Every part of Kinabase is built from a small set of concepts. Once these click, the rest of the product - and the rest of these support docs - makes a lot more sense. Read this article once, then come back to it whenever a term feels unfamiliar.
1. Collections, records and fields
This is the foundation everything else sits on.
A Collection CollectionA 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.
is where you store one type of thing - your clients, your projects, your equipment. Think of it like a tab in a spreadsheet, or a filing cabinet drawer dedicated to one kind of paperwork.
A Record RecordAn individual entry within a Collection, like a row in a database table, representing one item or entity such as a customer or an order.
is a single entry inside a collection - one specific client, one specific project. In a spreadsheet, a record is a row.
A Field FieldA 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.
is a piece of information you track about each record - a name, an email address, a budget. In a spreadsheet, a field is a column.
Example: A Clients collection might have records for 'ABC Ltd' and 'XYZ Supplies', each with fields for Contact Name, Email and Account Status.
Going further: types, lists and relationships
Collections can be split into Types so different kinds of record (say, 'Internal' and 'Client' projects) can have their own fields and rules. A collection list is a repeating sub-table inside a record - useful for line items on an order, or tasks on a project. Relationship fields link one collection to another, so a project record can point to the client it belongs to. See the Collections guides for the full detail.
2. Views
A View ViewA saved combination of filters, sorting, grouping and visible fields that determines how records in a Collection are displayed — as a Table, Side by side or Timeline layout.
is a saved way of looking at a collection - which records show, in what order, and grouped how. Think of it like a saved filter on a spreadsheet: everyone can have their own 'My open tasks' or 'This month's orders' view without changing what anyone else sees.
Kinabase has three display modes: Table, Side by side, and Timeline (available when a collection has a date-range field). There's no separate board or calendar view - workflow stages give you that board-like feeling instead (see below).
Read more in Views.
3. Workflows
A Workflow WorkflowA structured process, built from Stages and Actions, that a record moves through to represent its status in a business process, such as a sales pipeline.
describes the path a record follows through defined Stage StageA step within a Workflow that shows a record's current status, displayed as a coloured badge on the record.
s - for example, 'Lead → Prospect → Customer' for a sales pipeline. It's the digital equivalent of moving a paper file between trays on your desk: 'In progress', 'Awaiting approval', 'Done'.
Each stage can have rules about who's allowed to move a record into it, what has to be filled in first, and what happens automatically when it does.
Read more in Workflows.
4. Automations
An Automation AutomationA rule that automatically runs one or more Steps, such as sending a notification or updating a record, when its Trigger conditions are met.
does something automatically when a condition is met - like a factory production line that moves a part to the next step without anyone pushing it by hand. For example: when a record moves to the 'Won' stage, automatically create a task for the account manager and send them a notification.
Automations run on triggers such as a record being added or updated, a stage changing, or a scheduled date being reached.
Read more in Automations.
A Form FormAn Automation whose first Step opens a data-entry screen, used to collect structured information from colleagues, or from external users via a Portal.
is a guided data-entry screen you can share with colleagues or, via a portal, with people outside your organisation - similar to a paper form clipped to a delivery, but one that files itself away correctly when it's filled in. Forms are built on automations: a form is simply an automation whose first step opens that guided screen.
Read more in Forms.
6. Activities
An Activity ActivityA logged event or note on a record — such as an email, phone call or meeting — that builds up a timeline of interactions over time.
is a logged interaction or change on a record - an email, a phone call, a meeting, a status update. Together, a record's activities build a chronological history, much like a case file that shows everything that's happened, in order.
Read more in Activities.
7. Tasks
A Task TaskSomething that needs to be done, created against a record and optionally assigned to a colleague with a due date.
is a to-do item linked to a record, assigned to someone, with a status. It's the digital equivalent of a sticky note on a colleague's desk that says 'please chase this by Friday' - except it's attached to the record it relates to, so nothing gets lost.
Read more in Tasks.
8. Portals
A Portal PortalA secure, branded web interface, separate from the main app, that shares a filtered view of your Kinabase data with internal colleagues or external collaborators.
is a branded web application that gives internal or external users focused access to specific collections, without the full Kinabase interface - like handing someone a single-purpose kiosk instead of the keys to the whole building. Internal portals suit field workers who only need job sheets or inspection checklists; external portals let clients, vendors or partners see just the data relevant to them, and provide sign-offs when needed.
Read more in Portals.
Need more help? Ask your System admin, or contact our support team via Help & Support.
