Keywords: migrate Airtable to Podio, switch from Airtable to Podio, Podio import data
If you’ve been relying on Airtable but are starting to feel its limits — whether it’s automation constraints, messy workflows, or scaling issues — shifting to Podio can be a meaningful upgrade for your business. Podio gives you far more control over how your system works, letting you build custom CRM setups, automated processes, and structured operations that actually match the way your team works.
In this guide, we’ll walk you through the entire process of migrating from Airtable to Podio, step by step. You’ll learn how to move your data cleanly, avoid common migration problems, and set up a Podio system that’s flexible, powerful, and ready to grow with your business.
Why Switch from Airtable to Podio?
Before you move your data, it helps to understand what you gain:
- More advanced automations (via Podio Workflows, Globiflow, Make, APIs)
- True relational databases across multiple apps
- Deep customization for CRM, project management, and internal systems
- Better scalability for teams and large datasets
- Flexible permission controls and workspaces
If your business is growing and you need more than spreadsheets-with-views, Podio is the natural upgrade.
Step 1: Audit Your Airtable Base Structure
Start by reviewing what you currently have in Airtable:
- Tables
- Fields
- Linked records
- Attachments
- Automations
- Views and filters
Write these out or sketch them visually. When you migrate to Podio, every Airtable table essentially becomes a Podio App — just like we planned when mapping your workspace structure earlier.Ask Yourself:
Ask yourself:
- Which tables do I genuinely need to bring over?
- What fields must be preserved?
- Which relationships need to stay connected?
- Which automations will I need to rebuild later?
The clearer your structure is upfront, the easier and smoother your migration will be.
Step 2: Create Your Podio Workspace & Apps
Now mirror your Airtable base inside Podio:
- Create a new workspace
- Add one Podio app for each Airtable table
- Inside each app, create fields matching Airtable columns
- Text
- Number
- Category
- Date
- Relationship fields
- Attachments
- Phone, email, address (better structured vs Airtable)
- Text
Important Tip:
Podio relationship fields are more powerful than Airtable linked record fields. You can create bi-directional connections, making your CRM and workflows far more flexible.
Step 3: Export Your Airtable Data Correctly
Inside Airtable:
- Open each table
- Click View > Download CSV
- Repeat this for all tables
For attachments, Airtable will export URLs inside the CSV. Podio can pull these files in automatically when importing.
Clean Your CSV Files
Before importing:
- Remove empty columns
- Ensure column headers are clear
- Make sure linked record columns use consistent names or IDs
- Convert checkboxes to “Yes/No” if needed
Clean data = easier import.
Step 4: Import Data into Podio
Go to your Podio App → Actions → Import Excel/CSV.
Podio will ask you to map each Airtable column to its app field.
Best Practices When Importing
- Import parent tables first (e.g., Clients → Projects → Tasks)
- Then import tables that depend on others
- When mapping relationship fields, Podio will match based on text values or IDs
- Attachments will move automatically if URLs are valid
Test with 20 Rows First
Always run a small test import.
Check for:
- Relationship mapping
- Date formatting
- Category value matching
- Duplicate creation
Once you’re satisfied → import full data.
Step 5: Rebuild Essential Automations
Airtable automations don’t migrate automatically. But the good news is:
Podio automation is much more powerful.
Depending on your setup:
1. Podio Basic Workflows
Simple triggers like:
- On item creation
- When a field changes
- On date arrival
2. Globiflow (Podio Workflow Automation)
Advanced features such as:
- Multi-step flows
- PDF creation
- Logic branching
- Complex calculations
- Notifications
3. Make (Integromat)
Best for:
- External integrations
- Syncing with other platforms
- API-driven operations
List out your Airtable automations and rebuild them using whichever Podio automation option fits best.
Step 6: Recreate Views, Filters & Dashboards
Airtable views are similar to Podio’s saved views.
In Podio, you can create:
- Table views
- Kanban
- Calendar views
- Card views
- Reports
- Workspaces dashboards
Rebuild your most important Airtable views here so your team can navigate the system easily.
Step 7: Train Your Team & Run a Live Test
Even though Podio is more powerful, the interface will feel new to Airtable users.
Prepare your team with:
- A simple onboarding video
- A short cheat sheet (fields, apps, workflows)
- A 30-minute walkthrough session
Then run 3–7 days of live testing to confirm:
- Data looks correct
- Automations run smoothly
- Workflows match your business needs
Step 8: Turn Off Airtable & Fully Switch
Once the Podio system is tested:
- Freeze Airtable edits
- Create a final backup
- Switch your team entirely to Podio
- Set up monthly data checks and automation logs
Your migration is now complete.
Pro Tips for a Smooth Airtable → Podio Migration
✔ Maintain naming consistency
If field names match across tools, importing becomes painless.
✔ Avoid overbuilding
Start with your essential apps first. Add more complexity later.
✔ Use Podio relationships wisely
They make your CRM or operations setup 10× more powerful.
✔ Consider hiring a Podio specialist
For large migrations, a Podio architect can save days of work.
Final Thoughts
Migrating from Airtable to Podio is not just a technical shift—it’s a business upgrade.Podio gives you the flexibility to build a CRM, project hub, or even a full operations system that works exactly the way your business works.
With this step-by-step guide, you now have a clear path to:Structure your Podio workspace
- Import Airtable data cleanly
- Rebuild automation
- Create a scalable system that can grow alongside your business.
And if you ever need help with the migration or want a fully built-out Podio setup, feel free to reach out — we build advanced Podio systems every day.
