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The Admin Getting Started Hub
2 MIN READ Quickbase Admin Getting Started Guide If you're new to being a Quickbase admin, start here! While it may feel like there is a ton to learn, the Getting Started Hub has you covered. This is how you start. We'll cover the basics, with account settings and Quickbase Navigation, and we'll leave you with the right resources you can bookmark to reference early and often throughout your time as a Quickbase customer. Do you know someone else in your company starting out on Quickbase? Bring them here! Consider this Step 1 in transforming your operations on Quickbase! Reference Materials These are the often used resources you'll have while learning Quickbase. Qrew Members have found these links helpful to save as bookmarks to reference. Glossary - Definitions for Admins Resources Onboarding Emails Account Set Up You and your team are eager to build an app, but wait! Spend some time in your first 30 days accomplishing these tasks to familiarize yourself with these essential areas. Also, scroll down for the attachment, Checklist for New Admins, which you'll want to have by your side! You'll thank us later! Configure Your Account Learn Quickbase Navigation Setting Up Your Admin Team and Users (Coming Soon) Security and Single Sign-On Taking The Next Steps Your account is now set up properly. All your handy resources are now bookmarked and ready to be referenced. Now what? Take these next steps with you as you and your team solve the first of many challenges with Quickbase. Or if you're inheriting an application, check out our Accidental Admin Guide. COMING SOON How to Start Building Platform Analytics Accidental Admin What Else? Join a Qrew Discussion and Ask a Question? Register for one of our upcoming Events and Webinars Qrew Meetups are a great way to see how other Quickbase customers are using the product Pop into Office Hours to ask a Quickbase expert a quick question Check out Quickbase University for upcoming training offeringsOnboarding Emails
4 MIN READ As an account admin, you should receive a series of three onboarding email over your first two weeks, but in case you want to see what will be sent, reference past emails, or share them with a colleague, this page has each of those emails for your convenience. 1st Email: Welcome to the Quickbase Family! Hi There, You've joined a community, thousands of people strong, with a shared mission to overcome disjointed systems and manual processes, the world of gray work. As Quickbase's CEO, I want to give you a warm welcome and help you jumpstart your journey. Please take two minutes to watch the video below for tips on how to get started. Over the coming days, our team will share many helpful resources in calls and emails. In the meantime, I recommend three things to all new customers: Take our Quickstart Course to learn the basics and explore the other training available on Quickbase University. Join our community, The Qrew, to connect with and learn from others like you. Ask your burning questions! Open a case with our Technical Support team if you need help, or Join our live Office Hours to connect with a Quickbase pro who can help you with your app building questions. Thank you again for choosing Quickbase to help solve your business challenges. I can't wait to see the amazing solutions you'll build. Sincerely, Ed Jennings Quickbase CEO 2nd Email: Get Started without Getting Overwhelmed Hi there, Getting started on a new platform can feel intimidating. We want to help you take it one step at a time. Over the next few weeks, we’ll be sharing guidance on how to get oriented as a Quickbase admin and set up your account for success. You’ll hear from us on how to: Set up your admin team and manage users Configure important account settings Build and deploy new Quickbase apps Keep a pulse on your Quickbase account activity As you get comfortable using Quickbase you are going to have questions, and we’re here to answer them. You can get help by opening a case with our Technical Support team if you need help or get advice from a Quickbase pro at our Office Hours. Sincerely, The Quickbase Team 3rd Email: How to set up your admin team and manage users Hi there, Quickbase is now your platform for turning fragmented work into one efficient ecosystem. As an admin for your Quickbase account, you have the power to bring your team together and manage the users who access your account. While you're getting familiar with Quickbase you should start setting up your admin team, those who will support you and your users. We recommend you: Bookmark your Admin Console - This is where you’ll go to get an overview of your account, manage users, and set up your account policies. Get familiar with your Admin Console – This will be your admin command center, and these help docs cover the information and settings you can access. Create your admin team – This team will support your success and be there to help cover your admin duties during vacations and sick time. We recommend having. a. At least two account admins with full management and billing permissions. b. At least three app admins, also known as builders or app managers. Invite your team to your apps - When you are ready to share your apps with your team, inviting them to the app is is the easiest way to get them using the app and sharing their feedback. Learn how to manage users – View and manage all your account’s users here. Creating your admin team and helping them get familiar with these admin