Onboarding your team to Airtable

You’ve created your rollout plan and built your base. Now comes the fun part: Using it! This guide will help you get everyone up to speed and into Airtable in no time. 

(🎁 P.S. We also included a template you can use to invite your team.) 

Step 1: Let your team know

While you might be tempted to grant everyone access to your base right away, take some time to share the news with your team before hitting “invite” to provide context and set expectations. This way, your team doesn’t receive an unexpected invite without context.

☑ Plan to share the news 

We recommend “officially” announcing that your team is deploying Airtable. This could be through a team meeting, an email, a post in your #announcements channel, or however you normally share announcements. The important thing is that everyone who’s going to use Airtable is aware. 

If possible, the announcement should come from someone on the leadership team or the person leading the initiative you’re tracking in Airtable. This helps signal the importance of using Airtable.

☑ Draft your announcement 

First impressions matter. This is your opportunity to take team members from thinking “sigh, another tool” to getting excited about what’s possible when you’re working in Airtable. Your announcement should provide context on the vision for Airtable at your company and improvements compared to your current way of working. We also recommend including clear next steps and setting expectations around timing so your team feels prepared. To make it easier, we put together an announcement template you can modify for your team. 

Step 2: Train your team 

After everyone understands the “why” behind Airtable at your company, you’re ready to transition to the “how” and get people comfortable working in the tool. 

☑ Host a kick-off 

Live training is a great way to ensure your team understands how you’re planning to use Airtable. If there are only a few of you, hop into a Zoom or meeting room to go over it live. If you’re deploying to a larger team, set up a training meeting for the team to learn together. Here are some best practices for successful training sessions:  

  • Airtable 101: Before getting into specific use cases, make sure everyone is at least familiar with the fundamentals. Our 5 steps to get started video is a good starting point.

  • Dive into details: Guide team members through their new base to show them where specific information lives. We recommend demoing a few specific workflows from start to finish.

  • Make it interactive: Let teammates test out a few use cases on their own—like updating a record, creating a view, or building an automation. This’ll help newbies learn the ropes while proving that it’s impossible to make a mistake you can’t reverse in Airtable.

  • Record your training: In a perfect world, your entire team will attend your training(s), fully caffeinated and primed to learn. But we recommend recording the training for your records either way. It will come in handy in the future—whether distributed to absentee employees, or a refresher for anyone who didn't quite grasp a concept on first listen. 

☑ Support your team

That first training goes a long way. But there will undoubtedly be additional questions, feedback, and ideas that arise as colleagues begin to really grasp the platform’s capabilities. Here are some tips to ensure your team feels supported: 

  • Dedicate a time and place for help: We recommend holding regular office hours for the first few weeks after your Airtable rollout, where colleagues can come and ask whatever Airtable-related questions they may have. If your team is more technically savvy, you can also create a dedicated channel in Slack or Teams, which will help people get answers pertaining to a variety of topics.

  • Create a home for your resources: Put all your training content—like the recording from your training, a link to your base, or anything else you create—in one place. Your resources can live in a wiki, Google Drive, or wherever your team already goes to look for information. If you’re looking for inspiration, check out our learning base.

  • Share Airtable support resources: In addition to resources created by your team, ensure your organization is aware of the (growing) library of content from our Airtable team, too. Our support center covers common “how-to” questions, in-depth webinars, and more. 

Once your project or process is up and running, we recommend checking in with the team after a few weeks to ensure you’re accomplishing what you had in mind for Airtable. Our next guide will cover how to do just this. 

Template for introducing Airtable

Copy the template below to introduce Airtable to your team. As mentioned above, first impressions matter—so we highly recommend you do not send this without customizing it first. Psst…the problem statements and pain points identified in your rollout plan will come in handy here. 

Template

Hi all,

We’re excited to share that our team will soon be using Airtable for [problem statement]. 

For those not familiar, Airtable is an easy-to-use platform that allows teams (like ours!) to build custom workflows that streamline and improve how we work together. 

Airtable at [organization name] Using Airtable for [process/project name] will allow us to:

  • Outcome 1 (e.g. streamline how information is collected and forgo our weekly status meeting)

  • Outcome 2

  • Outcome 3

[Tip: If you’re using Airtable for an existing project or process, call out pain points that exist today and how you’re solving them.] 

What to expect We’re really excited about what Airtable can do for our team and think you will be too once you get a feel for the product. Our plan is to have everything up and running by [date]. Before then, here’s what to expect: 

  • Access: You’ll soon be added to our workspace in Airtable. Once added, you’ll receive a welcome email with instructions for logging in.  

  • Training: Before we start working in Airtable, we’ll hold an in-depth walkthrough of the platform and how it works for [project/process name]. This training will be interactive, so please be sure to log in before the session to get the most out of it. We will also record the session for those who can’t attend. 

In the meantime, please feel free to reach out if you have any questions.

Cheers,

[Your executive sponsor’s name]

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