Zapier automation setup guide

Zapier can help you rebuild and improve the automated workflows you once ran on Airtable by connecting your databases, business apps, and internal tools into one streamlined system. This how-to guide walks you through replacing Airtable-style workflows using flexible database apps and automations inspired by Zapier’s Airtable alternatives overview.

Why use Zapier with Airtable alternatives

When you move away from Airtable, you need two things: a solid database or spreadsheet tool and an automation layer. Zapier acts as that automation layer, connecting whatever replacement app you choose with the rest of your stack.

Using Zapier with your new database solution lets you:

• Capture data from forms, CRMs, or chat tools automatically
• Trigger notifications and approvals when records change
• Sync data between different project or CRM systems
• Build workflows that feel similar to what you had in Airtable

Step 1: Choose your Airtable-style database before adding Zapier

Before configuring Zapier, select the right Airtable alternative based on how you work. The source guide groups tools into categories like spreadsheets, databases, and project platforms. Use that structure to narrow down your options.

Pick a spreadsheet-style tool to pair with Zapier

If you mostly used Airtable like a spreadsheet with extra views and light relationships, consider:

• Traditional spreadsheets for simple tracking
• Modern spreadsheet databases that add views, filters, and automation hooks
• Lightweight tools focused on lists and task tracking

When you connect these tools to Zapier, you can still power form submissions, CRM-style pipelines, and content calendars without needing Airtable itself.

Pick a database-style tool for deeper Zapier workflows

If you relied on Airtable for linked tables, robust filtering, and structured records, lean toward tools that behave more like full databases.

Look for features such as:

• Support for linked records and relations
• Custom fields and views
• Good API or native integration support for Zapier

These database-style tools often expose triggers like “record created” or “record updated,” which work extremely well as starting points for Zapier automations.

Choose a project or work management tool for Zapier-driven collaboration

If you used Airtable as a project hub for teams, you may prefer a dedicated work management platform. Many of these tools integrate with Zapier and offer:

• Boards, lists, and timeline views
• Assignees, due dates, and comments
• Built-in automation rules that can complement Zapier

Once connected to Zapier, these platforms can automatically create tasks, update statuses, or send messages to chat apps based on project events.

Step 2: Plan your Zapier-powered workflow

Before building, map your workflow so you know exactly how Zapier should behave. Use the Airtable-style use cases from the source article as a template.

Ask yourself:

• Which app will hold the main source of truth (your database or project tool)?
• What should happen when a new record, row, or task is created?
• Do you need approvals, reminders, or multi-step handoffs?
• Which apps need to stay in sync (CRM, chat, docs, support, billing)?

Translate that into a simple plan like:

1. Trigger: New record in your database app
2. Filter: Only continue if the record matches specific criteria
3. Actions: Create a task, send a notification, update a CRM, or log activity elsewhere

Step 3: Create your first Zapier automation

Once you’ve picked your Airtable replacement and designed the workflow, build it out step-by-step in Zapier.

1. Set up the trigger in Zapier

1. Sign in to your Zapier account.
2. Click to create a new Zap (an automated workflow).
3. Select your Airtable alternative app as the trigger app.
4. Choose a trigger event, like “New Record,” “New Row,” or “New Task.”
5. Connect your account for that app to Zapier.
6. Test the trigger to pull in a sample record.

This trigger replaces Airtable’s own automation starting points and gives Zapier a live data feed from your new tool.

2. Add filters and conditions in Zapier

To avoid unnecessary actions, refine your workflow with filters and conditions.

1. Add a Filter step in Zapier.
2. Set rules such as “Status is ‘Ready’” or “Priority is ‘High’.”
3. Use multiple conditions to control when the Zap should continue.

These conditional paths recreate the logic you may have built in Airtable views or formulas, but now they run directly inside Zapier.

3. Add action steps to complete the workflow

Next, decide what should happen after the trigger fires and passes your filters.

Common action patterns in Zapier include:

• Create or update a record in another database app
• Create tasks in a project manager
• Send team messages in your chat platform
• Log info to a spreadsheet for reporting
• Send emails or notifications to stakeholders

For each action step:

1. Choose the action app (e.g., project tool, CRM, email platform).
2. Select the event, such as “Create Task” or “Update Record.”
3. Map fields from your trigger data into the action fields.
4. Test the action to confirm it works as expected.

Step 4: Rebuild common Airtable workflows with Zapier

Use the Airtable replacement categories from the source article as inspiration to rebuild specific workflows in Zapier.

Use Zapier for form submissions into your new database

Instead of sending forms directly into Airtable, you can:

1. Use a form app or website form builder.
2. Trigger a Zap when a new form entry arrives.
3. Create a new record in your Airtable alternative.
4. Notify your team in chat or email using additional Zapier steps.

This recreates Airtable’s form-to-record experience while giving you more flexibility in where data lands.

Use Zapier to manage project pipelines

If your Airtable base managed tasks or sales pipelines, replicate it with:

1. A project or CRM tool connected to Zapier.
2. A Zap triggered when a stage, status, or owner changes.
3. Follow-up actions such as assigning teammates or posting updates.

By mapping old fields to new ones, you maintain continuity without sticking to Airtable.

Use Zapier to sync data across multiple tools

Many Airtable bases served as a central overview of information pulled from several platforms. Rebuild that hub using Zapier by:

1. Triggering Zaps from each source app when data changes.
2. Standardizing that data into your new central database app.
3. Using additional Zaps to push updates back out when the central record changes.

This creates a two-way or multi-way sync that can scale beyond what you had in Airtable alone.

Step 5: Test, monitor, and optimize your Zapier setup

After migrating off Airtable and building your Zaps, invest time in reliability and optimization.

• Test each Zap with realistic sample data.
• Review Zap run history to catch errors early.
• Refine filters and conditions to avoid unnecessary tasks.
• Group related actions into multi-step Zaps to keep things organized.

As you expand, consider documenting your automations so teammates understand how Zapier connects all the Airtable alternatives in your stack.

Plan long-term automation strategy beyond Airtable

The source overview of Airtable alternatives shows that your tools may change over time. Building your workflows around Zapier, rather than a single database platform, gives you flexibility to switch apps without rebuilding everything from scratch.

For additional help designing scalable, automation-ready systems, you can also explore consulting resources such as Consultevo, which focuses on modern tool stacks and efficient processes.

By choosing the right Airtable replacement, mapping your processes carefully, and using Zapier as the automation backbone, you can create a more resilient, adaptable workflow ecosystem that grows alongside your business.

Need Help With Zapier?

Work with ConsultEvo — a

Zapier Certified Solution Partner

helping teams build reliable, scalable automations that actually move the business forward.

Get Zapier Help