Glossary for New Admins
Common Quickbase Terms & Roles
Table of Contents
| 1. | Roles in your Account |
| 2. | People at Quickbase You Interact With |
| 3. | Database Terms Used in Quickbase |
*You can also download these basic database terms here.
User Roles in your Quickbase Account
Account Admins
These are the people at your organization who will have the ability to manage your account’s users, designate other admins and roles, manage security settings and account level permissions, and work with Quickbase on billing changes. There are two types of Account Admins, Full Management and Support level:
- Full Management – This type of admin has ALL administrative permissions. This includes the ability to control your access rights and any other account-level permission settings as well as make changes to your billing.
Tip: We recommend every account have at least 2 Full Management Account Admins at all times.
- Support Level – This type of admin can manage most aspects of your account, but does not have the ability to make changes to your billing plan or to control administrative access permissions (like the ability to create and control the powers of other admins)
Learn more about your account admins and managing users on your account here
Realm Admins
This role allows someone to manage security settings for a realm, such as password requirements, single sign-on settings, advanced encryption, as well as some other user management settings depending on their plan. They also possess the ability to view all pipelines on your account. This role can be added to an Account Admin or it can be given to users who do not have other admin permissions.
Tip: We recommend each account have at least 2 users with the Realm Admin role to provide coverage for vacations, sick times, and transitions.
App Admin
This person can change the structure of an app, such as updating tables, fields, forms, etc. Each app can have one or more app admins and we often recommend there be at least two app admins so that they can cover for each other. A user can be assigned as admin to one or more apps directly in the app or can be an App Admin by granting them the permission to create new apps on your account directly.
End Users
This is a term we use to talk about the users at your account who do not have any of the above admin roles. They are the people from your organization you will invite to your apps to use them in their day-to-day work. You can share one or more apps with these users and app admins can create custom roles and permissions for what they can access in each app to match the data and access they need for their work or take advantage of the built-in roles that come in an app by default.
Learn more about our built-in roles and working with custom roles here
Quickbase Humans You will Interact With
Account Executive (AE)
Your Account Executive at Quickbase (often referred to as your "AE") serves as your point of contact when you want to talk about your Quickbase account, plan, and billing. They will help you with your renewals and exploring when it is time to expand your usage. You have likely already met them during the sales process but you can also find their contact information in your Admin Console.
Customer Success Manager (CSM)
Customer Success Managers, or CSMs for short, work with customers to explore how Quickbase can be more effective in their specific circumstances, help with planning and optimizing usage, and understanding the value they are getting from Quickbase. You likely met someone from our customer experience team during your sales process.
Note that, post sale, if your account has an assigned CSM, you can find that person's contact information at the bottom of your Admin Console. If your account does not have an assigned CSM, you can always request to speak with one via your AE.
Tech Support Engineers
Tech Support Engineer are here to help with technical questions on the platform when you find yourself stuck or are running into issues. You can connect with a rep by creating a support case here.
Database Terms Used in Quickbase
Table
A table is a container of similar items or objects and information about each of the items. For example, a table might hold information related to your customers, projects, or equipment. It is like a tab in a spreadsheet.
Record
A record is a single entry in a table containing information about one item or object. A table in your app is made up of records. It is like a row in a spreadsheet.
Field
A field holds an individual data value. Using our example above a field might list the Name of your customer, the status of a project, or the serial number of a piece of equipment. Together, a set of fields containing information about one item forms its record. A field is like a column in a spreadsheet.
Form
A form is a layout of fields used to add, view, or edit one record at a time. Think of it as a digital version of a form you might fill out in your office. A table can have multiple forms that can be customized for specific users and uses with only the fields that are needed for that use. Learn more about creating forms here
Report
A report allows you to filter the records and fields you would like to view from a table allowing you to focus on specific information. For example, you could show only customers who are currently active, you could show all projects that are in progress, or show all equipment bought in the last year in a report so long as that data is in your record. You can also choose which fields you would like to see for the records being displayed in your report. Learn more about creating reports here
Dashboard
Dashboards can be created in Quickbase to display data and reports drawn from your apps, helping you to consolidate important data for your users. You can create multiple dashboard tabs and configure each to display just the data and reports you want to show. You can also set up dashboards that are unique to different roles in your app to tailor their experience. Learn more about dashboards here
Relationship
Relationships are connections between tables that allow the tables to borrow data from each other and support creating connections between your data. For example, a customer table could be related to a contact table so that each customer record could have multiple contacts from that company while a Project table could be related to a Tasks table so that each Project can have a number of tasks related to it with their own fields and data. Relationships allow Quickbase to go beyond what a spreadsheet can do when it comes to having related information and finding data insights on those relationships. Learn more about creating table-to-table relationships here
Key Field
A key field holds a unique identifier for each record in a table. Quickbase automatically creates the Record ID# key field and populates it with unique values. For some uses of Quickbase you may want to explore implementing your own custom key field