{"id":208,"date":"2026-09-28T10:13:57","date_gmt":"2026-09-28T10:13:57","guid":{"rendered":"https:\/\/www.zedconsulting.co.uk\/crm-blogs\/?p=208"},"modified":"2026-09-28T10:25:42","modified_gmt":"2026-09-28T10:25:42","slug":"airtable-vs-monday-com-when-should-you-switch","status":"publish","type":"post","link":"https:\/\/www.zedconsulting.co.uk\/crm-blogs\/selection\/airtable-vs-monday-com-when-should-you-switch\/","title":{"rendered":"Airtable vs monday.com: When Should You Switch?"},"content":{"rendered":"

In this article, I set out when a move from Airtable to monday.com makes sense. I also cover when you are better off staying where you are. <\/p><\/div>\n\n\n

Let me say up front: I like Airtable. Many of the businesses I work with use it well. But Airtable and monday.com were built for different jobs. As a business grows, the right tool can change.<\/p>\n\n\n\n

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Airtable vs monday.com: two different starting points<\/strong><\/h2>\n\n\n\n

The easiest way to compare them is to look at where each one started.<\/p>\n\n\n\n

Airtable started as a database.<\/strong> It looks like a spreadsheet, but underneath it is built to store, link and organise data. It does this very well.<\/p>\n\n\n\n

monday.com started as a work management platform.<\/strong> It is built around tasks, people, deadlines and progress. It helps teams plan work, track it and see who is doing what.<\/p>\n\n\n\n

Both have grown a lot, and there is now some overlap. But in my experience, where each one started still shapes how it feels to use day to day.<\/p>\n\n\n\n

Why I often recommend moving from Airtable to monday.com<\/strong><\/h2>\n\n\n\n

If you are looking at monday.com as an Airtable alternative, here is why I often make the move for clients:<\/p>\n\n\n\n

1. It is built for managing work<\/strong><\/h3>\n\n\n\n

If your team mostly uses Airtable to track projects, tasks or requests, I think monday.com will suit you better. Owners, due dates, status and timelines are part of its core design. Kanban, Gantt, calendar and workload views are ready to use with very little setup.<\/p>\n\n\n\n

2. Your whole team can use it<\/strong><\/h3>\n\n\n\n

This is the point I see make the biggest difference. monday.com is easy for non-technical staff to pick up. Boards are clear and visual, and people can update their work in a couple of clicks. Admins still keep good control over who can see and change what. A system only works if people use it, and monday.com makes that much more likely.<\/p>\n\n\n\n

3. Automations are simple<\/strong><\/h3>\n\n\n\n

monday.com uses plain “when this happens, do that” rules. For example, “when status changes to Done, notify the manager”. Most teams can set these up themselves, without needing me or anyone else. It also connects with the tools you already use, such as Outlook, Gmail, Teams and Slack.<\/p>\n\n\n\n

4. You can see the bigger picture<\/strong><\/h3>\n\n\n\n

Dashboards can pull data from many boards at once. Managers get one view of progress, workload and bottlenecks across teams. That makes reporting much quicker.<\/p>\n\n\n\n

5. It grows with you<\/strong><\/h3>\n\n\n\n

monday.com also has products for CRM, service desks and software development, all on the same platform. If you are likely to need more than one of these, keeping them in one place saves you buying and linking extra systems.<\/p>\n\n\n\n

6. It works well with clients and partners<\/strong><\/h3>\n\n\n\n

Guest access lets you share selected boards with clients, suppliers or freelancers. They only see what you choose. I use this myself for client projects, and it works well for approvals and shared tasks.<\/p>\n\n\n\n

7. AI that does the work, not just helps with it<\/strong><\/h3>\n\n\n\n

monday.com has put AI at the centre of its platform. Sidekick is an assistant that understands your boards and can answer questions or carry out tasks. AI agents can take on repeat work, such as scoring leads, sorting support tickets or flagging projects at risk. And monday vibe lets you describe a small app in plain English and have it built for you. Because it all sits where your teams already work, the AI has the context of your whole operation.<\/p>\n\n\n\n

When I would tell you to stay with Airtable<\/strong><\/h2>\n\n\n\n

I don’t think a move is right for everyone. There are good reasons to stay put.<\/p>\n\n\n\n

Your data is the main thing<\/strong><\/h3>\n\n\n\n

If your system is mostly about storing and linking large amounts of data, Airtable is hard to beat. It handles complex links between records very well, for example, products linked to suppliers, orders and customers.<\/p>\n\n\n\n

You rely on calculations across linked records, or custom scripts<\/strong><\/h3>\n\n\n\n

Airtable is strong at pulling figures together from linked records and acting on the result. It also lets you run custom scripts inside your base. monday.com can do similar things, but often needs extra steps, an add-on app or an outside tool like Make. If your setup relies heavily on this, moving it across will take real effort.<\/p>\n\n\n\n

You have built custom apps on Airtable<\/strong><\/h3>\n\n\n\n

Many businesses use Airtable Interfaces to build simple internal apps. If these work and your team relies on them, there may be little to gain from rebuilding them.<\/p>\n\n\n\n

You want AI working through your data<\/strong><\/h3>\n\n\n\n

Airtable’s AI is also strong. Omni can build apps from a plain-English request, much like monday vibe. Field Agents can work through thousands of records, for example, pulling details out of PDFs or researching companies online. If your AI use is mostly about processing data, Airtable is a good fit.<\/p>\n\n\n\n

It works and your team is happy<\/strong><\/h3>\n\n\n\n

This is often the most important one. If your setup does the job, people use it and it is not holding you back, I would not advise a move just for the sake of it.<\/p>\n\n\n\n

Should you switch from Airtable? Questions I would ask you<\/strong><\/h2>\n\n\n\n

When a client asks me whether they should move, these are the questions I start with:<\/p>\n\n\n\n