abilities will help you feel confident building apps and bringing the rest of your team to Quickbase. Sincerely, The Quickbase Team 4th Email: Configure your important account settings Hi there, Your Quickbase account has important settings you may not know about yet. As you build and deploy apps to your company, getting ahead and configuring key settings now will help you avoid hiccups down the road. A quick review of the account setting checklist below will have your account ready to go. Account Configuration Set your account’s default time zone Set your account’s currency Confirm you have the right billing contact Update your Account Name Realm Name We recommend customers update their realm name to fit their business. Your realm name is what appears at the start of the account URL and most prefer it to read mycompanyname.quickbase.com. If your realm name isn’t right, open a support case with our Technical Support team. These settings will help to make sure your account is set up to match your business’ needs while you are getting started. Sincerely, The Quickbase TeamQrew Tip #05: Scale Smarter with Separate Applications
2 MIN READ When you’re building in Quickbase, it’s natural to start with everything under one roof. After all, it feels cleaner, simpler, and faster at the start. But as your app (and your ambitions) grow, you might start to feel some of those growing pains—slower load times, complex role management, and conversations with your Account Team that start with: “Why is everything running so slowly?” Let’s talk about how separating your processes into different applications can be a game changer for both scalability and performance. (Or watch the Qrew clip here.) Complexity Grows with Your App As your team expands and more people get involved, your role management can get... well, messy. One app means more roles to manage, more permissions to fine-tune, and a higher chance for confusion. → Splitting your processes into separate applications simplifies role management. Each app is tailored to its specific users and data set, making controlling access and keeping things organized easier. Performance Matters—Even if You’re Not "Shooting to the Moon" In the early days of app building, data limits rarely feel like an issue. Quickbase can handle a lot! But it’s not just about the data volume—it’s about the lift your app is doing behind the scenes. As you add more processes and archives, that lift increases. Eventually, it can start to weigh down performance, not just in the app itself, but across your entire Quickbase realm. → Distributing processes across multiple apps reduces the strain on each one, keeping everything running smoothly and avoiding those performance bottlenecks. Think Long-Term Scalability The bottom line? If you have a process that involves a specific group of people or a unique data subset, consider giving it its own app. It might feel like extra work up front, but your future self (and your users!) will thank you. You’ll avoid slowdowns, simplify user management, and keep your infrastructure flexible as you grow. Quick Bites (NEW Customer Webinar Clip) How General Sheet Metal streamlined their operations with Quickbase The April Qrew events calendar is now live! ICYMI: Here’s what new and coming soon in the Quickbase product... 🚨 Opportunity alert! Your Quickbase insights could be featured here. 🚨 Have a Qrew Tip you’d like to share with the community? Email your text / graphic / video / quarter-baked idea to socialmedia@quickbase.com to contribute! You don’t have to be a professional content creator to get involved – I am here to help. Meme of the Week This week’s meme is just real life. THANK YOU to our lovely Qrew Discord (join here) for making my first IRL Empower experience extra special. Like and reshare here. Want more Qrew Tips? Stay tuned for our next post! In the meantime, drop your favorite scalability strategies in the comments—we’d love to hear how you’re keeping your apps running at full speed. Until next week, AerisQrew Tip #04: Tune into the Empower25 Keynote
3 MIN READ Couldn’t make it to New Orleans for Empower25? Watch the keynote virtually by registering at quickbase.com/empower. Product Updates Cheat Sheet! Want to see what's new and upcoming for Quickbase? Use this one-page guide to all the product announcements from the Empower25 keynote. I made it exclusively for the Qrew blog, so let me know what you think. :) Available Now: General Access Feature Description Audit Logs Enhancements App builder access to Audit Logs, new Audit Logs tables for the Governance Core Apps, and new audit events to track pipeline building activity. Pipelines Improved FastField Channel Save your field teams time by pre-filling many sub-forms when dispatching a task in FastField FastField: Improved Data Tables Allow form builders to create a Data Table based on a Quickbase table report rather than the entire table, preserving any report filtering already set up. Improved Solution APIs: QBL support for forms, dashboards, and connected tables Update sets of related apps together to manage complex apps while ensuring business continuity. Available Now: Open Beta Feature Description FastField: AI Submission Analysis and Workflow Routing Decrease information overload from completed forms and understand the key pieces of value thanks to AI-powered summaries. New Bluebeam integration Construction companies can connect data together to run even more complex projects in Quickbase. Improved OpenAI integration Save time by automating repetitive