A simple interface that lets each user log in and access only their own records.
Example: Customer Order Tracker. The demo above is using this Airtable Base.
Features
- Build a custom portal for your users.
- Portal users can only see and update their own records.
- Users can’t see or edit records that are not linked to them (by default).
- Show the portal users the records they are linked to, but also show all the records (optional).
- The portal is integrated with our powerful miniExtensions Form for adding and editing records.
- Integrated Barcode and QR code scanner to lookup records
(so you can scan a barcode and see an Airtable record as a result) - Clickable linked records: you can connect multiple tables together and navigate between them.
- Allow the portal users to add new records. They would be automatically linked to their creators.
- Lets you choose the layout per table and view (Grid, Gallery, List, Kanban, Chart, Map, or Calendar)
- Choose which tables to show to different types of users (e.g. admins vs. regular users, users from different departments etc)
- Embed miniExtensions form and Airtable view
- Create predefined filters that portal users can choose.
- Select which fields to preview (either manually, or based on an Airtable view)
- Filter records via url
- Edit records with in-line grid editing
- Show summary fields
- Group Menu
- Dynamic Title or Logo
- Direct links to portal records
- Portal header as side bar
- Child Form on Side Panel
- Log the last login date of a portal user
- Use with a custom domain
- Track page views with Google Analytics
💡This extension is ideal for sharing data with clients without having to create an Airtable view for each client.
You can use this as a customer or member dashboard where they can log in and see some specific data that you allow them to see. This tool is particularly useful if you have clients/employees/students and you only want them to be able to see the records that they are associated with (e.g. profile/membership page), and none of the other records in your base. It’s ideal to allow your clients to log in and see/update their data. They would only be able to see their own data, not anyone else’s. You can control which fields are shown and which are used for login. Also, you can either share it as a link with your clients or you can embed it on your website.
We have vendors who need to update their insurance documents regularly. Automation in Airtable triggers email with request to do this when the renewal date is approaching. We want vendors to login with their business number and then a 4 digit pin and then be able to upload new documents.
If you would like your users to login and see/update their existing records and add new ones, then our portal extension would be a good fit.
Can you set up the portal for Airtable so that the user’s changes first have to be approved before they are released?
No, having changes to go through approval before they go live is not possible currently.
It means that the gallery view is better for fewer records displayed on the screen, not in general!
Can the portal be accessed without a password? I just want to give my customer a link that redirect to the portal without needing a password. Is that possible?
Also, is there any way for me to pass the “login details” programmatically? Instead of asking the user to enter it? The reason I ask this is that I already have implemented a login for users so that they can access other functionalities (not related to Airtable). I have their details and can pass those details to the login form. Is that a possibility?
Yes, there’s an option to add a formula that generates a unique URL for every record in your table. Allowing users to skip the login page and go directly to their personal view.
Can I have multiple tables in a portal?
Yes, you can combine multiple tables together in one portal.
Some records are missing. I only see a few records while there are many more in Airtable.
The portal extension is only meant for showing records that are associated with certain users. If you would like to show all the records, then you would use another extension: The view editor.
How does the User Profile work?
The profile contains the record that is linked to the logged-in user.
How do I set login password for client portal?
The password (or any login field) would be a column in your users table. So you would make your own logins in Airtable. That information would be used to look up records and would not be provided by the extension itself. You need to add a text field for the password (or pin) in the users’ table.
Is there a way for a user to log-in and be able to click different tabs to see data linked to that user on each of the different tabs within that base? We have a tab for each part of their purchase process and it would be great for them to be able to log in and just click between the tabs to check the status of each part of the purchase process.
Yes, it’s possible to make the linked records clickable so the user can see data from other tables. You can also add multiple tables to your portal.
Can I use my custom domain for the portal?
It’s not currently possible to set up a custom domain for our extensions, but we made them in a way so that they’re easy to embed in any webpage.
I want to use the Portal for our customers to see their records in our newsletter. For this I have a “Customer” Table in another Airtable base. I sync this table to my Newsletter Base and link to this table by choosing the customer. Now I want to make the data accessible for this customer. So my question is: Is it possible to use a synced table with the Portal?
It is not possible to set up the portal extension on a synced table. It has to be set up on the main original base. If setting up the portal on the original base is not possible in your case, another option would be to use our search page extension. That extension can be set up on the synced table. It has different features though, but it might work just as well in your case.
Can I integrate the portal with my website so that users don’t have to login?
Yes, our portal can be used as a dynamic view generator that can be embedded inside your website. The implementation is just a matter of passing the “lookup” parameters in the URL itself.
Some records are not showing up in the user results, why?
One possible reason is that they are excluded from the results because the filter settings.
Does the portal have the ability to show different views (set of fields) depending on who is logging in?
No out of the box. In this case, you would need to create multiple portals with different settings. One for each group/type of users.
Do you have a way of combining records from several tables into 1 table? but by keeping the other steps in place so that they can continue to be updated accurately. i.e. I’d like to make an Airtable table that the CEO can look at the progress on each project by accessing the main status of the other tables in the bases.
Yes, if you have linked records in your portal, they can be made clickable so you can see more information from other tables as well.
I would like to create a sales recording base for my company’s distributor and also they take up new clients to supply every month. Now I was wondering if it would be possible to have the distributors use this portal to record sales and as well as register new clients/locations? Perhaps have two tabs on the sign in page to direct them to either client registration or record sales?
Yes, that’s possible. They would be able to record new sales and in the form they would be able to create new clients, locations, etc (as a linked record in another table).
I would like to select a look up field instead of linked records field for login. But it’s not in the field listing.
In this case you would use our search page extension.
Is there an extension similar to the Portal that does not require logging in (linking to the records) I have employees that need to view information in a table (view) that they are not linked to. E.g. Superintendent needs to view daily work reports, but the superintendent isn’t linked to the project, the field techs are. The need for the grid view is for each superintendent to view specific notes pertaining to multiple jobs they are over.
Yes, in this use case it would make sense to use our view editor extension.