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Airtable vs Trello: The Best of Task and Project Management

airtable vs trello

airtable vs trello

“Airtable vs Trello. Which is best?“

Our group had been utilizing Trello for years and had solely just lately undergone a transition to Airtable. We have been having a troublesome time adjusting (previous habits die arduous), and my Course of Road colleague Ben Brandall was making an attempt to get to the underside of why.

We love enhancing our productiveness utilizing every part from enterprise course of automation to focus music, and this case was no totally different.

Trello is a powerhouse of process administration however Airtable is a masterful combine of database, spreadsheet, activity and challenge administration app. How are you supposed to decide on?

That’s why I’m scripting this publish. After having used each apps personally and professionally for greater than three years, I’ve been capable of familiarize yourself with who these apps are designed for and what makes them helpful.

Most of all, you’ll be able to study from this to see which app would go well with you as an alternative of spending years testing them out your self.

Let’s get began.

Airtable vs Trello: The fundamentals

trello secret cave screenshot


The main distinction between Trello and Airtable is their focus. Trello is designed that will help you handle duties in a easy however efficient Kanban view. Airtable is succesful of storing large quantities of knowledge as a database, then creating dynamic views to allow you to type every little thing from primary knowledge to complicated duties with customized filters and parameters.

Trello is a claw hammer. Airtable is the entire toolbox.

That doesn’t imply we’re accomplished with the comparability, as Airtable’s wider purposes aren’t inherently good or dangerous. All of it depends upon the context you strategy it from and what position you want it to carry out.

Trello is a incredible software that’s easy to make use of and nice for its particular objective. Airtable allows you to do far more nevertheless it’ll take time to study every of its elements successfully, and could be a little overwhelming for these unfamiliar with it.


First let’s check out the platforms they’re obtainable on. Whereas there aren’t any variations between the 2 apps’ availability, it’s helpful to know that they’re each out there native to virtually each platform.

Plus, it’s all the time helpful to have a bullet-point comparability in an Airtable vs Trello comparability.

Airtable out there platforms:

  • Home windows
  • Mac
  • iOS app
  • Android app
  • Net-based

Trello out there platforms:

  • Home windows
  • Mac
  • iOS app
  • Android app
  • Net-based

The solely platform these apps aren’t out there on is Linux, which isn’t an excessive amount of of a problem contemplating that the web-based model of each are absolutely useful and straightforward to make use of (if you understand how to make use of the app).

From expertise, nevertheless, Trello’s cellular apps are just a little simpler to navigate than Airtable because of the tighter focus and fewer options.

airtable screenshot


As talked about within the focus part of this publish, Trello is rather more restricted in its options than Airtable. Once more, this isn’t a nasty factor because of the extra targeted nature of the app, and it’s a boon in phrases of how straightforward it’s to select up nevertheless it’s value reinforcing.

The easy model

Airtable is designed to be a database, spreadsheet, and venture administration app mixed.

The core is shaped of a spreadsheet-style database which may retailer entries for something you need. After you have some knowledge to work with, you’ll be able to hyperlink knowledge entries collectively and organize them into views from grids to galleries, and calendars to Kanban boards. These views can then be sorted by any variables you’ve outlined and filtered to take away pointless info.

Think about a spreadsheet that allow you to hyperlink your knowledge collectively to create sensible views that you would be able to customise to point out virtually something you need. That’s Airtable in a nutshell.

Trello, in the meantime, is wholly devoted to being a Kanban board in which you’ll be able to create “cards” to maneuver between numerous columns.

Whereas it might sound the lesser, Trello’s easy (in comparison with Airtable) nature is far much less imposing and complicated, letting anybody instantly see what they should with virtually no coaching.

Each Trello and Airtable will let you collaborate together with your workforce by assigning them to particular duties and items of knowledge, controlling their permission ranges, and monitoring their exercise via issues like remark logs in your duties.

The full rundown

The sheer selection of options is an excessive amount of to dive into with out some concept of what they add as much as within the full app, therefore the simplified overview above. Nevertheless, we’d be doing Airtable and Trello a disservice to disregard their particular variations.

So, courtesy of GetApp‘s list-based comparison, the full rundown of each app’s options may be seen under.