tasks and reducing manual effort, and enhance innovation by unlocking new possibilities for streamlining workflows and building smarter solutions. Create a Quickbase Table from a FastField form Make it easier to connect FastField to Quickbase (and your field to your front office) by auto-populating Quickbase tables from new FastField forms. Smart Builder: Improved AI Workflows Connect your app to your other tools by building pipelines that auto-fill mandatory pipeline steps with the help of AI. Improved Solution APIs: QBL support for pipelines and connected tables Update sets of related apps together to manage complex apps while ensuring business continuity. Available in Beta Sign up to join the waitlist! Feature Description FastField OCR Reduce errors from manual data entry (serial numbers anyone?) by autopopulating forms - enabling field teams to get their jobs done with more efficiency and accuracy. Pipelines: Bulk Trigger Automated workflows that run faster when processing mainly bulk data operations. Coming Soon! Feature Description Grid Reports Save time and boost app adoption by providing a familiar spreadsheet-style experience for editing records. Smart Builder: AI Spreadsheet Import and AI Document Scanning Purge the spreadsheet for good by generating fully-functional, custom apps – complete with data – in minutes. Eliminate manual, error-prone tasks by using OCR to extract key information from documents. Smart Insights: Ask Quickbase AI Get tailored assistance on Quickbase within Quickbase. Get the help you need and better understand Quickbase's capabilities with just a question without the need to navigate outside of the product. Smart Governance: AI App Intelligence Learn the who, what, when, where, why and how from your app to aid in documentation, security and value. Improved Procore integration Construction companies can connect data together to run even more complex projects in Quickbase. Improved Pipelines Connected Table Monitor pipeline building more easily, with new fields like which channels a pipeline uses and which apps, tables, and fields it touches. What new features are you most excited to try? 🎤 Let us know in the comments. Until next week, AerisApril 2025 Qrew Events You Don't Want To Miss
1 MIN READ As Empower 2025 comes to a close, the excitement doesn't have to end! April brings a fresh wave of engaging Qrew meet ups and webinars designed to keep you connected and inspired. Check out the event highlights to look forward to in the video below: Whether you're interested in learning about the latest features, improving your workflow, or connecting with other QuickBase enthusiasts, there's something for everyone. Join us for a month filled with opportunities to streamline your operations, automate tasks, and enhance your skills. New coming to the Qrew The Qrew Community team will be rolling out more contests and challenges for the Qrew! That means more opportunities to win swag, gift cards, and more. Did you catch the meme challenge on the discussion page? You can still participate! Be sure to keep your eye out for more contest and challenge announcements coming soon. Be sure to register for our upcoming April webinars and Qrew Meet Ups by visiting quickbase.com/events We look forward to seeing you there!Solution APIs Resource Hub
1 MIN READ Quickbase is designed to grow with your business, and that's why we created Solution APIs. These APIs allow you to manage business-critical apps safely, minimizing any business disruption. This is how to do Enterprise-grade Application Lifecycle Management in Quickbase. With the major improvements in this area being announced at Empower 2025, Solution APIs are now ready for your production use. This hub collects all the resources available to help you get started with this exciting new capability: Learn more about where Solution APIs can help in your org (community post) Get started using Solution APIs (help article) Test the Solution API endpoints (developer portal) Get an up-to-date list for what schema is covered (help article) Learn about how our Solution Lifecycle Manager Quickbase app can help you manage your deployments (help article) Get a copy of the Solution Lifecycle Manager by going to the exchange and searching for SLM Learn more about Solution APIs, including demos (video from EmpowerPRO 2024)Admins Rejoice: Three Ways We’re Making Audit Logs More Powerful
3 MIN READ Audit logs are a powerful admin tool that makes it possible for teams to expand while still having the visibility into change that they need. Knowing how important that visibility is when our admins think about managing their workflows, we are excited to announce three new ways we are enhancing our audit log capabilities. First, we are adding new types of events around pipelines. Next, we are adding a new Admin Console sync channel for audit logs. And finally, we are adding a new app-specific version of audit logs which app builders can access from their app settings. Together, these new capabilities give your team better visibility into how your Quickbase account is being used. Audit logs: What are they good for? At its heart, Quickbase is an operations platform. And thousands of companies rely on Quickbase every day to manage unique processes that involve sensitive, business-critical data. To properly control these processes, you can reference our detailed audit logs. These logs include many different types of events, such as: Data access and changes, like when a dashboard is viewed or a record is updated Schema