Adding Records

Records in Kinabase represent individual data entries, such as a client, project, or inventory item. Creating new records is straightforward - whether you’re adding them manually one-by-one or importing them in bulk from a spreadsheet.

Your ability to view, edit, or bulk-edit records depends on your role’s permissions

Permission

A specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.

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For details on assigning or fine-tuning permissions—down to specific collections or fields—see our Assign Roles & Permissions guide.

1. Creating a Record Manually

1. Open the Collection

• From the sidebar, select the collection you want to update (e.g., 'Clients' or 'Tasks').

2. Click ‘Add’

• At the top of the collection screen, click the + Add button.

3. Fill Out the Form

• Enter required details in each field (e.g., Name, Status, Due Date).
• If any field is mandatory, Kinabase will prompt you to complete it.

4. Save the Record

• Click Add to confirm. The new record appears in the collection’s list.

Toggle Add Another at the bottom to quickly create multiple records in a row.

2. Creating a Record with Scan & Fill (AI-Assisted Data Entry)

Kinabase’s Scan & Fill feature lets you create a fully-populated record from a document or image—no typing required. Upload a receipt, paper form, PDF, or even take a live photo, and the built-in AI will detect the fields, extract the data, and place each value in the correct column.

1. Open the Collection

• Navigate to the collection where you want the new record to go (e.g. Invoices).

2. Start a New Record

• Click + Add, then choose the green Scan & Fill button.

3. Upload or Capture

• Upload: Drag a .jpg, .png, or .pdf (≤ 10 MB) onto the drop zone.
• Camera: Select Take Photo to snap an image directly from your device.

4. AI Extraction

• Click Next. Kinabase highlights each detected field and auto-fills the record form.

5. Review & Edit

• Check every field for accuracy.
• Hover any value to preview the original snippet for quick comparison.
• Make corrections if the source is blurry, skewed, or handwritten.

5. Add the Record

• Press Add. The record appears instantly with “Created via Scan & Fill” noted in the history tab.

3. Importing Records (CSV)

For bulk record creation or updates, you can import a .csv file instead of manually adding each record:

1. Prepare Your CSV

• Column headers should match your collection’s fields (e.g., 'First Name,' 'Email,' 'Status').
• Make sure they have unique identifiers if you plan to update existing records.

2. Initiate Import

• Either go to Settings → Import / Export → Import → Records or from the collection’s … menu, choose Import (.csv).

3. Map Fields

• Match your CSV columns to the collection’s fields.
• Optionally select 'Only update existing records' if you’re making bulk updates.

4. Confirm & Finish

Click Import to process. A log indicates the number of records created or updated.

Importing tips

For advanced importing tips, see our Importing & Exporting Data guide.

4. Exporting Records (CSV)

You can export records at any time to back them up or analyse them in Excel/Google Sheets:

1. Open the Collection

• Select … → Export (.csv) from the top-right menu.

2. Choose a File Name

• Save the CSV to your local drive.

3. Done

Perfect for offline backups or sharing data with external stakeholders.

Exporting tips

For advanced exporting tips, see our Importing & Exporting Data guide.

Efficiently managing records keeps your Kinabase organised, and makes sure all your critical data is always at your fingertips.

If you need further assistance, our support team is always here to help.