Airtable and Trello shared options:

  • @mentions
  • API
  • Entry management
  • Automated backup
  • Automated notifications
  • Collaboration instruments, evaluation, and workspace
  • Commenting
  • Customized fields
  • Knowledge import/export and synchronization
  • Doc storage
  • Drag and drop interface
  • E mail integration
  • File administration
  • Filtered views
  • A number of tasks
  • Permission administration
  • Project administration, monitoring, and time monitoring
  • Projections
  • Actual-time knowledge
  • Search
  • Tagging
  • Task administration, planning, scheduling, and monitoring
  • Third-party integration
  • To-do lists

Airtable distinctive options:

  • Motion administration
  • Lively listing integration
  • Promoting administration
  • Agile improvement
  • Applicant monitoring
  • Software integration
  • Attendance administration
  • Audit path
  • Availability administration
  • B2B integration
  • Barcode scanning
  • Budgeting
  • Bug monitoring
  • Constructed-in database
  • Bulk ship
  • Enterprise evaluation
  • Calendar administration
  • Marketing campaign planning, administration and scheduling
  • Cataloging
  • Categorization
  • Charting
  • Chat
  • Shopper administration
  • Communication administration and calendar
  • Compensation administration
  • Content material filtering
  • Customized charts, improvement, types, and on-line databases
  • Dashboard creation
  • Knowledge filtering, mapping, and storage administration
  • Database entry
  • Occasion administration
  • Types administration
  • Full-text search
  • Inbox administration
  • Stock administration
  • Message board
  • Multi-department/venture
  • Product catalog
  • Progress stories and monitoring
  • Project improvement, budgeting, estimating, notes, planning, templates, and workflow
  • Reporting and statistics
  • Analysis administration
  • SMS integration
  • Single sign-on
  • Social media integration
  • Standing monitoring
  • Provider administration
  • Template administration
  • Time/activity reporting
  • Video administration
  • Workflow administration

Trello distinctive options:

  • Exercise dashboard, administration, and monitoring
  • Task administration and monitoring
  • Knowledge import
  • Deadline monitoring
  • Desktop notifications
  • E-mail invites, reminders, and notifications
  • Worker administration
  • File switch
  • Labeling
  • Prioritizing
  • Actual-time notifications and updates
  • Retrieval
  • SSL safety
  • Safe knowledge storage
  • Consumer exercise monitoring
  • Voting


Being a database, Airtable naturally has the power to extra readily combine with different providers however that doesn’t imply Trello leaves its customers excessive and dry.

Airtable has built-in integrations with providers together with Google Drive, Dropbox, Evernote, MailChimp, Slack, social media platforms (Fb, Twitter, and so forth) and even Trello. It additionally has an API which lets you create your personal integrations, and can hyperlink to 1,000+ different apps by way of Zapier.

Trello, in the meantime, has a extra restricted (however nonetheless highly effective) integration library. Native integrations embrace Google Drive, JIRA and Slack, and its API permits builders to create their very own integrations. It additionally has entry to the huge library of apps that Zapier has to supply.

Trello has a slight benefit in phrases of its Zapier integration, because it has extra Set off (13) and Motion (18) choices than Airtable (2 and 2 respectively), which means you will get extra particular with the varied levels and/or results of the mixing. This enables customers to extra simply automate their duties and boards, creating Zaps to automate any and each repeatable motion.

Free plan

It’s all the time helpful to check out an app earlier than you need to decide to a cost plan, and each Airtable and Trello permit for that with their free plans.

airtable pricing plan

Airtable free plan:

  • Limitless boards
  • 1,200 data per base
  • 2GB attachment area per base
  • Revision and snapshot historical past as much as 2 weeks
  • No entry to Blocks (additional views in your knowledge akin to maps, graphs, and so forth)

Trello free plan:

  • Limitless boards, lists, playing cards, members, checklists, and attachments
  • Energy-Ups restricted to at least one per board
  • File hyperlink/attachment measurement restricted to 10MB

For testing these providers out and even full use by a person or a small workforce, each free plans are greater than sufficient to fit your wants. In phrases of how the restrictions have an effect on the meant use of the apps although, Airtable’s is arguably extra more likely to turn into a problem as time goes by.

Trello’s free plan solely limits customers in phrases of the dimensions of file attachments (as much as 10MB), a scarcity of in-depth consumer permission choices, and just one Energy-Up (built-in integration) per board.

The consumer permission ranges shouldn’t be a lot of a problem till your workforce grows to an inexpensive measurement and you are feeling the necessity to shield your extra delicate knowledge. Even then, there’s all the time the choice of making a separate board for every workforce and giving individuals permission to these boards as wanted. It’s extra cumbersome in phrases of syncing duties however even that may be negated through the use of Zapier integrations.

trello pricing plan

The Energy-Ups are helpful however Zapier permits you to circumvent the necessity for built-in integration. The truth is, probably the most stringent limitation might be the file measurement restrict, as you possibly can’t add something of an inexpensive measurement with a 10MB restrict.

