> ## Documentation Index
> Fetch the complete documentation index at: https://docs.convocore.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Airtable Integration

> Connect your Airtable bases to enable AI agents to create, read, and update records.

## Introduction

Connect your Airtable bases to Convocore so your customers can create, read, and update records through your AI agent.

## Overview

The Airtable integration allows your customers to:

* **View records** from your Airtable bases
* **Create new records** with customer information
* **Update existing records** based on specific criteria
* **Search and filter** records using various conditions
* **Manage data** across multiple Airtable bases

<Note>
  Your agent can perform full CRUD operations (Create, Read, Update, Delete) on
  your Airtable data, making it perfect for CRM, lead management, and data
  collection workflows.
</Note>

## 1. Connecting Your Airtable Account

### Step 1: Connect to Convocore

1. **Go to Integrations** in your Convocore workspace
2. **Find the Airtable card** and click **"Connect"**
3. **Click "Authorize"** - you'll be redirected to Airtable
4. **Sign in to Airtable** and authorize the application
5. **Select your bases** you want to make available
6. **Complete the connection** - you'll be redirected back to Convocore

<Info>
  You can connect multiple Airtable accounts if needed. Each connection is
  managed separately and can have different bases enabled.
</Info>

### Step 2: Select Bases

After connecting, you'll be prompted to select which Airtable bases your agent can access:

* **CRM Base** - Customer relationship management
* **Lead Tracking** - Sales pipeline management
* **Support Tickets** - Customer support workflows
* **Custom Bases** - Any specialized databases you've created

<Note>
  You can modify your base selection at any time by managing your connection in
  the Integrations page.
</Note>

## 2. Agent Configuration

To enable Airtable functionality in your agent:

### Step 1: Add Airtable Tool

1. **Go to your agent configuration**
2. **Edit a node** (e.g., Start Node)
3. **In the Tools section**, add the **"airtable"** tool
4. **Save the node configuration**

### Step 2: Agent Instructions

Add instructions like this to your agent node:

```markdown theme={null}
You can help customers manage their data in Airtable:

- Create new records with customer information
- Look up existing records by email, name, or other fields
- Update record information when customers provide changes
- Search through records to find specific information

When customers provide information or ask about their data, use the Airtable tool to store or retrieve information from the connected bases.
```

## 3. What Your Customers Can Do

Once connected, your customers can interact with your agent to:

### Data Management

* **"Add my information to your database"**
* **"Update my contact details"**
* **"Look up my previous orders"**
* **"Create a new support ticket"**

### Information Retrieval

* **"Do you have my email on file?"**
* **"What's my current status?"**
* **"Show me my order history"**
* **"Find records for John Smith"**

## 4. Usage Examples

### Customer Adding Information

<CodeGroup>
  ```text Customer theme={null}
  I'd like to sign up for your newsletter. My name is Sarah Johnson and my email is sarah@example.com.
  ```

  ```text Agent Response theme={null}
  Perfect! I'd be happy to add you to our newsletter list. Let me save your information.

  ✅ **Successfully Added:**
  - **Name**: Sarah Johnson
  - **Email**: sarah@example.com
  - **Status**: Newsletter Subscriber
  - **Date Added**: January 29, 2024

  You're all set! You'll start receiving our newsletter with the latest updates and insights. Is there anything else I can help you with today?
  ```
</CodeGroup>

### Customer Looking Up Information

<CodeGroup>
  ```text Customer theme={null}
  Can you check if you have my information on file? My email is john.doe@company.com
  ```

  ```text Agent Response theme={null}
  Let me look that up for you right away.

  📋 **Found Your Record:**
  - **Name**: John Doe
  - **Email**: john.doe@company.com
  - **Company**: ABC Company
  - **Status**: Active Customer
  - **Last Updated**: January 15, 2024
  - **Phone**: (555) 123-4567

  Your information is up to date in our system. Would you like to update any of these details or is there something specific you need help with?
  ```
</CodeGroup>

### Customer Updating Information

<CodeGroup>
  ```text Customer theme={null}
  I need to update my phone number. It should be (555) 987-6543 instead.
  ```

  ```text Agent Response theme={null}
  I'll update your phone number right away.

  ✅ **Successfully Updated:**
  - **Previous Phone**: (555) 123-4567
  - **New Phone**: (555) 987-6543
  - **Updated**: January 29, 2024

  Your contact information has been updated in our system. Is there anything else you'd like to change or update?
  ```
</CodeGroup>

