without a plan. Before creating your base, define your core project entities, such as:
- Projects
- Tasks
- Team members
- Milestones
- Clients or stakeholders
- Risks or issues
- Files or assets
Then map relationships between them:
- Each task belongs to a project
- Each task is assigned to a person
- Milestones are tied to projects
- Risks are connected to tasks or deliverables
This is the backbone of your Airtable base.
Pro Tip: Don’t cram everything into a single table. Instead, use linked tables to keep your data normalized and scalable.
2. Use Linked Records to Connect Everything
Airtable’s linked records allow you to create meaningful relationships between tables. For example:
- In your “Tasks” table, include a linked field to “Projects,” “Assignees,” and “Milestones.”
- In your “Projects” table, use a rollup field to count the number of open tasks.
- In your “Team Members” table, create a view showing each person’s workload by pulling tasks assigned to them.
This relational structure mimics what enterprise PMIS tools like Microsoft Project Server or Primavera do—but in a more intuitive and flexible way.
3. Create Multiple Views for Different Stakeholders
One of Airtable’s best features is its ability to slice and dice your data into different views:
- Grid View – For detailed task lists
- Calendar View – For due dates and timelines
- Kanban View – For status-based tracking
- Gantt View – For dependencies and critical path visualization
- Gallery View – For visual deliverables or creative briefs
Use views to match how each stakeholder prefers to consume information. A marketing lead may want a calendar of upcoming launches, while a designer might prefer a Kanban board of creative assets.
Pro Tip: Use filtered views with shared links to create read-only dashboards for clients or executives—no Airtable login required.
4. Use Fields Intentionally
Airtable lets you add dozens of field types—but be intentional:
- Single Select: For statuses like “To Do,” “In Progress,” “Blocked,” “Done”
- Date: For due dates, start dates, or deadlines
- Formula: For calculating days to deadline or % completion
- Checkbox: For approvals or quick actions
- Attachment: For files, briefs, screenshots
- Rating: For priority or risk score
Avoid cluttering your table with unused or redundant fields. Keep it simple and scalable.
Pro Tip: Use color-coded single select fields to visually highlight task priority or phase.
5. Automate Repetitive Work with Airtable Automations
Airtable includes a robust automation engine that can trigger actions based on changes in your base. For example:
- When a task is marked “Done,” notify the project manager via email or Slack.
- When a new project is added, auto-create 5 standard milestone records.
- When a due date is approaching in 2 days, send a reminder.
You can also integrate with third-party tools via Zapier, Make, or webhooks for advanced workflows.
Pro Tip: Keep automations focused. Too many notifications can lead to alert fatigue.
6. Use Gantt View for Timeline Management
With Airtable’s Gantt view (available in Pro plans), you can visualize project timelines, dependencies, and critical paths. Link tasks with dependencies, shift timelines with drag-and-drop, and identify bottlenecks early.
It’s not as complex as MS Project, but for many teams, it’s just enough Gantt to manage execution effectively—without the overhead.
7. Create Dashboards with Interfaces
Airtable’s Interface Designer allows you to build custom dashboards with charts, summaries, KPIs, and visual widgets—based on your base’s data. You can design:
- Project status dashboards
- Team workload views
- Budget summaries
- Task completion graphs
Each interface can be customized for different stakeholders (executives, clients, team leads) with tailored permissions.
Pro Tip: Use interfaces for team retrospectives or status meetings—no slide decks needed.
8. Collaborate with Clarity
Airtable supports real-time collaboration with comments, mentions, and record history. But for effective collaboration:
- Assign clear owners to tasks
- Use checklists (long text fields or linked subtasks) for complex cards
- Define conventions for naming projects, tags, and deliverables
- Use “Status” fields and filters to keep boards actionable
Pro Tip: Create a “Team View” where everyone can see only the tasks assigned to them.
9. Review and Archive Regularly
Over time, Airtable bases can grow large and messy. Avoid performance issues and clutter by:
- Archiving old projects or tasks using a filtered “Archive” view
- Removing unused views, fields, or automations
- Duplicating bases quarterly or annually for a clean slate
- Backing up data periodically via CSV export or integrations
10. Know When Airtable Isn’t Enough
Despite its power, Airtable has limits. It may not be the best fit for:
- Resource management and time tracking (use integrations like Toggl or Harvest)
- Complex budgeting or earned value tracking (Excel or Power BI might be better)
- Large-scale program or portfolio management (consider Wrike, Smartsheet, or Asana Advanced)
Final Thoughts
Airtable isn’t just a spreadsheet—it’s a customizable, scalable, and intuitive PMIS for modern teams. With the right structure and best practices, it can rival (and often outperform) traditional project tools in clarity, usability, and team engagement.
The key is treating Airtable like a system, not a scratchpad. Take time to define your schema, use views purposefully, automate routine steps, and keep your base clean and collaborative.
For teams that value flexibility without sacrificing structure, Airtable is not just a powerful alternative—it might just be your new project command center.
