Welcome to Kinabase's Core Concepts - an overview of everything you need to know to set up, navigate, and get the most out of our platform.
Collections CollectionA list of records in Kinabase, similar to a table in a spreadsheet or database.
are the central way of structing your data in Kinabase.
They are like folders or tables that store your related data, whether you're tracking customers, projects, or equipment.
By building them yourself - or simply letting Kinabase's AI do it for you - you keep data structured, searchable, and easy to automate.
For example, you might create a 'Clients' collection to store contact details or a 'Projects' collection for budgets and deadlines.
Read our Collections guides.
Fields FieldA column in a Collection that stores a specific type of information for each Record, such as text, number, or date.
define the types of data in each collection and are similar to columns in a spreadsheet.
Fields (including linked collection fields)
They can be text, numbers, dropdowns, or computed fields Computed FieldA Field whose value is automatically calculated by a formula or expression rather than entered manually.
that perform automatic calculations.
Linked collection fields allow you to reference one collection from inside another, ensuring consistency without duplicating information.
You might, for instance, link a 'Client' field in your 'Projects' collection so each project record RecordAn individual entry within a Collection, like a row in a database table, representing one item or entity.
shows which client it belongs to, or create a computed field for 'Total Cost' based on multiple numeric inputs.
Records RecordAn individual entry within a Collection, like a row in a database table, representing one item or entity.
are individual entries within each collection, a bit like rows in a spreadsheet.
Records (including views and filters)
They hold actual data - for instance, 'ABC Ltd' can be a record in a 'Clients' collection, while 'Project Apollo' can be a record in a 'Projects' collection.
Records can also be imported in bulk from CSV files, making it straightforward to migrate from existing systems or spreadsheets, or using AI tools like 'Scan & Fill'.
Views ViewA customised display of Records in a Collection, defined by filters, sorting, grouping, and visible Fields.
let you filter FilterA set of conditions applied to a Collection or View to narrow down which Records are displayed.
, sort, and group data for your unique needs, so you can create a focused display of 'My Tasks TaskSomething that needs to be done. Create and assign tasks to yourself or others, often linked to a specific Record.
' or 'Open Projects' without affecting other users' perspectives.
AI-powered Filters let you find your records, faster.
Tasks TaskSomething that needs to be done. Create and assign tasks to yourself or others, often linked to a specific Record.
are actionable items you assign to users, with deadlines and statuses.
Activities ActivityA log of what's happened. This could be an event or note related to a Record, such as an email, call, or meeting.
capture the interactions or changes linked to a record.
Tasks are actionable items you assign to users, with deadlines and statuses - 'Not Started', 'In Progress', or 'Completed'.
By tying activities and tasks directly to records, Kinabase reduces the back-and forth of emails and helps your team stay on top of responsibilities and deadlines.
Activities capture the interactions or changes linked to a record, including emails, meetings, status updates, or phone calls, creating a chronological history or everything that happens.
Workflows WorkflowA defined sequence of stages and actions that a Record passes through, often representing a business process.
outline the path that records follow from one stage StageA step in a Workflow that a Record moves through, illustrating its current status in the process.
to another.
Automations AutomationA process that triggers actions automatically when specified conditions are met, reducing manual work.
handle repetitive tasks automatically.
Workflows outline the path that records follow from one stage to another, mirroring real-life processes like 'Lead → Prospect → Customer' in a sales pipeline.
Automations handle repetitive tasks automatically, ensuring actions like sending notifications NotificationA reminder sent by Kinabase to inform you about events, such as changes to a Record or upcoming tasks.
or creating follow-up tasks, happen without manual intervention.
Together, these features standardise and streamline your organisation's processes and let your team focus on more complex, value-driven work.
Dashboards DashboardA page you configure with widgets, charts, and reports to monitor key metrics and data at a glance.
provide a real-time overview of your most important data.
Reports ReportA page or document that combines Charts, tables, and text to analyse and share insights.
sit within your dashboard to give deeper insights in the form of charts ChartA visual graph (bar, line, pie, etc.) that displays data from a Collection.
, graphs and tables.
Dashboards provide a real-time overview of your most important data - such as pending tasks, recent activities, and key metrics - all in one place. Reports sit within your dashboard to give deeper insights in the form of charts, graphs and tables that track trends or highlight bottlenecks. This duo of features ensures you spend less time sifting and interpreting your information and more time acting on it.
Read our Reporting guides.
Roles RoleA grouping of permissions you assign to Colleagues to control their access in Kinabase.
& Permissions PermissionA specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.
determine who can see or edit certain data and who can configure which parts of Kinabase.
By assigning roles such as 'Manager', 'Sales Rep', or 'Technician', and adjusting permissions accordingly, you keep your system secure and ensure everyone has the right level of access.
This approach also supports compliance with standards like ISO 9001, letting you set controls that match your industry's requirements.
Integrations connect Kinabase to external platforms, and Import ImportThe process of bringing external data into Kinabase, typically from CSV or spreadsheet files.
& Export ExportThe process of extracting data from Kinabase into a file format such as CSV for use elsewhere.
features allow you to bring in bulk data via CSVs, or download it.
Integrations, Import & Export
Integrations connect Kinabase to external platforms - such as an email service or SharePoint - so you can centralise data and avoid re-entry in multiple systems.
Import & Export features allow you to bring in bulk data via CSVs or download it for backups, offline analysis, or sharing. By using these tools together, you can quickly populate collections with existing data or share your Kinabase insights with colleagues ColleagueA team member who has full access to a Kinabase workspace and its settings.
and stakeholders outside of the platform.
Artificial Intelligence sits unobtrusively in the background of Kinabase, providing functional, real-world benefits rather than gimmicky flair.
Backed by government-funded R&D, it’s designed to help businesses do more with less by automating data entry, spotting trends, and suggesting actions (like automatically turning activities into tasks or creating charts for your data).
These capabilities are readily available without extra setup, yet they never override your decisions or control.
Kinabase’s AI approach maintains a secure environment - your data is encrypted and never used for public model training - so you can confidently harness powerful automation and analysis tools while staying firmly in charge of your operations.
See our page on Our Approach to AI.