changes, like when a new table is added or a relationship is deleted User events, like when a user is invited to an app or their role in an app changes To see a complete list of events available, please see our Audit Logs Library. Using audit logs, you can ensure adherence to your organization’s security standards and compliance policies. Over the past few quarters, we have also made many additions to Audit Logs like: New events added: app builders visiting key settings pages, as well as solution and super user activities Added resource links (for records, reports, etc.) to event descriptions User access change events expanded to show details on what changed Addition of the Session Information column to distinguish simultaneous user sessions New audit events Does your organization use pipelines? If you’re like most Quickbase customers, some of your workflows are enriched by using Quickbase apps and pipelines together. You could previously audit schema changes to your apps but now you can do the same for pipelines. To accomplish this, we’ve added the following events in audit logs: Pipeline created, updated, or deleted Pipeline manually enabled or disabled Pipeline automatically disabled due to editing Prompt sent to Pipelines Smart Builder With this update, pipelines has become fully integrated into the core Quickbase experience. These updates make it easier for an account or realm admin to ensure compliance with your organization’s security and data governance policies. Audit Logs connected table Available to those on the Business and Enterprise plans, the Admin Console connected tables give you access to administrative data such as users and apps. We also have a trio of Governance Core App templates you can use with these connected tables to create an effective governance framework that’s proactive and customizable. This is a great way for your account admins to save time and reduce surprises. Simply visit the exchange and search for GCA Instructions to check it out! We’re adding a new type of Admin Console connected table, for your Audit Logs. This includes event data like app schema changes and user management activities. User-level and record-level actions are not included. Please review our Audit Logs Library for more information. Want to know when a relationship or a form has been updated? With the new Audit Logs connected table, you could set up an email to go out whenever this happens. That way, you can investigate and follow up with the user directly. App-level audit access Audit logs are often used by account admins for compliance reasons. But many of you have told us that app admins also need this data sometimes, to assist their app’s users and troubleshoot when something unexpected happens. To do this today, an app builder would need to contact their account admin asking for specific information from the audit logs. This can be a slow and tedious process. That’s why we’ve added an app-level version of audit logs. App admins can access this from app settings and see usage data for that specific app. We’ve also added additional filters to make it even easier to search. Finally, you can restore deleted records from app-level audit logs – quickly responding to mistakes one of your app’s users may make. Being able to access audit logs directly saves time and frustration, allowing you to confidently resolve issues with your app’s users on your own.Qrew Tip #03: Unlocking Insights with Data Analyzer
2 MIN READ Managing work orders effectively is crucial for any maintenance team, especially when it comes to identifying critical issues before they escalate. Quickbase’s Data Analyzer simplifies this process by offering quick insights and deeper predictive analytics. In this guide, we’ll walk through how to leverage Data Analyzer to streamline maintenance operations and proactively manage work orders. Step 1: Accessing Quick Insights Navigate to the Work Orders table. Select Work Order Priority and open Quick Insights. Choose a value to predict (in this case, “Critical”). Generate insights with a single click. Step 2: Installing and Configuring Data Analyzer To get started with Data Analyzer: Install the Data Analyzer application. Navigate to App Settings > Plugins > Advanced Features. Install the Data Analyzer plugin, name it, and confirm requirements are met. Open the ML Models Table—it auto-fills with relevant data. Save your settings and return to the homepage. Step 3: Creating and Analyzing a Predictive Model Once Data Analyzer is set up, create a new predictive model: Select the application and table (e.g., Work Order Priority). Define the prediction criteria (Critical Work Orders). Name your model and start the analysis. The model generates key insights, including: General Information (creation date, performance rating). Factor Insights (variables contributing to critical work orders). Model Details (work order type, job site, asset group, etc.). Step 4: Deploying Predictive Insights Generating insights is just the beginning. To make data actionable: Copy the predictive formula from Data Analyzer. Go back to the CMMS application and open the Work Orders Table. Create a new field and paste the formula. Adjust settings (set decimal places to zero and format as a percentage). Save changes. Step 5: Turning Data into Actionable Reports With the predictive model in place, you can now: Track the likelihood of a work order becoming critical. Filter work orders with a prediction probability of 50% or higher. Create dashboard reports for proactive decision-making. By integrating these insights, maintenance teams can shift from reactive to predictive maintenance, reducing downtime and improving operational efficiency. Quick Bites (NEW Customer Webinar Clip) Quickbase and FastField work better together 4 reasons you should join us in NOLA for Empower25, from former customers and current Quickbase staff [Insert Image as Preview] (Now On-Demand) How to save $1M+ by centralizing manufacturing operations Meme of the WeekUpdate on the Retirement of Automations, Actions, and Webhooks features
