Sync your roster — including photos — straight from an Airtable base. Connect once, map your fields, and keep your Master List up to date in real time.
If you keep your people in Airtable, you can sync them directly into a Master List. New records, edits, and even profile photos flow into CaptrID automatically — in seconds, thanks to live webhooks.
Airtable sync requires a Pro or Business plan. Pro plans support 1 sync provider; Business plans support multiple connections.
Airtable connections live alongside Microsoft Entra ID under Directory Integrations — both are managed from the same place. See Directory Sync for the Entra equivalent.
You’ll be redirected to Airtable to authorise access. CaptrID requests these scopes:
Scope
Why it’s needed
data.records:read
Read the records you sync
schema.bases:read
List your bases, tables, and fields for mapping
webhook:manage
Create the webhook that powers live updates
user.email:read
Identify the connecting account
Approve the request and you’ll return to CaptrID with the connection listed as Connected
An Airtable connection is shared across your organisation and acts on behalf of the user who authorised it. Anyone with permission to manage Master Lists can use the connection to configure a sync — they don’t each need their own Airtable login.
(Optional) Choose a View to scope the sync. Views are saved configurations inside Airtable — a base owner can create one like “Active members” or “Current year” to pre-filter records. Leave it as None to sync every record.
Webhooks deliver Airtable changes in seconds, but a periodic full sync catches anything that slips through if a webhook fails, expires, or never gets created.
Option
Behaviour
No safety net (webhooks only)
Rely entirely on live updates
Scheduled reconciliation
Run a periodic full sync as a backstop
You can change the safety-net schedule later from the Sync card on the Master List — you don’t have to decide now.
Airtable’s own Record ID is the most stable identifier, so CaptrID uses it by default. If your Master List doesn’t have a UID field yet, CaptrID adds an “Airtable Record ID” field automatically when you save.
The Record ID is permanent and unique per record, which makes it the safest UID. If you map a different field as the UID and that value later changes in Airtable, the person will appear as a new record in CaptrID.
CaptrID reads your table’s schema and suggests mappings automatically. Fields are grouped, with Recommended fields expanded and read-only or sensitive groups collapsed.
Auto-mapped fields show a green tick (e.g. Name → Name, Email → Email)
Add field — create a new Master List field on the fly for an unmapped Airtable field
Test mapping — preview what the first five records will look like in CaptrID without writing anything
Airtable field types are handled sensibly: Single Select and Multiple Select values are normalised, and Linked Records are always arrays of record IDs (even for a single link).Click Save & Finish to store the configuration.
When live updates are active, CaptrID registers a webhook with Airtable using a notify-and-poll pattern: Airtable pings CaptrID when something changes, and CaptrID then fetches the changed records. Edits — including replaced photos — appear in your Master List within seconds.
Airtable allows a limited number of webhooks per base. If you hit the limit, disable live updates on a connection you no longer need, or rely on the scheduled safety net instead.
Disconnecting from CaptrID cleans up the webhook for you. If you instead revoke CaptrID’s access from inside Airtable, the orphaned webhook can linger on Airtable’s side for up to 7 days — always disconnect from CaptrID first.
