Creating Your First Sync

A sync moves data from a connected source (HubSpot, Shopify, or Mailchimp) into an Airtable table. This guide walks you through the complete sync creation wizard step by step.

Before You Start

Make sure you have:

• Connected your Airtable account (shows "Connected" in Destination section)
• Connected at least one source (HubSpot, Shopify, or Mailchimp)
• An Airtable base with a table ready to receive data (or create one during setup)

[Screenshot: Dashboard showing connected Airtable and at least one source]

Preparing Your Airtable Table

Before creating a sync, it helps to set up your Airtable table:

Option A: Create Columns Manually (Recommended for first-time users)

1. Open your Airtable base
2. Create a new table or use an existing one
3. Add columns for the data you want to sync, for example:

• Email (Email type)
• First Name (Single line text)
• Last Name (Single line text)
• Created Date (Date type)

[Screenshot: Airtable table with example columns for contacts]

Option B: Let TableSync Create Columns

You can also start with a blank table. During field mapping, you'll see which fields are available. You can add Airtable columns as needed during that step.

The Sync Creation Wizard

TableSync uses a 5-step wizard to create syncs. You can see your progress at the top.

[Screenshot: Sync wizard showing progress bar with all 5 steps]

Step 1: Select Source Connection

What to do:

1. Click New Sync from your Dashboard (top right corner, or from empty state prompt)
2. You'll see all your connected sources
3. Click the source you want to sync from

[Screenshot: Step 1 showing source selection with HubSpot, Shopify, and Mailchimp options]

What you'll see:

• Provider name (HubSpot, Shopify, Mailchimp)
• Account name or identifier
• Color-coded cards for easy identification

Tip: If you don't see any connections, go back to your Dashboard and connect a source first.

Step 2: Select Data Object

What to do:

1. Choose what type of data you want to sync
2. Each source has different object types available

[Screenshot: Step 2 showing data object selection (e.g., contacts, companies, deals for HubSpot)]

Available objects by source:

What you'll see:

• Object name (Contacts, Orders, etc.)
• Preview of available fields
• Number of additional fields

Tip: Click on an object to see a preview of what fields are available before selecting.

Step 3: Select Airtable Destination

What to do:

1. First, select an Airtable Base from the dropdown
2. Wait for tables to load
3. Then select a Table from the second dropdown

[Screenshot: Step 3 showing Base and Table dropdown selectors]

Finding your base:

• Bases are listed alphabetically
• Type to search if you have many bases
• The base must have been authorized during Airtable connection

Selecting a table:

• Tables within the selected base will appear
• Shows the number of fields in each table
• You can select an empty table or one with existing data

Tip: If you don't see your base, go back to the Dashboard and reconnect Airtable, making sure to select the missing base.

Step 4: Map Fields

This is the most important step! Field mapping tells TableSync where to put each piece of data.

[Screenshot: Step 4 showing the field mapping interface with source fields on left and Airtable fields on right]

What you'll see:

• Source fields on the left (from HubSpot, Shopify, or Mailchimp)
• Arrow indicating the mapping direction
• Airtable column selector on the right
• Type badges showing data types (text, email, number, etc.)

How to map fields:

1. For each source field, click the dropdown on the right
2. Select the Airtable column it should map to
3. Leave unmapped if you don't want that field synced
4. Watch for type compatibility warnings (yellow or red indicators)

Required: The ID Field

Every sync needs at least one identifier field mapped (shown with a warning if missing):

• For HubSpot Contacts: Email
• For Shopify Orders: ID
• For Mailchimp Subscribers: Email Address

This field is used to match records - it prevents duplicates and enables updates.

Auto-mapping:

• TableSync tries to automatically match fields with similar names
• Click Auto-map by name to let TableSync match remaining fields
• You can always adjust any mapping manually

[Screenshot: Field mapping with some auto-matched and some manual mappings]

Type compatibility:

• Green (no indicator) - Types match, safe to sync
• Yellow warning - Types will be converted (may work but check results)
• Red error - Types incompatible (sync may fail)

Tip: It's okay to leave fields unmapped. Only map the fields you actually need.

Step 5: Set Schedule

What to do:

1. Choose how often you want the sync to run automatically
2. Review the summary of your sync configuration
3. Click Create Sync

[Screenshot: Step 5 showing schedule options and configuration summary]

Schedule options:

Note: Schedule availability depends on your plan:

• Free: Daily only
• Starter: Daily + Hourly
• Pro/Team: All options including 15-minute

The summary shows:

• Source: Your selected source and object
• Destination: Your selected base and table
• Fields mapped: Count of how many fields will sync
• Schedule: Your selected frequency

After Creating Your Sync

First Sync Runs Immediately

Once you click Create Sync:

1. You'll be redirected to your Dashboard
2. The sync appears in your Active Syncs list
3. It starts running immediately (status: "Running")
4. Wait for it to complete (usually 1-5 minutes)

[Screenshot: Dashboard showing new sync with "Running" status]

Verifying the Results

After the sync completes:

1. Status changes to "Completed" with a green checkmark
2. Record count shows how many records were synced
3. Open your Airtable table to see the data!

[Screenshot: Airtable table with synced data]

Understanding Sync Status

Common Questions

How long does the first sync take?

Depends on data volume:

• Under 1,000 records: 1-2 minutes
• 1,000-10,000 records: 2-5 minutes
• Over 10,000 records: 5-15 minutes

What if my Airtable table already has data?

TableSync will:

• Update existing records that match (based on the ID field)
• Add new records that don't exist yet
• Leave records that only exist in Airtable alone (no deletions)

Can I change the mapping later?

Yes! Click on any sync in your Dashboard to edit its configuration.

What counts as a "sync" for my plan limit?

Each scheduled or manual run counts as one sync. Creating a sync doesn't count.

Troubleshooting

"ID field not mapped" warning

You must map the identifier field (usually Email or ID). Without it, TableSync can't match records.

Solution: Find the ID field in the mapping list and select an Airtable column for it.

Type compatibility errors

If you see red errors, those field mappings may cause the sync to fail.

Solutions:

• Change the Airtable column type to match (e.g., Number for numbers)
• Map to a different column
• Skip the field by leaving it unmapped

"Table not found" after creating sync

The Airtable table was renamed or deleted.

Solution: Edit the sync and select a valid table.

Sync created but no data appears

Check:

1. Does the source actually have data?
2. Did the sync complete (not still running)?
3. Are you looking at the correct Airtable base/table?
4. Check the sync logs for errors

Best Practices

1. Start simple - Sync a few fields first, then add more
2. Test with daily - Use daily schedule initially, increase frequency once confirmed working
3. Name your tables clearly - Use descriptive names like "HubSpot Contacts" or "Shopify Orders"
4. Check types - Ensure Airtable columns match data types for best results
5. Review first sync - Always check the data after your first sync before relying on it