can link to. Instead of typing the same set of options into a Select field on five different collections, you maintain one list once, centrally, and every collection that uses it stays in sync.

1. What is reference data?

A reference list behaves like a lightweight collection: it's a named set of items you manage in one place. But it doesn't have the full weight of a normal collection - no activities, tasks, files, or workflow - it's just a shared, reusable list of options.

Your System admin manages reference data centrally under Settings → Operations → Reference Data.

2. When to use reference data instead of a normal collection

Use a reference list when you just need a short, shared set of named options - like priorities, categories, or departments - referenced from fields on several collections, and you don't need per-item activities, tasks, files, or a full record page.

Use a normal collection when each item needs its own fields, relationships, permissions, or record page.

Kinabase also ships some built-in reference data - for example, Tax Codes and Chart of Accounts, synced automatically from your connected accounting provider. These appear read-only under a Built-In heading and can't be edited manually.

3. Creating a reference list

1. Open Reference Data settings

Go to Settings → Operations → Reference Data.

2. Click Add

3. Name your list

Give it a short, plural name (e.g. "Countries" or "Categories") and, optionally, a description of what it's used for. Select an icon.

4. Add items

Once the list exists, click Add to add each item, and drag items to reorder them.

4. Managing a reference list

Click the options menu (⋯) next to a list for Edit, Import (.csv), or Delete.
Deleting a reference list requires typing its name to confirm, and Kinabase warns you which collections and fields depend on it first.
Edit or delete individual items from their own options menu within the list.

5. Using reference data in a collection

A reference list appears in the Choice category of the field picker, so you can add a field on any collection that links to it, just like a relationship field.

If you already have a Select or Multi-Select field whose options should be shared more widely, use Convert to Reference List from the field's options to turn its existing values into a new reference list - or map them onto one that already exists.

Read more about linking fields between collections in Linked Collection Fields.

Need more help? Ask your System admin, or contact our support team via Help & Support.

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