
Your no-code app builder works perfectly—until you need advanced database features like collaboration, automations, or complex formulas. While Adalo's built-in database handles basic needs, connecting to Airtable unlocks spreadsheet familiarity with database power, enabling teams to manage business data without upgrading to enterprise backends like Xano.
Key Takeaways
- Adalo Professional plan required for External Collections feature to connect Airtable
- Personal Access Tokens replaced deprecated API keys as of February 2024—all tutorials using old methods are outdated
- PATCH method strongly recommended for updates (not PUT) to prevent data deletion in Airtable records
- Every Airtable field must have at least one populated record before connecting or fields won't transfer to Adalo
- Airtable cannot handle authentication—requires Xano for multi-tenant apps with user logins
- 5 requests per second rate limit on all Airtable plans affects high-traffic applications
Understanding the Power of Adalo and Airtable Together
The combination of Adalo's visual app builder with Airtable's flexible database creates a powerful no-code stack that eliminates common development bottlenecks. While Adalo enables rapid mobile and web app creation, Airtable provides the backend sophistication that internal databases struggle to match.
This integration leverages Adalo's External Collections feature to connect directly to Airtable's API, treating Airtable tables as external databases. Your app reads, creates, updates, and deletes records stored in Airtable while maintaining access to collaboration features, automation capabilities, and complex field types unavailable in standard no-code databases.
Why Integrate Adalo with Airtable?
Traditional app development forces a choice between database power and development speed. Building custom backends requires developers, infrastructure, and months of work. Using basic spreadsheets limits functionality and scalability. The Adalo-Airtable connection solves both problems.
Key advantages include:
- Spreadsheet familiarity with database capabilities - Teams work in familiar Airtable interface while users interact through custom Adalo apps
- Advanced field types - Access linked records, formulas, attachments, and rollups impossible in basic databases
- Real-time collaboration - Multiple team members manage data simultaneously with full edit history
- Powerful automations - Trigger emails, webhooks, and workflows based on data changes
- No backend development required - Eliminate custom API development, server management, and database administration
- Cost-effective scaling - Start with free Airtable plan (1,000 records) and upgrade only when needed
Benefits of a Connected No-Code Stack
Organizations report transformative results from combining these platforms using Adalo mobile apps connected to Airtable databases for custom workflows that teams manage through Airtable's familiar spreadsheet interface.
The integration enables scenarios impossible with either platform alone:
- Mobile field teams update centralized databases through native iOS and Android apps
- Non-technical staff manage business data in Airtable without learning app builder interfaces
- Automated workflows sync data between systems using Airtable automations and Zapier
- Complex reporting leverages Airtable's formula fields and views while displaying results in mobile-friendly formats
- Rapid prototyping tests business concepts in weeks instead of months
Preparing Your Airtable Base for Adalo Integration
Proper Airtable configuration prevents the most common connection failures. The critical requirement: every column must contain at least one populated record before connecting. Adalo only detects fields with existing data—empty columns won't transfer regardless of field type or configuration.
Structuring Your Data for App Consumption
Design your Airtable base with app functionality in mind. While Airtable excels at complex data relationships, mobile apps require simplified structures optimized for small screens and touch interfaces.
Best practices for structure:
- Name fields clearly - Use descriptive names without abbreviations (users see field names in app forms)
- Populate sample records - Add 1-3 complete records with ALL fields filled before connecting
- Limit linked records - Excessive relationships increase complexity and slow performance
- Use single select fields - Convert multi-select options to separate fields for better mobile display
- Optimize attachment fields - Separate multiple attachments into individual columns (Adalo only imports first attachment)
- Create focused views - Filter unnecessary records using Airtable views to reduce API load
Locating Your Airtable API Key
As of February 2024, Airtable deprecated API keys in favor of Personal Access Tokens with scoped permissions. Any tutorial referencing API keys is outdated and won't work for new integrations.
Generate your Personal Access Token:
- Click your account icon (top right corner of Airtable)
- Select Developer Hub from dropdown menu
- Click Create token button
- Name your token descriptively (e.g., "Adalo Integration - Production")
- Select required scopes:
- data.records:read for viewing records
- data.records:write for creating, updating, deleting records
- Add access to specific base or entire workspace
- Click Create token and copy immediately (displayed only once)
Critical security note: Store tokens securely—they provide full access to selected bases. Never share tokens in public forums, commit to version control, or include in client-side code. Regenerate tokens if compromised.
