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Hupspot guide: Airtable workflows

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Use Hubspot workflows to send data to Airtable

Connecting Hubspot workflows to Airtable lets you send structured CRM data directly into your bases so your sales, marketing, and operations teams all work from accurate, up-to-date records.

This step-by-step guide is based on the official workflow integration instructions and shows you exactly how to configure the custom action, test it, and use it safely in production.

What you need before connecting Hubspot to Airtable

Before you build the integration, confirm the following requirements are met so the custom action works reliably.

  • An active Hubspot account with workflows access (Operations Hub Professional or Enterprise, or a plan that includes custom code actions).
  • An Airtable account with permission to create or edit bases and tables.
  • A table in Airtable where the workflow will add or update records.
  • At least one field in Airtable that will store values sent from your CRM properties.

It is easier to build and test the automation if you first decide exactly which object type and properties you want to send from the CRM.

Connect Airtable API to Hubspot custom actions

The integration relies on a custom workflow action that calls Airtable’s REST API. You create this action once, then reuse it across workflows.

Create an Airtable personal access token

  1. Sign in to your Airtable account.
  2. Go to your account settings and open the developer or API section.
  3. Create a new personal access token with at least read and write access to the target base.
  4. Copy the token and store it securely; you will paste it into the custom action configuration in Hubspot.

Keep the token secret and rotate it periodically according to your security policies.

Collect Airtable base and table details

You will also need connection details so Hubspot knows where to send the data:

  • Base ID – find it in Airtable API documentation for your base.
  • Table name or ID – exactly as it appears in Airtable.
  • Field names – the columns you want to populate from CRM properties.

Make sure field names in Airtable are clear and match the type of data coming from the CRM, such as text, number, or date.

Set up the Airtable custom action inside Hubspot

Once you have the API token and base information, you can configure a reusable custom action. This will appear in the workflow editor and can be added just like any other step.

Open the custom actions editor in Hubspot

  1. In your Hubspot account, navigate to Automation > Workflows.
  2. Open any existing workflow or create a new test workflow based on the object you plan to sync, such as contacts or deals.
  3. In the workflow editor, look for the option to manage or create custom actions for your apps.
  4. Choose to create a new custom action and select the HTTP or API request type compatible with Airtable.

Configure the Airtable API request

Within the new custom action, configure the details of the HTTP request Hubspot will send:

  • Method: typically POST to create new records or PATCH to update existing ones.
  • URL: use the Airtable API endpoint for your base and table, such as https://api.airtable.com/v0/<baseId>/<tableName>.
  • Headers:
    • Authorization: Bearer <Your_Airtable_Token>
    • Content-Type: application/json
  • Body: a JSON payload that maps Hubspot properties to Airtable fields.

A simple JSON body for creating records might look like this (structure only):

{
  "fields": {
    "First Name": "<Hubspot contact first name>",
    "Email": "<Hubspot contact email>"
  }
}

In the custom action editor, replace the placeholder values with tokens that reference CRM properties available in the workflow object.

Map Hubspot properties to Airtable fields

Accurate field mapping ensures every record created by the workflow is usable in your base.

Select supported Hubspot objects

Custom actions can usually be triggered from workflows based on supported CRM objects, for example:

  • Contacts
  • Companies
  • Deals
  • Tickets

Choose the object type that aligns with the Airtable table. For instance, use contact-based workflows if you are maintaining a marketing contact directory base.

Define property mappings in the action

Within the custom action setup, map CRM properties to Airtable fields such as:

  • Contact email → Airtable field Email
  • Lifecycle stage → Airtable field Lifecycle Stage
  • Deal amount → Airtable field Amount
  • Ticket status → Airtable field Status

Use descriptive labels for each input inside the custom action so other users in your Hubspot account understand what data is sent.

Add the Airtable action to a Hubspot workflow

After publishing the custom action, it is available directly in the workflow editor.

  1. Open or create a workflow for the relevant object.
  2. Configure enrollment triggers such as contact creation, form submission, or deal stage changes.
  3. Click the plus icon to add an action.
  4. Search for the Airtable custom action and select it.
  5. Fill in any required fields defined in the action, including base ID, table name, and mapped Hubspot properties.
  6. Save the workflow changes.

Place the action at the point where you want data to sync, for example right after a lead qualifies, a deal closes, or a ticket is created.

Test the integration between Hubspot and Airtable

Testing ensures that records are sent correctly before you expose the automation to real customers.

Use a test workflow and sample records

  • Create a dedicated test workflow or enroll test contacts, companies, or deals.
  • Turn the workflow on, but keep the enrollment criteria narrow.
  • Trigger the workflow with a single record.
  • Check the workflow history for success or error logs on the custom action step.

Then, open your Airtable base to confirm that a new record appears with the expected values in each field.

Troubleshoot common issues

If no record is created or an error appears in the log:

  • Confirm your Airtable token is valid and has access to the base.
  • Check that the base ID, table name, and field names are exact matches.
  • Verify each mapped Hubspot property is available to the workflow and not empty.
  • Inspect the JSON body to ensure it is valid and follows Airtable API documentation.

Once all tests pass, you can safely increase enrollment volume or move the custom action into production workflows.

Best practices for maintaining the Hubspot–Airtable setup

After the integration is live, maintain clear processes so your team can continue relying on the sync.

  • Document which workflows send records to each table.
  • Standardize Airtable field naming conventions and data types.
  • Regularly review workflow logs for API errors or rate-limit issues.
  • Train admins on how to update mappings when CRM properties change.

Whenever you modify fields in Airtable, revisit the corresponding custom action in Hubspot to keep payloads aligned with the API schema.

Where to learn more

For the detailed technical reference used as the basis for this article, see the official documentation on adding data to Airtable with workflows at this guide.

If you need strategic help designing scalable CRM and data sync architectures or optimizing your marketing automation, the consultants at Consultevo can assist with planning, implementation, and long-term optimization.

With a clearly configured custom action and disciplined testing approach, you can reliably push CRM data into Airtable and unlock powerful reporting and operational workflows that start right inside your Hubspot account.

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