3 MIN READ Quickbase makes it easy to reduce repetitive tasks and orchestrate workflows, uniting disconnected data onto one platform. With Pipelines, business users can manage both automations and integrations in one place. And we have been hard at work enhancing our Pipelines capability based on your feedback. Now, as we continue to look toward the future, we must also evaluate the role of older and less flexible features like Quickbase Actions. Quickbase Actions will reach End of Support on August 31, 2025, and it will no longer be possible to create new actions at that point. What this change means for you After August 31, 2025, Quickbase Actions will no longer be supported. And at that time, you will no longer be able to create new actions. However, existing actions you’ve created will continue to run. And you will be able to enable, disable, and edit those actions as needed. We previously communicated a plan to disable the editing of automations and actions, and to begin the retirement of Application Webhooks. Based on your feedback, we are not planning to make those changes at this time. We still do strongly recommend that you migrate any remaining actions, webhooks, and automations you’re using to pipelines instead, which enable more powerful and flexible workflows. If you are an app builder, you already have access to create pipelines. If you do not see the Pipelines link below, please contact your account administrator to get access. The Pipelines Advantage We have been continuously adding new capabilities and tools that make it easy for you to transition your workflow automations to our newer and more powerful Pipelines technology. Not only will this ensure that you don’t experience any disruption to your business or your processes, but it also opens the door to new workflow ideas that can connect across multiple systems. Pipelines supports all features available within QB Actions and Automations – Pipelines supports all the features you’ve been leveraging within QB Actions and Automations, including the ability to query the previous value of a field. Pipelines enables more sophisticated logic than Quickbase Actions and Automations – Pipelines supports more powerful business logic than QB Actions and Automations – including branching and looping, as well as parsing text. Pipelines gives you the ability to scale workflow across systems – In addition to orchestrating workflow within your Quickbase ecosystem, Pipelines includes drag-and-drop integration with over 40 products including Outlook, Slack, and Sharepoint. Recent Pipelines Improvements We are making major improvements to Pipelines, which make it easier to build, enable more powerful pipelines, and make them easier to govern and manage. Easier to build: Describe your workflow using natural language, and our Smart Builder will build the pipeline for you using AI Improved Pipelines Designer offers a streamlined, drag-and-drop experience Simplified setup for Quickbase channel no longer requires user tokens to be created manually More powerful and reliable pipelines: New integration channels for FastField, Snowflake, and OpenAI Improved Outlook channel enables replying to email thread Improved Quickbase channel enables exporting records to CSV New HTTP channel makes it easier to integrate with other systems via API Pipelines trigger up to 30x faster (5x faster on average) Improved governance & collaboration: Service Accounts enable easy collaboration for pipeline building Added pipelines to Field Usage Pipelines can be backed up easily via Solutions Connection Central now includes both Pipelines and connected tables Connection Central Pipelines tab expand with much more detail like, name and owner of the pipeline, direct link to the pipeline, pipeline status and last triggered date, summary of all successful and failed runs of the last 24 hours resources details (fields, tables, and apps the pipeline accesses), channels and tags used, YAML export, and Static IP Addresses for Outgoing Pipelines Focus areas for improving Pipelines We’ve gotten feedback from many of you on Pipelines about what’s going well and where we have opportunity to improve. Thank you for taking the time to share your thoughts with us. Getting this perspective is essential to help us evolve our product and make sure we are serving the community well. Looking forward, we are exploring a number of Pipelines enhancements: New bulk trigger step Improved troubleshooting and error handling More no-code connectors We plan to keep existing actions, webhooks, and automations running for the foreseeable future. If this changes, we will provide a minimum of 3 months’ notice first. Learn more Take the Getting Started with Pipelines course in Quickbase University. Learn more about building pipelines with AI by watching our session from Empower 2024. Take the Pipelines Builder certification exam. Explore the 40+ no-code connectors available for Pipelines. Learn more about Quickbase’s process for retiring product features.
