Databases & CRM
Set up Airtable
Connect Airtable to make your bases searchable — every table becomes a searchable entry and every record a fact the assistant answers from, with linked-record cells resolved to the linked rows' own names, so “which projects is this client on” and “what do this client's projects add up to” answer from the base itself. Read-only.
Before you start
- A personal access token from airtable.com/create/tokens with the two read scopes data.records:read (the rows) and schema.bases:read (each table's fields, types and links), granted the bases you want synced. Copy it (it starts with pat) right away — Airtable shows it once.
- Which bases the token can reach is exactly which bases sync: Airtable's own access list on the token is the scoping tool, not a separate setting here. Only reads are ever issued with it.
- Documents → Airtable: paste the token into Personal access token.
- To narrow further, under Advanced fill Only these bases with base names exactly as Airtable shows them, or base ids (they start with app, in the base's URL), one per line; blank syncs every base the token was granted.
- Choose access groups, Test, then Sync.
What comes in
- Every table as a searchable entry: its fields with their types and a few sample values, and which tables it links to and is linked from; with more than one base in scope, each table's name carries its base's name in front.
- Every record as a fact: each cell as a labelled value, linked-record cells resolved to the linked rows' primary-field names (never a bare rec… id), dates as real dates. A record is tied to up to 8 of the rows it links to, so a project's record names its client.
- Rollups: a record that other rows link to carries their count per table, their numeric fields summed and their latest date — a client's record says how many projects link to it and what they add up to.
- Attachment, button and rich-text cells are left off the record — structure, not substance — as is any field whose name marks it sensitive (password, token, IBAN, salary, birth date).
Access
Access is allow-only: the groups chosen on the source cover everything Airtable brings in — Airtable's per-base collaborator permissions aren't read or mirrored; the token's access list only decides which bases the source can reach at all.
Each table is capped at 5,000 records and a base at 100 tables; a table over the cap is noted in the sync summary and the rest of it is left off. Test reports how many bases the token can reach, naming up to five — zero means it was granted none, and a sync then stops with “the token can see no Airtable bases — grant it access to at least one base”; a wrong or revoked token reports that Airtable rejected the credentials. Narrowing or revoking the token's base list at airtable.com takes effect on the next sync, with no separate switch here.
Last updated 20 Sep 2026