How to Build and Manage Your Marketplace Backend with Airtable

In the first post of this series, we explored how Webflow is all you need to build the first publishable version of your marketplace—your homepage, profile pages, and landing pages. But as your marketplace starts to see traction, you’ll need more than just a marketing site. You will need to start building systems.

Keeping everything behind the scenes organized is the first thing on our priroity list. Whether you’re managing freelancer profiles, client projects, or transactions, your platform’s success depends on how well you can track and manage all that data.

This is where Airtable comes in.

Airtable is the tool that powers platforms like Unicorn Factory, acting as the backbone that keeps data clean, workflows efficient, and scaling simple. It transforms messy, disconnected processes into a centralized system you can trust.

In this post, we’ll build on what you’ve already set up in Webflow by diving into Airtable. Here’s what we’ll cover:

• Why Airtable is essential for managing marketplace data.
• How to create a simple Airtable backend to organize your platform.
• How Airtable forms streamline data collection.
• How Airtable automations save time and reduce manual work.

By the end, you’ll have a clear plan for turning Airtable into the engine that powers your marketplace. Let’s get started!

Why Airtable Works for Marketplace Backends

When you’re running a marketplace, keeping track of everything—users, projects, transactions—can get overwhelming fast. Using a spreadsheet might work in the beginning, but as your platform grows, it becomes harder to manage relationships between data and avoid mistakes. That's why we need a database tool like in our case: Airtable.

Airtable combines the simplicity of a spreadsheet with the power of a database. It’s intuitive, flexible, and perfectly suited to handle the complex data structures of a growing marketplace.

Here’s why why I personally love Airtable:

• It’s Easy to Use: If you’ve ever worked with a spreadsheet, you can use Airtable. Its drag-and-drop interface makes it simple to set up and manage data without technical skills.
• It Scales with Your Marketplace: You can start with a basic structure and expand as your needs grow. Airtable’s flexibility means you can add tables, fields, and automations without breaking your setup.
• It Keeps Everything Connected: Marketplaces thrive on relationships—buyers and sellers, clients and freelancers. With linked records, Airtable makes it easy to track and manage these connections.
• It Integrates with Other Tools: Whether you’re using Webflow, Make.com, or Zapier, Airtable works seamlessly with the tools you already rely on, enabling you to automate workflows and save time.

When I built the Unicorn Factory, Airtable became the foundation of everything. It helped me organize freelancer profiles, track client projects, and manage workflows—all without needing a developer. It’s the glue that holds everything together and ensures that nothing falls through the cracks.

Now that you understand why Airtable is essential, let’s take a look at how it works.

How Airtable Organizes Your Marketplace Data

Airtable is made up of several key building blocks that organizes your data in a systematic way.

Here’s how it works:

• Bases: Think of a base as your workspace. Each base houses all the tables and data for your marketplace. For example, a base called “Unicorn Factory” and it contains all of the profiles, transactions, messages and more.
• Tables: Within each base, tables help you categorize your data. They’re similar to sheets, but with added power. For example, you might create separate tables for freelancers, clients, and projects.
• Fields: Fields define the type of data stored in each column of a table. For example, a "Freelancers" table could include fields like Name, Skills, Hourly Rate, and Portfolio Link.
• Records: Records are the rows in a table, each representing an individual entry. For instance, each freelancer profile is a record in the "Freelancers" table.
• Linked Records: Airtable’s secret weapon is its ability to connect data across tables. Linked records let you create relationships between different types of information. For example, you can link a freelancer from the “Freelancers” table to a project in the “Projects” table.

This structure makes Airtable perfect for managing complex marketplaces, where multiple data points need to interact seamlessly. By linking records, you can:

• Quickly see which freelancers are working on which projects.
• Track which clients have posted jobs and their statuses.
• Manage transactions and relationships without messy duplication.

With everything connected and centralized, Airtable simplifies your operations, reduces errors, and makes scaling your marketplace manageable.

Once your data is organized, the next step is to create your Airtable backend. Let’s dive into how to set up a structure that works for your marketplace.

Building a Marketplace Backend with Airtable

Creating the database for your marketplace in Airtable is about keeping things simple and scalable. Instead of trying to build the perfect system from the start, focus on the essentials that will get your platform up and running. You can refine and expand your setup as your marketplace grows.

To get started, you’ll need a few key tables. These will act as the foundation for organizing and connecting your marketplace data. Here is for example what I needed on Unicorn Factory

• Freelancers Table: This is where you’ll store profiles for the people offering services on your platform. Include fields like Name, Email, Skills, Hourly Rate, and Portfolio Link.
• Clients Table: Use this table to keep track of the people or companies posting jobs. Fields might include Name, Email, Company Name, and Linked Projects.
• Projects Table: Manage details about the jobs or tasks being posted. Examples of fields are Title, Client, Budget, Deadline, and Linked Applicants.
• Job Applications Table: Log applications from freelancers, tracking who applied to which project and their status (e.g., Pending, Accepted, or Rejected).
• Matches Table: Use this to track successful connections between freelancers and clients, linking specific people to projects.

Once your tables are set up, it’s time to connect them using Airtable’s Linked Records feature. This is what makes Airtable so powerful—it allows you to create relationships between your data. For example:

• Link a freelancer in the Freelancers Table to a specific job in the Projects Table.
• Track applications in the Job Applications Table by linking freelancers to projects they’ve applied for.
• Use the Matches Table to log finalized connections between clients and freelancers, linking them to the relevant project.