Copy your token to a plain text editor before pasting into Adalo. Direct clipboard copying sometimes includes hidden characters causing authentication errors.
Accessing Airtable API Documentation
Airtable generates custom API documentation for each base containing your specific endpoint URLs and field structures.
Access your base documentation:
- Open the Airtable base you want to connect
- Click the Help icon (question mark, top right)
- Select API Documentation from menu
- Choose the specific table from left sidebar
- Click List Records to view GET endpoint details
Your base URL appears in the example request format: https://api.airtable.com/v0/appYOURBASEID/TableName
Document this URL—you'll need it during Adalo configuration. The API documentation also shows available fields, data types, and example responses useful for troubleshooting.
Connecting Adalo to Your Airtable Database
Adalo's External Collections feature enables direct API connections to external databases. This powerful capability requires the Professional plan (starting at $52/month when billed annually) or higher—the Free and Starter plans don't include external database access.
Adding a New External Collection in Adalo
External Collections treat API endpoints as database tables, allowing full CRUD (Create, Read, Update, Delete) operations through visual interfaces without writing code.
Create your external collection:
- Open your Adalo app in the editor
- Click the Database icon in left navigation
- Scroll to External Collection (Connect to API) section
- Click + Add Collection button
- Name your collection exactly matching your Airtable table name (case-sensitive)
- Click Next to open configuration wizard
The collection name determines how you reference data in your app. Choose descriptive names that clearly identify the data source (e.g., "Inventory_Products" or "Customer_Orders").
Configuring Airtable API Details
Adalo's External Collections wizard requires five endpoint configurations corresponding to standard database operations. Airtable's API structure differs slightly from typical REST APIs, requiring specific settings.
Base URL configuration:
Copy your Airtable API base URL from the API documentation (the portion from https: through your table name, excluding query parameters). Example:
https://api.airtable.com/v0/appXYZ123456/Products
Paste this into Adalo's BaseURL field. This URL serves as the foundation for all endpoint requests.
Authorization header setup:
Click + Add Item next to Headers section and configure:
- Header Name: Authorization (exact capitalization required)
- Header Value: Bearer YOUR_PERSONAL_ACCESS_TOKEN
The word "Bearer" followed by a space before your token is mandatory. Missing or incorrect authorization causes 401 errors.
Endpoint method configuration:
Configure each of the five endpoint types:
- GET ALL (List Records):
- Method: GET
- Results Key: records (required for Airtable's response structure)
- Leave endpoint path empty (uses base URL)
- GET ONE (Retrieve Record):
- Method: GET
- Endpoint path: /{id}
- Results Key: leave blank
- CREATE:
- Method: POST
- Leave default settings
- Adalo automatically formats request body
- UPDATE:
- Method: PATCH (critical—not PUT)
- Endpoint path: /{id}
- PATCH updates fields; PUT replaces entire records and can delete data
- DELETE:
- Method: DELETE
- Endpoint path: /{id}
- Leave default settings
Test and map fields:
After configuring all endpoints:
- Click Next to proceed to testing
- Click Test button to verify connection
- Adalo retrieves sample records and displays available fields
- Map Airtable fields to Adalo properties (rename for clarity if needed)
- Remove unnecessary system fields (createdTime, id if not needed)
- Click Save to complete external collection setup
Successful testing confirms your authentication, endpoint configuration, and data structure. Connection failures at this stage typically indicate authorization errors or missing populated records in Airtable.
Displaying Airtable Data in Your Adalo App
Once your external collection connects successfully, displaying data follows the same process as Adalo's internal database. The visual builder enables drag-and-drop interfaces without code, while maintaining live connections to Airtable records.
Using Custom Lists to Show Records
Custom lists provide the foundation for displaying database records in mobile and web apps. These components automatically handle data binding, scrolling, and user interactions.
