How to Migrate Data from Airtable to Xano: A Complete Guide

Posted on April 4th, 2025 by Salabh Saxena, Kaleem Ahmed

If you're looking to take your no-code projects to the next level, migrating your data from Airtable to Xano can unlock powerful backend capabilities while maintaining the flexibility you want. Airtable is great for organizing data in a spreadsheet-like interface, but as your needs grow whether you’re building custom applications, client portals, or complex workflows Xano’s robust backend platform offers scalability, advanced logic, and seamless API integrations. In this detailed guide, we'll walk you through the step-by-step process of migrating your data from Airtable to Xano. Whether you're a beginner or an advanced user, this blog will equip you with everything you need to make the transition smooth and efficient.

Why Migrate from Airtable to Xano?

Before diving into the hows, let’s explore why you might even consider this migration.

  • Scalability: Airtable excels at small-to-medium datasets, but Xano’s database engine is designed to handle larger, more complex applications with ease.
  • Custom Logic: Xano allows you to build custom functions, triggers, and background tasks, features that go beyond Airtable’s automation capabilities.
  • API Power: Xano is built with an API first approach, making it ideal for integrating with front-end tools like Softr, Bubble, or custom applications.
  • Cost Efficiency: For growing projects, Xano’s pricing can be more predictable and scalable compared to Airtable’s per-user model.

If you’ve outgrown Airtable’s limitations or need a backend to power a custom app, Xano is one such option. Now, let’s get into the migration process.

Prerequisites for Migration

To ensure a smooth migration, you’ll need the following:

  • An Airtable Account and Base: You should have an existing Airtable base with the data you want to migrate.
  • A Xano Account: Sign up for a free Xano account at xano.com if you haven’t already.
  • Airtable Personal Access Token: This will allow Xano to securely access your Airtable data.
  • Basic Understanding of Both Platforms: Familiarity with Airtable’s tables and Xano’s database structure will help, but we’ll guide you through each step.

Steps to Migrating Data from Airtable to Xano

Step 1: Generate an Airtable Personal Access Token

Xano uses Airtable’s API to pull data, so you’ll need a Personal Access Token (PAT) for authentication. Here’s how to create one:

  • Log in to Airtable: Go to your Airtable account.
  • Access the Developer Hub: Click your profile icon in the top-right corner, then select Developer Hub.

    Developer Hub

  • Create a New Token: Click Create a Personal Access Token, give it a descriptive name (e.g., “Xano Migration Token”), and assign the scopes:

    • data.records:read (to read your table data)
    • schema.bases:read (to access base structure)

      Create a New Token

      and you can give other scopes depending on your needs.

      scopes depending

  • Set Access Level: Choose whether the token applies to all bases in your workspace or a specific base. For simplicity, select the base you’re migrating.

    Set Access Level

  • Save the Token: Copy the token and store it securely (in a password manager). You won’t be able to view it again after closing the window. Use Xano’s environment variables to store your Airtable token securely, this will also help in avoiding hardcoding it into your functions later in Xano.

Step 2: Set Up Your Xano Workspace

  • Log in to Xano: Head to your Xano dashboard.
  • Create a New Workspace: If you don’t already have one, click Create Workspace and give it a name something like “Airtable Migration Project”.

    Create Workspace

  • Navigate to the Database Section: In your workspace, click Database on the left sidebar.

Step 3: Import Data from Airtable

Xano offers a built-in Airtable import feature that simplifies the migration process. Here’s how to use it, with a deeper dive into selecting your base:

  • Add a New Table: In the Database section of your Xano workspace, click Add Table > Import Data > Airtable. This opens the Airtable import wizard, which streamlines the connection process.

    Data from Airtable

  • Enter Your Personal Access Token: Paste the token you generated in Step 1 into the provided field. Xano uses this token to authenticate with Airtable’s API and access your data securely. You’ll have the option to save the token within Xano for future imports or updates just ensure it’s stored securely if you choose this route.

    Access Token

  • Select Your Base: Once authenticated, Xano will fetch a list of all Airtable bases associated with your Personal Access Token. This step is crucial because the token’s scope (set during creation) determines which bases are visible:

    • All Bases Option: If you grant the token access to “all current and future bases” in a workspace, Xano will display every base you have permission to view. This is convenient if you’re managing multiple bases and want flexibility, but it requires careful selection to avoid importing the wrong data.
    • Specific Base Option: If you restrict the token to a single base, only that base will appear, reducing the risk of confusion. This is ideal for focused migrations where you’re targeting a specific dataset.
    • Choosing the Right Base: In the dropdown menu, you’ll see base names as they appear in Airtable like “Client Portal Base” or “Inventory Tracker”. If you’re unsure which one you want, cross-reference the base ID or name in Airtable’s interface. Select the base containing the data you want to migrate to Xano. For example, if you’re moving a CRM dataset, pick the base housing your contacts, deals, and tasks.
    • Troubleshooting: If no bases appear, double-check your token’s scope and ensure it hasn’t expired. You may need to regenerate it with broader permissions or verify your Airtable account’s connectivity.