Airtable, whereas having a wonderfully serviceable free plan, will shortly attain its restrict for those who’re utilizing it because it’s meant.

1,200 data is so much for particular person and even small-scale workforce utilization, however this places a definitive cap on how lengthy you need to use Airtable for earlier than you’ll should improve or begin a completely new base and (primarily) archive your previous knowledge solely.

Once more, Airtable’s free plan is sweet and good for testing the app out. Nevertheless, should you’re a large staff otherwise you’re on the lookout for a long-term answer for managing your knowledge, duties, and tasks, keep in mind that you simply’ll should improve to the paid plan ultimately.


Airtable and Trello have comparable pricing plans in phrases of the quantity and technique of billing (per consumer per 30 days, with a reduction for paying yearly).

The key distinction is that Trello focuses on increasing consumer permission choices, built-in integrations and file attachment sizes in its paid plan. Airtable as an alternative begins by increasing the restrictions of the free plan and solely brings additional options and customization into the upper paid plans.

Airtable paid plans:

  • Plus: $10/consumer/month (when paid yearly)
  • Consists of: All the things from the free plan, as much as 5,000 data per base, 5GB attachment area per base, and 6-month revision and snapshot historical past.
  • Professional: $20/consumer/month (when paid yearly)
  • Consists of: Every thing from Plus, as much as 50,000 data per base, 20GB attachment area per base, 1 yr revision and snapshot historical past, entry to blocks (modular apps for bases), superior colour and styling choices, customisable varieties, superior calendar options, and additional permission/visibility choices in your bases and views.
  • Enterprise: Variable
  • Consists of: Every part from Professional, elevated quantity of data per base, 1,000GB attachment area per base, three years revision and snapshot historical past, devoted buyer success supervisor, onboarding and coaching, single sign-on, limitless workspaces, a consolidated firm account, an enterprise-wide admin panel, and enhanced deletion restoration.

Trello paid plans:

  • Enterprise class: $9.99/consumer/month (when paid yearly)
  • Consists of: Every thing from the free plan plus limitless Energy-Ups, connect information as much as 250MB, full consumer permission administration (together with sharing hyperlink and board entry permissions), customized board backgrounds and stickers, and precedence e mail help.
  • Enterprise: $20.83/consumer/month (when paid yearly)
  • Consists of: All the things from the marketing strategy plus Single Signal-On, 2-Issue Authentication, personalised onboarding help, precedence e mail and telephone help, file encryption, intrusion detection, customized safety assessment, and enhanced SLA.

It’s straightforward to see the distinction within the goal audiences (and, to a point, the meant customers) of these apps of their pricing plans.

Whereas each are completely usable on their free plan, Trello opens all of its options (apart from some help and safety providers) in its least expensive paid plan. Airtable, in the meantime, steadily will increase its function record over the course of all of its plans whereas additionally extending the obtainable storage base (for nearly every part).

In different phrases, the pricing plans are inbuilt a means that the dimensions of your staff and extent of your wants will dictate which software will go well with you higher.

Trello’s tighter focus as a process administration app is extra suited to smaller groups, and that is mirrored in its pricing plans. Most of the worth of Trello comes with its free plan and $10/consumer/month paid plan, reserving principally the additional safety a bigger staff would wish for the costlier plans.

Airtable, in the meantime, advantages from its wider function listing and use instances. There’s lots of worth in its free and lowest paid plan however most respectable sized groups would need to go for the costlier offers to get entry to all of the options.

It’s not essentially a nasty factor although – Airtable simply is aware of that bigger groups usually tend to want its complete database and venture administration providers, and fees accordingly.

Airtable vs Trello: context is the whole lot

In a straight-up “which tool is more useful” struggle of Airtable vs Trello, Airtable is the winner.

It’s not restricted to process administration, can obtain an analogous position to Trello utilizing its Kanban board views, and can actually assist to arrange and doc each component vital for a staff to succeed.

Nevertheless, that doesn’t imply I’d advocate Airtable over Trello. It’s all about context.

I’d be extra inclined to confidently advocate Trello to anybody trying to manage their duties and tasks extra effectively. It’s a lot simpler to get began with and much less susceptible to small errors messing up your entire database. Relying on the way you arrange your Airtable account, your interlinked data can actually endure from unintentional errors.

Briefly, when you’re in search of a software that will help you handle your efforts and get organized, give Trello a go. Should you’ve already tried Trello otherwise you’re a group which additionally wants a database to assist retailer their knowledge, Airtable is certainly value your time – simply be affected person when attending to grips with it for the primary time.

Have you ever used Airtable or Trello? What did you assume to them? I’d love to listen to from you within the feedback under!

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