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Archiving an Airtable

  • February 11, 2025
  • 4 replies
  • 225 views
neildkane
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When our students graduate they want to preserve the information that's in their Airtables. What is the recommended way to do this? I'm pretty sure there's an Excel plug-in that would allow them to dump everything into Excel and preserve it as a local file. Are there any other recommendations? Or is there a way to maintain access to their Airtables in perpetuity? 

On a related note, what happens to the students' accounts once they graduate? 

Best answer by MloganAirtable

Hey @neildkane - 

Some of this will depend upon whether the student is a Managed User under any institution's managed enterprise. For a Free or Team Account - there are likely a couple of things students can do:

  1.  One opportunity would be for students to create a personal account leveraging their personal emails and transfer workspaces/ownership over to the personal email account.  They'll want to be careful that they maintain the same level of plan to ensure no loss of functionality (if moving from Team to Free). 
  2. While not best practice, presumably a student would still be able to log in to Airtable leveraging their .edu domain. While the email may get deprovisioned on your side, they should still have access to their Airtable account leveraging the same login credentials they've used. This is obviously not advisable though as if they lose access to their edu email, they may miss out on critical communications/password recovery protocols etc. 

If a student is a Managed User (on Business or Enterprise Scale) - your admin has the ability to delete the account. Here, I would still recommend they make a personal account to transfer ownership and/or copy bases over to the personal location. 

I'm sure folks wiser than I may have other ideas! 

    Blessing_Nuga

    4 replies

    ScottWorld
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    • ScottWorld
    • Genius
    • February 11, 2025

    There are probably a ton of different ways of doing this, but many of my clients use Make's Google Sheets integrations to archive records to one gigantic Google Sheets spreadsheet.

    Make also lets you delete the Airtable record from the original base after you've successfully archived it.

    Basically, the way that I set this up for my clients is that I give them a single-select field in Airtable where they can choose "Archive This Student". When they choose that, it triggers an Airtable automation which then triggers a Make webhook to run the Make automation.

    I explain how to trigger a Make webhook from Airtable in this thread. And if you’ve never used Make before, I’ve assembled a bunch of Make training resources in this thread

    Check out my screenshot below for how your automation might look in Make.

    Hope this helps! If you’d like to hire the best Airtable consultant to help you with anything Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

    MloganAirtable
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    • MloganAirtableEmployee
    • Employee
    • Answer
    • February 12, 2025

    Hey @neildkane - 

    Some of this will depend upon whether the student is a Managed User under any institution's managed enterprise. For a Free or Team Account - there are likely a couple of things students can do:

    1.  One opportunity would be for students to create a personal account leveraging their personal emails and transfer workspaces/ownership over to the personal email account.  They'll want to be careful that they maintain the same level of plan to ensure no loss of functionality (if moving from Team to Free). 
    2. While not best practice, presumably a student would still be able to log in to Airtable leveraging their .edu domain. While the email may get deprovisioned on your side, they should still have access to their Airtable account leveraging the same login credentials they've used. This is obviously not advisable though as if they lose access to their edu email, they may miss out on critical communications/password recovery protocols etc. 

    If a student is a Managed User (on Business or Enterprise Scale) - your admin has the ability to delete the account. Here, I would still recommend they make a personal account to transfer ownership and/or copy bases over to the personal location. 

    I'm sure folks wiser than I may have other ideas! 

    gaston
    neildkane
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    • neildkane
    • Author
    • Participating Frequently
    • February 13, 2025

    There are probably a ton of different ways of doing this, but many of my clients use Make's Google Sheets integrations to archive records to one gigantic Google Sheets spreadsheet.

    Make also lets you delete the Airtable record from the original base after you've successfully archived it.

    Basically, the way that I set this up for my clients is that I give them a single-select field in Airtable where they can choose "Archive This Student". When they choose that, it triggers an Airtable automation which then triggers a Make webhook to run the Make automation.

    I explain how to trigger a Make webhook from Airtable in this thread. And if you’ve never used Make before, I’ve assembled a bunch of Make training resources in this thread

    Check out my screenshot below for how your automation might look in Make.

    Hope this helps! If you’d like to hire the best Airtable consultant to help you with anything Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld


    Thanks, Scott. This is helpful...and I've always got my eye open for a good Airtable consultant. 

    ScottWorld
    neildkane
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    • neildkane
    • Author
    • Participating Frequently
    • February 13, 2025

    Hey @neildkane - 

    Some of this will depend upon whether the student is a Managed User under any institution's managed enterprise. For a Free or Team Account - there are likely a couple of things students can do:

    1.  One opportunity would be for students to create a personal account leveraging their personal emails and transfer workspaces/ownership over to the personal email account.  They'll want to be careful that they maintain the same level of plan to ensure no loss of functionality (if moving from Team to Free). 
    2. While not best practice, presumably a student would still be able to log in to Airtable leveraging their .edu domain. While the email may get deprovisioned on your side, they should still have access to their Airtable account leveraging the same login credentials they've used. This is obviously not advisable though as if they lose access to their edu email, they may miss out on critical communications/password recovery protocols etc. 

    If a student is a Managed User (on Business or Enterprise Scale) - your admin has the ability to delete the account. Here, I would still recommend they make a personal account to transfer ownership and/or copy bases over to the personal location. 

    I'm sure folks wiser than I may have other ideas! 


    Very helpful. Thanks. 

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