Google Sheets to Airtable Sync with Linked Records

In this tutorial, you will synchronize data from Google Sheets to Airtable, focusing on creating and maintaining linked records between multiple tables.

You will learn to map Google Sheets columns to Airtable fields, handle linked records automatically, and set up automatic updates to keep your Airtable base synchronized with changes in your Google Sheets document.

Prepare Your Google Sheets for Sync

Skip this section if you already have a Google Sheet set up with multiple sheets of linked data.

This tutorial uses multiple sheets (tabs) in a Google Sheets document that map to multiple tables in an Airtable base. The example includes a "Sneakers" sheet and a "Brands" sheet, where the "Brand" column in the "Sneakers" sheet references rows in the "Brands" sheet.

The brand names serve as unique identifiers for each brand and are used as references in the "Sneakers" table. While this example uses formula references, you can also use raw values that match rows in another sheet.

Set Up Your Airtable Base

In Airtable, create two tables: "Sneakers" and "Brands". Do not create the linked fields manually - Data Fetcher will create them automatically when it syncs the linked records.

Install Data Fetcher

Add the free Data Fetcher extension to your base from the Airtable extension marketplace. After you've added Data Fetcher to your base, you'll need to sign up for a free Data Fetcher account.

Sync Google Sheets to Airtable with Linked Records

Create Your Sync Request

1. In Data Fetcher, click Create your first request. Requests let you sync data from any third-party application or API without code.

2. Select Google Sheets under Application.

3. Under Authorization, select +New Google Sheets Connection.

4. You'll be prompted to sign in to the Google account where your Google Sheets data is stored.

5. Click Select all to authorize Data Fetcher access to your Google Sheets data, and click Continue.

6. Rename the request with something more descriptive, e.g., "Sync Products". Then click Save & Continue in the bottom right.

Select Your Google Sheet

1. On the next screen, click on the Spreadsheet input to open a new window where you can select the file in your Google Drive.

2. In the new window, click Select Google Drive Spreadsheet.

3. Choose the Google Sheet you want to sync into Airtable, and click 'Select'.

4. The window will close automatically, and you will be taken back to Data Fetcher with the spreadsheet selected.

Configure Sheet Settings

1. For Sheet, select the main sheet you want to import data from. In our example, this is the "Sneakers" sheet.

2. First row is field names is set as true by default. Keep this option on if your sheet has column headers in the first row.

3. Make sure the Output Table & View is set to the Airtable table where you want to import the records into.

4. Click Save & Run in the bottom right.

Map Fields and Set Up Linked Records

The Response Field Mapping window will open. This is where you'll configure how your Google Sheets data maps to your Airtable fields and set up the linked record connections.

Basic Field Mapping

1. Map "Model name" to the existing Name field in your Airtable table.

2. For the "Price" field, change the field type to Currency using the dropdown.

Create Linked Record Connection

3. For the "Brand" field, click the field type dropdown and change it from "Single line text" to Link.

4. This will open the field settings automatically. Set the Linked table to your "Brands" table.

5. For Linked table field, select the field that contains your matching values. In our example, this is "Brand name" since that's what we're using to connect our records. If you're using unique IDs instead, select your ID field.

6. Click Save on the field settings.

Data Fetcher will now automatically create and update linked records in Airtable based on the matching values between your sheets.

Set Up Record Syncing

To ensure Data Fetcher can properly update existing records instead of creating duplicates:

1. Click the sidebar icon in the top-left to open the settings panel.

2. Click Advanced settings.

3. For Update Based on Field(s), select your unique identifier field ("Sneaker ID" in our example). This tells Data Fetcher how to match records between Google Sheets and Airtable.

4. Click Save & Run.

Your Google Sheets data will now sync to Airtable with proper linked record relationships. The field mapping only needs to be configured once unless you want to make changes later.

Set Up Automatic Syncing for Linked Records

To keep your linked records updated automatically, you can schedule Data Fetcher to run your sync at regular intervals. This means any changes in your Google Sheets will update in Airtable without manual intervention.

Note: This requires a paid Data Fetcher plan.

Upgrade Your Account

1. Scroll to the Schedule tab on the request screen, and click Upgrade.

2. A new tab will open where you can select a payment plan and checkout.

Configure Automatic Scheduling

1. Under Schedule, click + Authorize.

2. In the window that opens, select Add all resources. This prevents authorization issues when using Data Fetcher in other bases later.

3. Click Grant access.

4. Back in Data Fetcher, the Schedule will now be turned on.

5. Set your preferred schedule interval (e.g., every hour, daily, etc.).

6. Click Save.

Your Google Sheets to Airtable sync will now run automatically and update the linked records on your chosen schedule, keeping your data synchronized without any manual work.

Import Additional Data to Your Linked Table

Your "Brands" table currently contains the brand records linked to your main table, but it might only show the brand names used for linking. To import the complete brand data from your "Brands" sheet in Google Sheets:

Create a Second Sync Request

1. Click Home in the bottom left of the screen.

2. Click Create request.

3. Follow the steps above, but with these differences:

• Select "Brands" for the Sheet (instead of "Sneakers").
• Select "Brands" for the Output table.
• For the Update based on Field(s), select Name (or whatever field you're using as your unique identifier in the Brands table).

4. Configure your field mapping as needed for the brand data. There is no need to add the linked field here - it will be handled by our first request.

5. Click Save & Run.

The complete brand information from your Google Sheets will now be imported into your Airtable Brands table, while maintaining the linked record relationships you've already established.

Conclusion: Google Sheets to Airtable Linked Records Integration

You've successfully set up Google Sheets to Airtable integration with linked record relationships. This combines Google Sheets' flexibility with Airtable's relational database features and automations.

Common Use Cases

This setup works well for:

• Product catalogs linking items to categories or suppliers
• CRM systems connecting contacts to companies or opportunities
• Project management linking tasks to team members or clients
• Inventory management connecting products to suppliers or warehouses
• Event management linking attendees to sessions or speakers

Next Steps

New to Google Sheets and Airtable integration? Start with our How to Connect Google Sheets to Airtable guide to learn the basics first.

This linked records approach keeps your relational data synchronized automatically, eliminating manual updates across your connected systems.