Grid, kanban, calendar, and gallery views of one table

Each colleague can open the same table as a grid, a kanban board, a calendar, a gallery, a timeline, or a form. Since every view shows the same records, an edit that someone makes in one view appears in the rest.

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Each team sees the same table its own way

Tables Views lets each person on your team open the same records in the layout that suits their work, such as a pipeline board for sales, a timeline for a project manager, a calendar for the content team, or a grid for finance. When someone moves a card to Done on the kanban board, Tables shows the record as complete in the grid, removes it from the calendar, and updates the timeline. Because each team opens the shared table in the format that it prefers, your organization keeps one copy of each record.

Give each team a view of the table that fits how it works

The steps below open one table as a grid, a kanban board, a calendar, and a form, which all show the same records, so a change in any of them appears in the others within milliseconds.

Views for each kind of work

Grid view for detailed data work

Accountants, analysts, and operations staff may do most of their work in rows and columns. If a tool shows them their records only as a board or a calendar, they will have to open each record to compare its figures with the next.

Grid view lays out your records in rows and columns, where you can edit a cell in place, sort, filter, group, and resize columns. The grid works like a spreadsheet, while each row can include relations, rollups, and computed fields. Each person can pin columns, hide the fields that they don't need, and save those settings as their own view, so every colleague opens the grid with the columns for their role.

Kanban view for status-driven workflows

If you track work through stages such as To Do, In Progress, Review, and Done in a spreadsheet, you will have to read down the status column and group the rows in your head. A separate board tool can show those stages as columns, but it will keep its own copy of the records, so someone will have to work out which copy is current.

Kanban view groups records as cards by a status or category field. When you drag a card to another column, Tables updates the status of the record, so the new status appears at once in the grid, in the calendar, and in every API response. You can choose which fields each card shows, such as priority, assignee, and due date, and filter the board to your own cards or to the items due this week.

Calendar view for date-driven planning

When a content calendar or an event schedule exists only as a date column in a spreadsheet, whoever plans the week will have to scan that column to work out what is due when. If the team copies the dates into a separate calendar tool, that calendar will show the old date whenever someone changes one in the spreadsheet.

Calendar view places each record on a monthly, weekly, or daily calendar by one of its date fields. You can drag a record to another day to reschedule it, click a date to create a record, and color the entries by status, category, or assignee. Because the calendar shows the same records as every other view, Tables moves an entry on the calendar whenever someone changes its date in the grid.

Gallery view for visual content

In a product catalog, a set of property listings, or a portfolio, the image may be the first detail that a person checks. A spreadsheet row can show a link to that image, so anyone who wants to judge a product photo or a design mockup will have to open each link in turn.

Gallery view shows each record as a card with a cover image, a title, and the detail fields that you choose. You can browse the cards, open the full record with a click, and filter by any field. Gallery view suits records in which the image matters most, such as product catalogs, real estate listings, design asset libraries, and team directories.

Timeline view for range-based planning

A project plan sets out its tasks as date ranges, each with a start and an end. A spreadsheet can list those dates in two columns, but someone will have to picture where the ranges overlap. If your team draws the plan in a separate Gantt chart tool, someone will also have to enter each date there again whenever it changes.

Timeline view draws each record as a horizontal bar from its start date to its end date, so you can see overlapping tasks, clashes over people or equipment, and project phases on one screen. You can drag either end of a bar to change a date, and group the bars by assignee, team, or project to see each group's workload. Since the bars use the same date fields as every other view, Tables redraws a bar whenever someone changes its dates in another view.

Form view for data collection illustration

Form view for data collection

If you collect entries from people outside your team through a separate form tool, that tool will save the submissions to a spreadsheet of its own. Someone will then have to copy each submission into your database by hand, which means that they can mistype a field or miss a follow-up.

Form view builds a form from the fields of your table and gives you a link to share it. Tables saves each submission as a new record, putting every answer into its matching field. You can add conditional rules that show or hide a question according to the earlier answers. When you connect the form to Builder Workflows, each submission can start a workflow.

One table, a layout for each team

Each team works in the layout that it prefers

Your sales team can use a kanban board while marketing plans on a calendar, finance checks figures in a grid, and design browses a gallery. All of them edit the same table, so every team sees the latest version of each record.

An edit in one view shows in every view

When someone moves a card on the kanban board, Tables updates the record in the grid. In the same way, when someone drags a bar on the timeline, Tables shifts the record to its new date on the calendar.

Personal view configurations

Each person can save their own filters, visible columns, sort order, and grouping, so Tables opens your view with your settings even after a teammate changes theirs.

Collect data without a separate form tool

Tables saves each submission from a shared form straight into your table as a new record, so your team reviews the submissions in the same place where it does the rest of its work.

Views in practice

Three roles plan from one editorial table

A content team tracks its blog posts, social campaigns, newsletters, and videos in one Tables database. The writers check their assignments and deadlines in the grid view, while the content manager plans the publishing schedule in the calendar view. On a kanban board of the same table, the social media coordinator moves each post through the Draft, Design, Review, and Published stages.

Result

When the social media coordinator moves a post to Published on the kanban board, the content manager sees the change on the calendar too, so the manager stops keeping a separate spreadsheet of the schedule. Everyone on the team can see a post that misses its deadline in whichever view they use, which means that the team can spot it without a status meeting.

Three roles plan from one editorial table

Timeline view sequences a construction site

A general contractor tracks every trade package in Tables, with a start date, an estimated finish date, and the assigned crew. On the timeline view, the site superintendent can see which trades overlap, where two crews need the same zone, and which packages can start only after framing finishes. The foremen work through the daily punch list on a kanban board, while the project manager tracks inspection dates on the calendar view.

Result

When someone books the drywall and electrical crews into the same wing for the same week, the superintendent sees the overlapping bars and reorders the work before either crew comes to the site. The project manager sees each new date on the calendar view once the superintendent drags a bar on the timeline.

Timeline view sequences a construction site

A festival takes vendor applications through a shared form

A festival organizer collects vendor applications through a form view that asks for the business name, product category, preferred booth size, and portfolio photos. Tables saves each application as a record in the vendor table. The organizer reviews the portfolio photos in gallery view, then moves each applicant through the Applied, Reviewed, Accepted, and Rejected stages on a kanban board.

Result

Since Tables saves each application as a record, the organizer reviews the photos in the gallery and stops opening email attachments one by one. When the organizer moves a vendor to the Accepted stage, Channels sends that vendor a confirmation.

A festival takes vendor applications through a shared form

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Open one table in the layout that each team needs

Give each colleague a grid, a board, a calendar, a gallery, a timeline, or a form over the records that the whole team shares.

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