      Base

  • Choose Tables and Views: After selecting your base, Xano will list its tables (e.g. “Customers”, “Orders”). Pick the ones you want to import. You can also specify views (e.g., “Active Orders”) to filter the data during import, though this is optional Xano will default to importing all records if no view is selected.

    Choose Tables

    Choose Views

  • Configure API Endpoints (Optional): Xano can auto-generate CRUD (Create, Read, Update, Delete) API endpoints for each imported table. Enable this if you plan to connect your data to a front-end app later, saving you setup time.
  • Start the Import: Click Import to begin the process. Airtable’s API limits requests to 100 records per second, so the import duration depends on your base size. Small bases (hundreds of records) finish quickly, while larger ones (thousands of records) may take several minutes. Xano will email you when the import completes, and you’ll see your new tables populated in the Database section

Step 4: Handle Field Types and Data Transformations

Airtable and Xano handle data differently, so you’ll need to review and adjust field types after the import is done.

  • Supported Field Types: Most Airtable fields (e.g., single-line text, numbers, dates) import seamlessly into Xano as text, integer, or timestamp fields.
  • Unsupported Fields: Airtable’s rollups, formulas, and lookups import as static text. You’ll need to recreate their logic in Xano we’ll talk about it in the next step
  • Attachments: If you imported attachments, Xano stores them as file references. Ensure they’re accessible in your Xano workspace.

For example, if your Airtable base has a “Full Name” field combining first and last names, it’ll import as text. To keep it dynamic in Xano:

  • Create a new text field in Xano (e.g., “Full Name”).
  • Use Xano’s function stack to concatenate the fields.

Step 5: Recreate Formulas and Rollups with Xano Functions

Airtable’s calculated fields don’t transfer as live formulas, but we can utilize Xano’s function stack and triggers to achieve the same. Here’s an example:

Recreating a Rollup (e.g., Employee Count)

Suppose you have an Airtable rollup counting employees per department:

  • Locate the Field: In Xano, find the imported rollup field (e.g., “Employee Count” in the “Departments” table).
  • Change Field Type: Right-click the field and switch it from text to integer.
  • Create a Function: Go to Library > Add Function (e.g., “Department Count”).
  • Build the Logic:

    • Add a “Query All Records” step to fetch all departments.
    • Use a “For Each Loop” to iterate over departments.
    • Inside the loop, add another “Query All Records” to count related employee records from the “Employees” table.
    • Update the “Employee Count” field with the result.
  • Run the Function: Test it to ensure the counts match your Airtable data.

Recreating a Formula (e.g., Pay Calculation)

For a formula like Hourly Rate * Hours Worked:

  • Locate the Field: Find the imported formula field (e.g., “Pay” in the “Pay” table).
  • Change Field Type: Switch it to integer.
  • Create a Trigger: Go to Database > Add Trigger (e.g., “Pay Formula”).
  • Configure the Trigger: Set it to run on record insert or update in the “Pay” table.
  • Add Logic: Use an “Edit Record” step to calculate hourly * hours and update the “Pay” field.
  • Publish the Trigger: Activate it to keep the field updated automatically.

Step 6: Verify and Test Your Data

After importing and setting up logic:

  • Check Record Accuracy: Compare a sample of Xano records to your original Airtable base.
  • Test Relationships: If your Airtable base used linked records, ensure Xano’s table relationships (via foreign keys) work as expected.
  • Run Functions/Triggers: Validate that your recreated formulas and rollups produce correct results.

Step 7: Connect Xano to Your Application (Optional)

With your data migrated, you can now use Xano as the backend for your app. For example, in the transcript you provided, Softr integrates with databases like Airtable. To switch to Xano:

  • Generate API Endpoints: If you didn’t in Step 3, go to API in Xano and create endpoints for your tables.
  • Update Softr: In Softr, add Xano as a data source using the API credentials from your Xano workspace.
  • Map Fields: Reconnect your dynamic components (e.g., lists, grids) to Xano’s endpoints.

This process applies to other platforms like Bubble or Webflow too!

Tips for a Successful Migration

  • Start Small: Test the migration with a single table before moving your entire base.
  • Backup Your Data: Export your Airtable base as a CSV as a precaution.
  • Leverage Xano Support: If you hit a snag, Xano’s documentation and support team are excellent resources.
  • Plan for Downtime: If your Airtable base is live, schedule the migration during a low-traffic period.

Additional Insights

Drawing from some experience with both platforms, here are some nuances to consider:

  • Airtable Views: These don’t migrate, but you can recreate them in Xano using filters in your API queries.
  • Performance: Xano’s import can handle large datasets, but for bases with thousands of records, consider breaking the import into chunks.
  • Security: Use Xano’s environment variables to store your Airtable token securely, avoiding hardcoding it into your functions.

Conclusion

Migrating from Airtable to Xano opens up a world of possibilities for your no-code projects. By following this guide, you can seamlessly transfer your data, recreate dynamic logic, and power your applications with a scalable backend. Whether you’re building a client portal, inventory system, or custom CRM, Xano’s flexibility will take your work to new heights.

Ready to get started? Create your Xano account, grab your Airtable token, and dive in. Have questions or need help? Drop an email to support@astreait.com We would love to assist you on your migration journey.

For additional questions on Experience please reach out to support@astreait.com