Add a list component:
- Navigate to the screen where you want to display data
- Click + button or drag from components panel
- Select Custom List from available components
- Click the list to open configuration panel
- Set Collection to your Airtable external collection
- Configure list item design with text, images, and buttons
Bind data to display elements:
Within your list item container:
- Add text components for each field you want to display
- Click the text component to open properties
- Click Change text and select Magic Text
- Choose Current Item and select the Airtable field
- Repeat for images, numbers, and other data types
Lists automatically iterate through all records in your external collection, creating one visual item per Airtable record. Changes in Airtable appear in your app after users refresh or navigate to the screen.
Mapping Airtable Fields to Adalo Components
Different Airtable field types require specific Adalo components for optimal display:
- Single line text → Text component
- Direct mapping works perfectly
- Long text → Text component
- Set to multiline for full display
- Number → Text or Number component
- Format as currency, percentage, etc., as needed
- Attachment → Image component
- Only the first attachment displays (per Adalo’s Airtable integration limits)
- Single select → Text component
- Displays the selected option as text
- Checkbox → Text or Icon component
- Shows true/false
- Use conditional visibility for better UX
- Date → Date component
- Format using Adalo’s date display options
- Linked records → Text component
- Shows as record IDs (limited functionality)
- Formula → Text or Number component
- Read-only
- Cannot be modified from Adalo via the Airtable integration
Filtering displayed records:
Add filters to show subsets of your Airtable data:
- Select your list component
- Click Add Filter in properties panel
- Choose the field to filter by
- Set condition (equals, contains, greater than, etc.)
- Define filter value (static or dynamic from logged-in user)
For complex filtering, use Airtable views by modifying your external collection base URL to include ?view=ViewName. This leverages Airtable's powerful filtering without adding complexity to your Adalo app.
Adding New Records to Airtable from Adalo Forms
Creating records from your app enables user-generated content, data collection, and workflow automation. Adalo's form components and custom actions handle the complete create process without code.
Building an Input Form in Adalo
Forms collect user input and map it to database fields. Each form input corresponds to one Airtable column.
Create a submission form:
- Add a new screen or use existing screen for data entry
- Add Input components for each field users will populate:
- Text Input for single-line text fields
- Text Area for long text fields
- Number Input for numeric values
- Date Picker for date/time fields
- Dropdown for single select fields
- Add a Button component for form submission
- Style inputs to match your app design
Configure input properties:
For each input component:
- Set Placeholder text to guide users
- Enable Required if field cannot be empty
- Configure Input type (text, email, number, phone)
- Add Validation rules for data quality
Setting Up 'Create' Actions for Airtable
Button actions trigger database operations when users submit forms. The Create action adds new records to your Airtable external collection.
Configure create action:
- Select your submit button
- Click Actions in properties panel
- Click Add Action → Create
- Choose your Airtable external collection
- Map each Airtable field to corresponding form input:
- Click field name in action panel
- Select Form Inputs → choose matching input
- Add navigation action to show success message or return to list
Action execution flow:
When users tap the submit button:
- Adalo validates all required fields contain data
- Collects values from each form input
- Sends POST request to Airtable API with field values
- Airtable creates new record with provided data
- Returns record ID and created timestamp
- Adalo executes next action (navigation, notification, etc.)
The new record appears immediately in Airtable and becomes available to other users. Airtable automations can trigger emails, webhooks, or additional workflows when new records are created through your app.
Handle create failures gracefully:
Add conditional logic for error scenarios:
- Network connectivity issues
- Rate limit exceeded (5 requests per second)
- Required fields missing in Airtable
- Field validation failures
Display user-friendly error messages rather than generic API errors. Consider adding a notification component that shows "Record created successfully" or "Please try again" based on operation results.
Updating and Deleting Airtable Records via Adalo
Modification and removal operations complete the full CRUD functionality, enabling users to maintain data quality directly from your app.
Enabling Edit Functionality in Your App
Update actions modify existing records without creating duplicates. The PATCH method is critical—using PUT deletes unspecified fields.
Create an edit screen:
- Add a new screen for editing (or use modal/overlay)
- Add input components matching create form structure
- Pre-populate inputs with current record data using Magic Text
- Add "Save Changes" button for update action
Pre-fill current values:
For each input component:
- Click Change text (or default value for inputs)
- Select Magic Text → Current Item or passed record
- Choose the appropriate Airtable field
- Users see existing data and can modify as needed
Configure update action:
- Select your "Save Changes" button
- Click Actions → Add Action → Update
- Choose your Airtable external collection
- Select Current Item (if on detail screen) or passed record
- Map fields to form inputs (same as create action)
- Verify endpoint uses PATCH method in External Collection settings
- Add navigation back to detail view or list
Updates occur instantly in Airtable. Other users see changes when they refresh data. For collaborative workflows, consider adding timestamp fields to track last modification time and user.