For example, if a client posts a job and a freelancer applies, you can link all the information together: the client, the freelancer, and the project. This makes it easy to see the full picture at a glance.

By starting with this basic setup, you’ll have a clear and organized system for managing your marketplace. As you grow, you can add new fields or tables to handle additional data, but this structure will give you the foundation you need to scale efficiently.

Using Airtable Forms to Collect Data

Once your Airtable backend is set up, the next step is populating it with data. Manually adding records works in the beginning but quickly becomes tedious as your marketplace grows. That’s where Airtable Forms come in—they’re the easiest way to collect data directly from your users while keeping everything organized in your tables.

Airtable Forms integrate with your existing setup, allowing users to submit information that is automatically stored in the right table. This saves you time, reduces errors, and ensures your data stays clean and connected.

Here are a few forms that can help streamline data collection for your marketplace:

• Freelancer Sign-Up Form: Use this to gather freelancer profiles, including fields like Name, Skills, Hourly Rate, and Portfolio Link. Submissions go directly into the Freelancers Table.
• Client Project Submission Form: This form captures key project details from clients, such as Project Title, Budget, and Deadline. All submissions populate the Projects Table.
• Request a Freelancer Match Form: Let clients request specific freelancers or services by outlining their needs, budget, and preferred skills. These entries flow into the Matches Table, making it easy to track requests.

To get the most out of Airtable Forms:

• Keep Forms Simple: Focus on essential fields to avoid overwhelming users. You can always follow up for additional details if needed.
• Test Before Sharing: Submit test entries to ensure the form works correctly and data lands in the right table.
• Combine Forms with Automations: Set up Airtable Automations to trigger follow-ups, such as sending thank-you emails or updating a status field when a form is submitted.

By using Airtable Forms, you’re not just collecting data—you’re creating a seamless experience for your users while keeping your backend organized and scalable. Once your forms are live and data starts flowing, the next step is automating repetitive tasks to save even more time. Let’s explore how to do that.

Join MVMP Labs

But first, if you’re excited about building your own marketplace, job board, or directory but feel stuck on where to begin, MVMP Labs is your go-to resource.

MVMP Labs is an online community designed to help founders like you create successful platforms using no-code tools. Whether you’re a first-time builder or looking to level up, we’ve got you covered.

Here’s what you’ll find inside MVMP Labs:

• Step-by-Step Tutorials: Learn how to master no-code tools like Airtable, Webflow, and Make.com with detailed, easy-to-follow guides.
• Pre-Built Templates: Get started faster with customizable solutions for common marketplace features.
• Community Support: Join a network of like-minded founders for feedback, advice, and motivation as you build.
• Exclusive Resources: Access premium content tailored to help you launch and scale your marketplace.

Click here to join MVMP Labs and start turning your marketplace idea into a reality. Let’s build something amazing together!

Automating Your Marketplace with Airtable

Once you start collecting data from your forms, you’ll want to streamline how you manage and act on it. This is where Airtable Automations come in. While we’ll dive deeper into external tools like Make.com in the next post, Airtable’s built-in automation features allow you to set up powerful workflows directly within your base.

With Airtable Automations, you can define triggers (like a new record being added or a field being updated) and pair them with actions (like sending an email or updating a status). These workflows save time, reduce errors, and ensure your marketplace runs smoothly.

Here are some examples of what you can automate:

1. Send Notifications to Freelancers: When a client posts a new job, Airtable can automatically notify freelancers with matching skills.
2. Update Project Statuses: Assigning a freelancer to a project can automatically change the project’s status from “Open” to “In Progress.”
3. Deadline Reminders: Airtable can send reminder emails to freelancers or clients a few days before a project deadline.

These internal automations are perfect for keeping your operations organized without needing third-party tools. For example, when a freelancer submits a form, you could instantly send an internal alert to your team or update a status field to track progress.

Setting Up Your First Airtable Automation

1. Choose a Trigger: Decide what event will kick off the automation (e.g., “When a new record is created in the Projects table”).
2. Define an Action: Specify what happens next, like sending an email, updating a field, or creating a new record.
3. Test and Activate: Always run a few tests to ensure the automation works as expected before making it live.

Airtable Automations are just the start. If you’re ready to explore more advanced workflows, stay tuned for the next post where we’ll look at using Make.com to connect Airtable with other tools like Webflow and Stripe. This will help you build workflows that not only save time but also scale as your marketplace grows.

Now It’s Your Turn

You’ve seen how Airtable can help you organize data, automate workflows, and collect user input. Now it’s time to take action and build the foundation of your marketplace. Here’s your step-by-step plan:

1. Set Up Your Airtable Base: Create tables for your core marketplace data, such as freelancers, clients, projects, and matches. Focus on a simple structure that supports your current needs.‍
2. Populate Your Database with Real Data: Start adding actual profiles, projects, and client information to your Airtable base. Use Airtable Forms to make it easy for users to submit their details directly.‍
3. Add a Signup Form to Your Webflow Site: Embed an Airtable form on your Webflow site to capture freelancer signups, project submissions, or client inquiries. This ensures all new data flows directly into your Airtable base.‍
4. Set Up an Auto-Reply Email: Use Airtable Automations to send a personalized email to every new client or freelancer who signs up. This not only confirms their submission but also establishes trust and keeps them engaged with your platform.

By following these steps, you’ll create a functional, streamlined system for managing your marketplace from day one. If you’re ready to take your workflows further with advanced automations or integrations, check out MVMP Labs for tutorials, templates, and expert guidance to help you scale your platform with confidence.

Let’s get started!