Add data with records

Add data with records (rows)

With your base and tables set up, it’s time to populate them with the real items you need to track. In Stackby, records are the building blocks of your workflow—each record represents one discrete item with all its related details, collaborators, and activity. Adding a few well-structured records early helps validate your table design, test views/filters, and prepare for automation.

Image suggestion:

• Place an image after this intro showing a Stackby table with a few example records populated (rows visible, clear primary field).

What is a record (row)?

A record or row is a single entry in a table—one task, one campaign, one asset, one contact—containing every field relevant to that item. Open a record to see and edit all its details, attach files, mention teammates, and view its activity history, checklists and reminders

Same data, new views

The same set of records can be visualized in different ways without changing the underlying data. This lets each stakeholder see what matters most to them.

Common view perspectives:

• Grid view: edit data quickly like a spreadsheet.

• Kanban view: manage work across stages (e.g., To do → In progress → Done).

• Calendar view: see records mapped to dates (deadlines, events, launches).

• Form view: capture new records via a form—great for requests, leads, or intakes.

• List/Gallery view: scan people, assets, or creative with visuals front-and-center.

Take action: Add records to your table

Ways to add records fast:

• Manually: Click the plus (+) at the bottom of the table or start typing in the first empty row.

• Paste: Copy rows from a spreadsheet and paste directly into your table.

• Forms: Build a form and share it so teammates or external partners can submit records without edit access.

• Integrations/API: Pull in items from other tools automatically and keep them in sync.

• Webhooks: Bring data from any platform supporting webhooks directly in your table.