Implementing Delete Confirmation Workflows
Deletions are permanent and cannot be undone in Airtable free tier (which lacks snapshot history). Best practices include confirmation dialogs and soft delete options.
Add delete functionality with confirmation:
- Add a "Delete" button on record detail screen
- Configure click action to show confirmation modal:
- Create a modal screen with "Are you sure?" message
- Show record details being deleted
- Include "Cancel" and "Confirm Delete" buttons
- Configure "Confirm Delete" button:
- Action: Delete from external collection
- Select current record
- Navigate back to list screen
- Configure "Cancel" button to close modal
Alternative: Soft delete approach:
Instead of permanent deletion, mark records as archived:
- Add a "Status" or "Archived" checkbox field in Airtable
- Update button action changes Status to "Archived" instead of deleting
- Filter list displays to exclude archived records
- Create admin screen showing archived items for restoration
This approach preserves data while removing from user view, enabling recovery if deletion was accidental. Airtable Team plan's 1-year revision history provides additional protection for critical data.
Advanced Airtable Features for Your Adalo App
Beyond basic CRUD operations, Airtable's advanced capabilities enhance your app with functionality impossible in standard databases.
Leveraging Airtable's Relational Capabilities
Linked records create relationships between tables, enabling complex data models like customer orders, inventory management, or project tracking.
Working with linked records in Adalo:
Airtable linked records appear in Adalo as text fields showing record IDs. While not directly usable in Magic Text for display, you can implement workarounds:
- Create separate external collections for each related table
- Use filtering to show related records (match ID fields between collections)
- Add formula fields in Airtable that combine linked record data into display text
- Implement lookup fields in Airtable to pull specific values from linked records
Example: An order management app might have:
- Orders collection (external collection 1)
- Products collection (external collection 2)
- Customers collection (external collection 3)
Each order contains customer ID and product IDs. Create list screens filtering products where ID matches the order's product field value.
Rollup and lookup fields:
Airtable's calculated fields provide powerful aggregations:
- Rollup - Sum quantities, count items, find max/min values across linked records
- Lookup - Display specific fields from linked records
- Formula - Calculate derived values (price Ă— quantity, date differences, conditional logic)
These fields sync automatically to Adalo as read-only data. Users cannot modify calculated fields from your app, but changes to source data update formulas in real-time.
Automating Workflows with Airtable and Adalo
Airtable automations trigger actions when data changes, creating powerful workflows that extend beyond your app's capabilities.
Common automation scenarios:
- Email notifications - Send alerts when new records are created or status changes
- Webhook triggers - Integrate with Zapier or Make for multi-platform workflows
- Record updates - Automatically populate fields based on conditions or calculations
- Slack messages - Notify teams of important data changes
- Data enrichment - Look up additional information from external APIs
Configure automation example:
Create an automation that emails customers when order status changes to "Shipped":
- In Airtable, click Automations tab
- Create new automation with trigger "When record updated"
- Add condition: Status field changes to "Shipped"
- Add action: Send email
- Configure email template using record fields
- Test automation with sample record
Users updating order status in your Adalo app automatically trigger the email workflow without additional app logic.
Integration with external platforms:
Connect Airtable automations to Zapier for advanced multi-step workflows:
- Create CRM contacts when app users submit forms
- Update inventory in e-commerce platforms
- Generate invoices in accounting software
- Sync data across multiple databases
This three-way integration (Adalo app → Airtable database → Zapier automation) enables enterprise-grade workflows without custom development.
Optimizing Performance and Troubleshooting Your Connection
As your app scales, performance optimization and proper troubleshooting become essential for maintaining user experience and preventing data issues.
Tips for Faster Data Loading
External API calls introduce latency compared to Adalo's internal database. Strategic optimization reduces load times and improves perceived performance.
