Let's talk about why you would use Airtable instead of Google Sheets for data management. Here I review how Airtable has dynamically linked fields vs Google Sheet's column approach.
The air tips. My name is Jen Rudd, and I'm with Adept Interfaces. Today I wanted to talk a little bit about why you would use air table versus Google Sheets. To capture and action off of data, I build a lot of complex automations in a low code, no code environment. So I do use a lot of Zapier or even direct connection between software. So it's important to me to use the right software for the right job, I wanted to use a scenario where we're keeping track of calendly bookings on a sheet so that we can action off of the information. The theory behind this is that if you're using calendly, for example, for sales calls for assessments, as your first kind of different line of defense for leads, it's great to keep out the control of when people are booking and kind of know what happens after somebody books a sales call and assessment call, and then see kind of your win rate and things like that. So that's why you would probably want to capture all of your calendly appointments on a spreadsheet. You can also tie it into your CRM. So if somebody reaches out to you, you add them to your CRM. And then later on, if they do book a calendar call,
just making sure that you know what, what leads where they came from, when they booked and then kind of that lifecycle, and so forth. So that's why you would possibly use a Google Sheet or an air Table Table to keep track of your bookings to kind of see your win rates, for example. So what I did was I created two different scenarios with calendly. One is going into an air table base, and one is going into a Google Sheet. Okay, so these are both hooked up, and we're going to go ahead and fill in
So I'm going to call it Sandy
I can't spell Hello, Grow With Jen.
And then they're gonna have a zoom call and stuff. It says,
blah, blah, blah, blah.
Okay, and then extension, and so forth.
And I'm gonna go ahead and schedule the events.
And through the magic of that beer,
you will see cityscape, Stevens comes into my air table base. And with a thought this is scheduled, and lots of places all of her information is captured. Okay. Same thing with Google Sheets. Bam, super simple. Now, I'm looking at my sheet. And as I start to get more information, I start to
kind of mess with the data. I want to show you what happens with the two different sources. So let's go ahead and watch me Firstly, create a formula.
and B three.
All right, si, si tu? much.
Okay. And that's not what I want.
That's actually B three, and C,
B, two and C.
I don't want to do that. Because that's not what I was looking for. I want to put their first name and last name together. So it's very
sad. Okay. I totally get that. And then spaces, right. So like, I was just going to go like that for right now. Let's just be
right? Okay. Then I'm gonna I would do spaces and so forth. But then I want to be able to fill this in, right? So that when somebody comes through, it automatically happens, right? And then I will leave a drop downs and so forth right now. But sometimes I want to keep track or example, you don't want to move Do you
their emails first, like the status is nice. I can group it.
I'm going to drag it.
I want their first name first. And then I want their email address.
So I can kind of create like a
CRM is right.
Okay, so I move their phone, email and so forth to the front and then it's
If I spent more than three seconds on a formula that would show up. And then so I have some information here, and then I want call notes.
As a field, okay. And so then I'm going to put the call notes over here.
And then I'm going to change this date and time,
date and time here. Okay.
And so I'm going to do something similar in air table, I'm going to change the name.
Last, yes, I do the softer and air table because I do it all day long. Okay. And then I want to
move stuff over. And then now since I have their full name, I don't really need it, I'm going to go ahead and hide this fields.
So here's the status, I want the phone number and email address first.
Because I want to use this as a CRM,
and then I want the data call, right. And then I'm going to go ahead and say that I already talked to myself,
books, and then I can group
by status. Okay. So then I can do a lot more on this sheet just to show you like it's prettier, right? But then also, I moved a bunch of stuff and count in Google Sheets, right? So let's go ahead and book again.
Oh, and then let's
change something so you
know that I'm not
what I change over here, I change the date and time. Let's go ahead and change the date and time just to a single
short answer field just to show you.
then I'm going to go ahead and book again.
And then let's see what happened on air table. So you see that they went into the right grouping, and the date comes through as a
funky date and time.
And you can see it fixed, I would check to make sure that the GMT time is correct.
But that's a different conversation.
But so yeah, I would just make sure that if you're going to change the fields in air table that they make sense, because I wouldn't book a call at 630. So that would be the only thing. Whereas in Google Sheets, you could see that this,
I have to pull the car cap on catenate, down myself.
And you'll see that all of the scheduled is now in this column, because that's column B. And then column C is testing, which is the first name and testing and last name. And so you see, because I move stuff around. It didn't pick up everything correctly. Right? Because I call notes. I don't have a field map to call notes. So that's some kind of a nutshell why I like air table versus Google Sheets. Um, the date and time notwithstanding, you see the date and time does
Google Sheets, I will give it that. And this is because I was playing back and forth. But because I was reading GMT time anyway, so that's kind of why I use Google air table versus Google Sheets is because usually, you're doing stuff once it gets into a Google Sheet. You're not just capturing it and saying, Oh, it's nice to have data, you're actually doing something with the data. If you want the data to be actionable, where it hits, then you're going to want to use something like air table. If you're using Google Sheets, you can't move anything you can but then you have to remap everything. Um, whereas air table like it doesn't matter that you're doing all this formatting and stuff like that. And again, this is just because, um, if it was a GMT time
But if you but you see I move stuff around, and it doesn't break anything. So that's really why I like air table versus Google Sheets, among many reasons, besides the fact that it's pretty and you can do stuff. And it's really powerful. It's also because you are able to move the data around it action off of it, after the fact without messing things up, necessarily. So, again, it's really up to you. But I found that I do less rework when I use air table as my Google Sheet. Even if I do nothing in the system. It allows me to move stuff around and formatted because to air table, the field is the field, it doesn't matter what row or column the field is, you'll see that when you're making new views. Each view is going to have the exact layout that you want. But then when you move stuff around, it doesn't break anything necessarily. It just says, Okay, these are the fields and that's fine. So you really want to make sure that like, whereas in Google Sheets, it's like, Okay, this is column A, column B, this is column C, okay, well, I move something around. So now column A is now column z. And Zapier is like, but no, you wanted it in column A. So it's really it's nice to have a dynamic linking because you're going to want to mess with the data, it's you're going to want to change stuff around. And if you're just using it to collate information, and then running another zap off of that, great, but if you're really trying to do something with the data, using a an actual database, like air table, which is a low a low barrier to entry database, allows you to start actioning off the data. Once it comes through Zapier or Integra mat, or whatever. So that's kind of the reason why I like using it. So I just wanted to show visually what happens. But if you have other things that you'd like to share, go ahead and share them in the comments. And thanks so much for listening. If you have an automation needs or would like to discuss using air table in your business. Give me a shout out again at Adept Interfaces. AdeptInterfaces.com I'll also drop that in the comments and again, if you have questions or things that you want to share, I'd love to hear it. But I just wanted to show something you know visually what happens when you move stuff around and why I like air table. Talk to you soon.