## 5. System Prompt Examples

### CRM Assistant

```markdown theme={null}
You are a helpful CRM assistant. You can help customers:

1. Add their contact information to our database
2. Update their existing records
3. Look up their information and status
4. Create support tickets or requests

When customers provide information:

- Always confirm what you're saving before creating records
- Use the customer's email as the primary identifier
- Keep records organized and up-to-date
- Provide confirmation of all changes made

Use the Airtable tool to manage customer data efficiently.
```

### Lead Management Assistant

```markdown theme={null}
You are a lead management assistant. You help with:

- Capturing new lead information from website visitors
- Updating lead status and contact details
- Tracking customer interactions and preferences
- Managing follow-up tasks and notes

When handling leads:

1. Collect essential information (name, email, company, interest)
2. Categorize leads appropriately (hot, warm, cold)
3. Add relevant notes about their needs
4. Set appropriate follow-up reminders

Use the Airtable tool to maintain accurate lead records.
```

### Support Ticket System

```markdown theme={null}
You are a customer support assistant. You can:

- Create new support tickets for customer issues
- Look up existing tickets by email or ticket number
- Update ticket status and add resolution notes
- Track customer support history

For support requests:

1. Gather issue details (problem description, urgency, contact info)
2. Create a properly categorized support ticket
3. Provide ticket number for customer reference
4. Set appropriate priority and status

Use the Airtable tool to manage support workflows efficiently.
```

## 6. Available Airtable Methods

Your agent has access to these Airtable functions:

### `read`

* **Purpose**: Retrieves records from your Airtable base
* **Use**: "Look up customer information" or "Find records"

### `create`

* **Purpose**: Creates new records in your Airtable base
* **Use**: "Add new customer" or "Create support ticket"

### `update`

* **Purpose**: Updates existing records with new information
* **Use**: "Update contact details" or "Change status"

### `upsert`

* **Purpose**: Creates new record or updates existing one if found
* **Use**: "Save customer info" (creates if new, updates if exists)

## 7. Tips for Better Customer Experience

### Data Collection Best Practices

```text System Prompt Addition theme={null}
When collecting customer information:
- Always ask for permission before saving personal data
- Confirm the information before creating records
- Use email addresses as primary identifiers when possible
- Provide clear confirmation of what was saved

When updating records:
- Confirm the changes before applying them
- Show what was changed (old vs new values)
- Verify the customer's identity before making changes
```

### Common Use Cases

Your agent will be able to handle scenarios like:

* **Lead Capture**: "I'm interested in your services, here's my info..."
* **Contact Updates**: "My phone number has changed to..."
* **Support Requests**: "I'm having an issue with..."
* **Information Lookup**: "Do you have my information on file?"
* **Status Checks**: "What's the status of my request?"

## 8. Troubleshooting

### Connection Issues

**Problem**: "No bases found"
**Solution**:

* Make sure you have bases in your Airtable account
* Check that bases are shared with the connected account
* Verify you selected bases during the connection process

### Agent Can't Find Records

**Problem**: Agent says "record not found" when it should exist
**Solutions**:

* Check that you're searching in the correct base and table
* Verify the field names match exactly (case-sensitive)
* Ensure the record hasn't been deleted or moved
* Try searching with different criteria (email vs name)

### Agent Can't Create Records

**Problem**: "Failed to create record" errors
**Solutions**:

* Verify all required fields are provided
* Check that field names match your Airtable base exactly
* Ensure you have write permissions to the base
* Confirm the base and table are still accessible

### Agent Not Using Airtable

**Problem**: Agent doesn't use Airtable when customers provide information
**Solutions**:

* Make sure Airtable tool is enabled in your agent's Canvas → Tools
* Check that your Airtable connection is active in Integrations
* Verify your agent has instructions about data management
* Try reconnecting your account if issues persist

## 9. Security & Privacy

* ✅ **Secure access** - Uses OAuth for safe authentication
* ✅ **Permission control** - Only access selected bases
* ✅ **Encrypted storage** - API credentials are securely stored
* ✅ **Audit trail** - All changes are logged in Airtable
* ✅ **Disconnect anytime** - Remove access from Integrations page

## Support

Need help? Here's what to check:

1. **Connection Status** - Make sure your Airtable account shows as "Connected" in Integrations
2. **Tool Enabled** - Verify Airtable tool is enabled in your agent's Canvas → Tools
3. **Bases Selected** - Ensure you've selected the right bases during connection setup
4. **Field Names** - Check that your agent instructions match your Airtable field names

For additional support, contact our team through the dashboard.

***

Your Airtable integration is now ready! Your customers can interact with your data through natural conversation, and your agent will handle all the database operations seamlessly.