Implement pagination for large datasets:
Airtable returns maximum 100 records per request. For collections with hundreds or thousands of records:
- Use Airtable's pageSize parameter to control records per request
- Implement "Load More" buttons instead of displaying all records
- Add offset parameter for subsequent requests
- Consider infinite scroll patterns for mobile apps
Leverage Airtable views for filtering:
Pre-filter data in Airtable rather than retrieving everything and filtering in Adalo:
- Create a filtered view in Airtable (e.g., "Active Customers")
- Modify external collection URL to include ?view=ViewName
- Reduce data transfer and improve response times
Use filterByFormula for dynamic queries:
Advanced filtering with URL parameters enables targeted data retrieval:
- Single condition: ?filterByFormula={Status}='Active'
- Multiple conditions: ?filterByFormula=AND({Field1}='Value',{Field2}>100)
- Date filtering: ?filterByFormula=IS_AFTER({Date},TODAY())
Optimize attachment handling:
Images and files slow load times significantly:
- Use thumbnail URLs instead of full-resolution images for list displays
- Compress images before uploading to Airtable
- Implement lazy loading (load images as users scroll)
- Consider external hosting (Cloudinary, AWS S3) for large media files
Common Issues and How to Resolve Them
401 Authentication Error:
The most frequent connection problem occurs when authorization fails.
Causes and solutions:
- Missing "Bearer " prefix in authorization header → Add "Bearer " before token
- Token copied with hidden characters → Paste token in plain text editor first, then copy to Adalo
- Incorrect token scopes → Regenerate token with data.records:read and data.records:write permissions
- Token revoked or expired → Create new Personal Access Token in Airtable Developer Hub
Empty Fields Not Appearing:
Adalo only imports fields with populated records.
Solutions:
- Add at least one complete record with ALL fields filled before connecting
- Temporarily delete empty columns, connect external collection, then re-add columns
- Check field names aren't duplicates (causes import failures)
Data Deleted on Update:
Using PUT method instead of PATCH causes data loss.
Solution:
- Go to Database → External Collections → Edit your Airtable collection
- Navigate to UPDATE endpoint configuration
- Change method from PUT to PATCH
- Save and test with non-critical record
Rate Limit 429 Errors:
Airtable limits requests to 5 per second across all plans.
Solutions:
- Implement pagination to reduce simultaneous requests
- Add delays between bulk operations
- Use NoCodeAPI for caching layer
- Upgrade to Xano for unlimited API calls
Formula Fields Won't Update:
Airtable formula fields are read-only from external APIs.
Solution:
- Update source fields that formulas reference instead of formula field itself
- Create separate writable field for Adalo updates
- Use Airtable automations to sync writable field to formula logic
Taking Your Adalo App to the Next Level with Airtable
Once your basic integration functions smoothly, advanced implementations unlock enterprise-grade capabilities that drive business growth.
Building Complex Features with Integrated Data
Real-world applications require sophisticated data relationships and business logic beyond simple CRUD operations.
Multi-step workflows:
Create approval processes, order fulfillment, or project management flows:
- Status tracking - Use Airtable single select fields for workflow stages
- Conditional navigation - Route users to different screens based on record status
- Role-based access - Filter records by logged-in user properties
- Audit trails - Leverage Airtable's edit history on Team plan
Example: Approval workflow
- Employee submits expense report via Adalo form (creates Airtable record)
- Manager sees pending approvals filtered by department
- Approval button updates status to "Approved"
- Airtable automation emails finance team
- Finance marks as "Paid" completing workflow
Advanced filtering and search:
Combine Adalo's UI with Airtable's query capabilities:
- Add search bar component in Adalo
- Pass search term to Airtable filterByFormula parameter
- Filter records where any field contains search text
- Display filtered results in real-time
Reporting and analytics:
Generate business insights using Airtable's calculation features:
- Create summary views with grouped records and aggregations
- Use formula fields for KPIs (conversion rates, average values, growth percentages)
- Display metrics in Adalo dashboards with charts and graphs
- Schedule automated reports using Airtable automations
Scaling Your Business with Adalo and Airtable
As usage grows, strategic scaling prevents performance degradation and maintains user experience.
Monitor record counts and upgrade before hitting limits. Consider data archiving strategies for historical records.
