Airtable vs Notion: Database Power or Workspace Flexibility?

Airtable launched in 2013 as 'spreadsheets meet databases' and that's still the best way to describe it. You create bases (think workspaces), add tables, define fields with specific types (text, numbers, attachments, linked records), and build views to slice the data. It's like if Excel and a database had a baby that was actually pleasant to use.

Companies use it for CRMs, content calendars, product roadmaps, inventory tracking - basically anything where structured data is the star. The interface is clean but clearly designed for data work, not documents or notes.

Notion started in 2016 as a note-taking app that grew into an everything-workspace. You build pages, add blocks (text, databases, images, embeds), and nest everything infinitely. Databases are just one block type among many. You can have a meeting notes page with an embedded task database, a wiki page with a content calendar, all interconnected.

It's more flexible but less specialized. Teams use it for wikis, documentation, project management, personal organization - situations where you need structure mixed with freeform content. The vibe is clean and minimal, almost Apple-like.

Airtable's databases are the real deal. You define field types strictly - single select, multiple select, checkbox, date, currency, rating, formula, lookup, rollup, count. This structure means data stays clean and formulas work reliably. Linked records connect tables together, and rollups aggregate data across those links.

It's proper relational database stuff, just with a friendly UI. The formula language is robust - you can write nested conditionals, string manipulations, date math, lookups across multiple tables. I've seen people build full inventory systems, applicant tracking, even accounting workflows in Airtable. When you need data integrity and complex calculations, this structure saves you.

Notion's databases are more flexible but less strict. You create a database, add properties (similar to fields), and display it as a table, board, calendar, gallery, or timeline. Properties can be text, numbers, dates, people, files, relations to other databases. The flexibility is nice - you can change property types on the fly, which is great for evolving workflows but risky if you care about data consistency.

Relations between databases work, but once you have 3+ databases linking to each other, keeping track gets mentally taxing. Formulas exist but they're more limited. Good for 'if this then that' logic, not so much for complex calculations.

Views are where Airtable shines. Every table can have unlimited views - grid (spreadsheet), kanban, gallery, calendar, timeline, Gantt. Each view can have its own filters, sorts, grouping, and field visibility. You can share specific views externally, so clients see only what they need.

The timeline and Gantt views are legitimately useful for project planning, not just visual candy. Interface Designer (on Pro+) lets you build custom dashboards with charts, buttons, and layouts tailored to specific workflows. If you need to slice and present data in different ways for different people, Airtable handles it beautifully.

Notion databases support table, board, calendar, gallery, timeline, and list views. They work well enough, but customization is more limited than Airtable. You can filter and sort, but the UI gets clunky with complex filter chains.

The timeline view (Notion's Gantt equivalent) came later and honestly feels less polished. Where Notion wins is mixing views with regular content - you can embed a board view in the middle of a doc, keep writing below it, add context. That flexibility matters when databases are part of a larger workspace, not the whole focus.

Airtable is built for teams managing shared data. Permissions are granular - you can lock bases, restrict editing to specific fields, make certain views read-only. Comments thread on specific records, @mentions notify people, revision history tracks changes. Automations can send Slack messages or emails when records update.

It's solid for distributed teams working on the same dataset. The downside? There's no real place for discussions or documentation beyond record comments. You'll need Slack or Notion alongside Airtable for actual team communication.

Notion handles collaboration more holistically. Multiple people edit simultaneously, comments live on blocks or pages, discussions can happen right where the work is. Permissions work at the page level - you share pages publicly, with specific people, or keep them private. The lack of field-level permissions is limiting though.

If you need to lock down specific database columns or views, Notion can't do that. For teams mixing documentation with data work, Notion's collaboration feels more natural. For strict data governance, Airtable wins.

Airtable integrates well. Native connections to Slack, Google Drive, Box, Dropbox. The API is solid, so tons of third-party tools connect - Zapier, Make, Whalesync. You can trigger automations when records match conditions, send data to webhooks, pull data from external sources.

Scripting extension lets you write custom JavaScript for complex operations. For data-centric workflows involving multiple tools, Airtable plays nice. It's designed to be a hub for structured data that feeds other systems.

Notion's integrations are more limited. Official ones include Slack, Google Drive, GitHub, Figma, not much else. The API exists and third-party tools use it (Zapier, Make), but it's not as robust as Airtable's.

Notion recently added database automations, but they're basic - 'when property changes, do X.' You'll hit walls faster if you need complex workflow automation. On the flip side, Notion's strength is being the destination, not a hub. It's where information lives, not where it gets processed and sent elsewhere.

Airtable excels when structured data is the priority. CRM systems, content production pipelines, event planning, inventory management, project trackers - scenarios where you need to enforce data structure, calculate across records, and present information in multiple ways. I've seen marketing teams manage entire campaigns in Airtable, with tables for assets, deadlines, channels, and performance metrics all linked together.

It's less about writing and more about organizing, calculating, and visualizing data. If Excel feels limiting but a full database is overkill, Airtable hits the sweet spot.

Notion is better for knowledge work mixing structure with documentation. Company wikis with embedded databases, project pages with linked tasks, personal workspaces combining journals and goals. The flexibility lets you start with simple docs and add structure as needed.

Startups love it because it grows with you - start with meeting notes, add a roadmap database, build out a wiki as you hire. It's messier than Airtable but more adaptable. If your work involves lots of writing, reading, and organizing information (with some data tracking), Notion fits better.