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Integrating Airtable with RingCentral Events

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This guide explains how to install and map the Airtable app on your Organization account.

What is Airtable?

Airtable is a cloud-based AI-powered project management tool for creating and sharing relational databases. It allows you to organize, store, and collaborate on your workflows, data, and records in a user-friendly and flexible way without the need for any coding. Airtable offers a free plan with limited functionality, while more scale and features require a paid subscription.

How does the integration work?

The integration with Airtable includes the following features:

  1. Push registrations from RingCentral Events to Airtable
  2. Push 'attended' status from RingCentral Events to Airtable
Note: RingCentral Events sends the registrant's first and last name and email to Airtable. Custom registration form questions are not exported.

Important: The Organization owner must have the Admin role to grant integration access for data transfer. If the Organization owner is set to Member, another team member must change the role back to Admin for the integration to work. For detailed steps, refer to our guide on Changing a team member's permissions.

Installing & mapping Airtable

To install the Airtable app on your Organization account: 

  1. In your Organization Dashboard, go to the Apps tab.
  2. Click Discover more on App Store.
  3. In the App store, you can find Airtable under the Management category.
  4. On the Airtable page, click Install app.
    ✔ You will be prompted to confirm your choice. Click Install to continue.


  5. On the Airtable authentication page, click New authentication.
  6. In the pop-up, enter your authentication name (e.g. you can use your Organization's name) and your PTA (Personal Access Token) in the API key field. Once ready, click Create.

    Note: As of August 1st, 2023 Airtable has deprecated the use of API Keys. Instead of API Keys you will need to use your PAT (Personal Access Token). For detailed steps, follow the Airtable's Help page guide on Creating personal access tokens.

    When creating a token:

    • Under Scopes, add the following 5 scopes:
      • data.records:read
      • data.records:write
      • schema:bases:read
      • schema.bases:write
      • webhook:manage
    • Under Access, add bases and workspaces you intend your RingCentral Events data to be synced to.
  7. Once the authentication is complete, click Next.
  8. Enter your Airtable Base ID and click Next.
    Tip: For more information on Airtable URLs and IDs, refer to the Airtable guide on Finding Airtable IDs.
  9. Enter your Airtable Table ID and click Next.
  10. On the Export Registrations page, type in the corresponding Airtable field names and click Set to "your field name" for all the fields you wish to sync. When someone registers for an event in RingCentral, these will be populated on the provided table. Once ready, click Next.
    Important: These fields need to match the headers in your Airtable database and need to be typed manually.
    Note: When exporting the 'attended' status from RingCentral Events, the corresponding Airtable field should be set up as single-select with at least one option set to Attended.
  11. [Optional] On the Export Registrations page, select Attendee Status to export if the person attended the event.
  12. Once ready, click Finish.
    ✔ You'll receive a message confirming the integration has been completed.

Testing the Airtable integration

To test if the RingCentral Events registration is pushed to Airtable:

  1. Register for the event via the event landing page (use an Incognito window to do a test registration with another account when you're already logged into your Organizer account).
  2. Navigate to your Airtable account to confirm your registration has been added to the linked table.
    Note: If this reservation already exists in Airtable, it will get updated with new information. If a registrant attends the event the associated registration will get updated with the status "Attended."

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