Multi-user collaboration:
Airtable Team plan enables real-time collaboration:
- Multiple team members update data simultaneously
- Comment threads on individual records
- Field edit notifications
- 1-year revision history for data recovery
Integration ecosystem expansion:
Scale beyond basic Airtable connection with Adalo's integration capabilities:
- Payments - Add Stripe components for transactions
- Authentication - Use Xano for external user management
- Communication - Integrate SMS via ClickSend or email via Gmail
- Analytics - Connect Google Analytics or Mixpanel for user tracking
- File storage - Offload large media to cloud storage services
These outcomes demonstrate the transformative potential of properly implemented Adalo-Airtable integrations for businesses ready to scale operations without enterprise software costs.
Frequently Asked Questions
Can I connect multiple Airtable bases to one Adalo app?
Yes, create separate external collections for each Airtable base you want to connect. Each collection requires its own configuration with the base-specific URL and can use the same Personal Access Token if the token has access to all required bases. This approach works well for organizing data across functional areas (HR data in one base, sales data in another) while presenting unified experiences in your app. Keep in mind that each external collection adds to your app's load time and complexity—limit connections to necessary bases.
What are the best practices for structuring my Airtable data for Adalo?
Design your Airtable schema with mobile-first principles: use descriptive field names without abbreviations, limit linked records to essential relationships, separate multiple attachments into individual fields, and create focused views that filter unnecessary data before it reaches your app. Populate every field with at least one complete record before connecting to ensure all fields transfer to Adalo. For complex data models, add formula fields in Airtable that consolidate linked record information into single text fields for easier display in mobile interfaces. Keep table structures relatively flat—excessive nesting through linked records increases API calls and slows performance.
Are there any limitations when integrating Adalo with Airtable?
The critical limitation: Airtable cannot handle authentication, meaning you cannot use Airtable to store app user accounts for customer-facing applications. All Adalo app users must be stored in Adalo's internal database or use Xano for true multi-tenant architecture. Additional constraints include 5 requests per second API rate limits, linked records displaying as IDs rather than usable references, formula fields being read-only, and attachment fields only showing the first image when multiple exist. For high-traffic applications or those requiring external user management, consider Xano instead.
How do I handle user authentication and permissions with Adalo and Airtable?
Adalo manages user authentication through its built-in user database—create user accounts, login screens, and role-based access using Adalo's native features. Airtable serves purely as a data backend without authentication capabilities. Implement permissions by filtering external collection records based on logged-in user properties (show only records where Owner ID matches current user). For more sophisticated security like row-level permissions or external customer accounts, integrate Xano backend which provides advanced authentication, role management, and API security features that Airtable lacks.
Can I use Airtable formulas and automations directly within Adalo?
Airtable formula fields sync to Adalo as read-only data—your app can display calculated values but cannot modify formula fields directly. Update source fields that formulas reference instead. Airtable automations work independently of Adalo, triggering based on data changes regardless of source. Set up automations in Airtable to send emails, update records, or trigger webhooks when users modify data through your Adalo app. This creates powerful workflows where app actions automatically trigger business processes—for example, changing an order status to "Shipped" in your app can trigger an Airtable automation that emails customers and updates inventory systems.
What kind of apps can I build by connecting Adalo and Airtable?
The Adalo-Airtable combination excels at data-centric business applications: inventory management systems with barcode scanning, real estate property listing apps with map integration, customer support ticketing platforms, field service dispatch applications, event management tools, and CRM systems. The integration works best for internal business tools, B2B applications with limited user bases, and mobile-first workflows where non-technical teams need to manage data through familiar spreadsheet interfaces while field teams access information via native mobile apps.
How do I migrate existing data from Adalo's internal database to Airtable?
Export your Adalo database to CSV (available in database settings), clean and format the data in a spreadsheet program, then import into Airtable using its native import tool. For collections with less than 500 records, manual export and import takes a few hours. Larger datasets may require additional time including field mapping and testing. For datasets exceeding 5,000 records or complex relationships, use Zapier or Make automation platforms to transfer data programmatically. Always test with a duplicate base and sample data before migrating production information, verify record counts match after transfer, and maintain backups of your original Adalo database until you've confirmed the Airtable integration works correctly for all use cases.










