Type
A subtype within a Collection that lets a subset of records share their own fields, validation rules and permissions, while still belonging to the same Collection.

is a subtype or category within a Collection

Collection

A container for records in Kinabase, similar to a table in a spreadsheet or database, used to organise one type of data such as Projects or Contacts.

- for example, "Internal Project" vs "Client Project" in a "Projects" collection.

By grouping Record

Record

An individual entry within a Collection, like a row in a database table, representing one item or entity such as a customer or an order.

s under different types, you can show or hide Field

Field

A single piece of information stored on every record in a Collection, such as text, a number or a date, similar to a column in a spreadsheet.

s specific to each subtype, so each record only has the relevant inputs. You can also assign a colour and icon to each type so records are easy to identify at a glance.

Why use types?

Users only see the fields that matter for the subtype they're creating.
No need to maintain multiple collections if they share most of their fields - use Types instead.
Each type can have unique rules, validation, or even Permission
Permission
The level of access — No Access, View Only, View & Edit or Not Enabled — granted through a Role for a specific area of Kinabase, such as records, tasks or configuration.
s while still living in the same collection.
Colour and icon badges let you visually distinguish types in tables, lists, and configuration screens.

1. Opening the Types pane

1. Open the collection

Select the collection in the sidebar.

2. Go to Configure

Right-click the collection, or click the options menu (⋯), and select Configure.

3. Select Types

This shows any existing types and lets you add, remove, or edit them.

2. Creating or editing a type

1. Add or edit a type

Click Add type to create a new type, or click Edit on an existing one.

2. Select a colour

Select a colour from the dropdown palette to the left of the type name - choose from blue, indigo, purple, pink, red, orange, yellow, light-green, green, teal, cyan, or gray.

3. Select an icon

Click the icon picker next to the colour selector and search for an icon that represents the type. The picker suggests icons based on the type name to speed things up.

4. Name the type

Give the type a name, e.g. "Client Project", "Internal Project", or "Resistor", "Capacitor".

5. Select its fields

Tick or untick which fields belong to this type. Any field marked required in the collection's Fields pane stays required across every type.

6. Save

Click Save to confirm.

The chosen colour and icon display as a visual badge wherever that type appears, including tables, lists, and configuration screens.

3. Adding a record with a type

When you click + Add to create a new record in the collection:

1. Select the type

A drop-down lets you pick from the types you've created (e.g. "Client Project" or "Internal Project").

2. Fill in the relevant fields

Only the fields assigned to that type appear, keeping the form streamlined.

3. Add the record

Kinabase stores the type choice within the record, so you always know which subtype it belongs to.

4. Changing a record's type

Whether an existing record can change type depends on the collection's Type lifecycle setting.

Setting the Type lifecycle

Open the collection in the sidebar.
Right-click, or click the ⋯ menu, and select Configure.
Select the Types tab.
Below your list of types, find the Type lifecycle setting.
Select Fixed to keep types permanent, or Flexible to allow type changes.
Click Update to save your choice.

Changing an existing record's type

When the Type lifecycle is set to Flexible:

Open the record and click Edit.
Select a new type from the type selector in the editor window.
If any fields would lose data, an inline confirmation lists the affected fields and warns that the change can't be undone.
Click Change type to proceed, or Go back to cancel.

The same confirmation flow applies when editing multiple records at once.

Best practices

Start with a core set of fields that apply to all records, then add type-specific fields to keep subtypes organised.
Review required fields - a field required at the collection level stays mandatory for every type.
Use colours and icons consistently so your team can recognise types at a glance.
Create views for your types - use the ⋯ menu on a type to instantly create a matching view. See Views.
Plan for growth - add new types as your processes evolve.

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

PreviousConfiguring Collections

Next Collection Lists