Create a Database

A database is like the brain of your app. It keeps everything organized behind the scenes so your users see the right things at the right time. If you’re building something like a client portal, job board, or inventory tracker, you’ll need an easy way to store and manage your data. That’s where your database comes in.

Why do you need a database?

Imagine your app is a filing cabinet. Without folders and labels, it would be chaos. A database works the same way. It helps you store your information in a clear, structured way.

Here’s why it matters:

• Keeps things organized: You can track people, products, tasks, whatever your app needs.

• Shows the right info to the right user: For example, a client only sees their own projects.

• Updates automatically: When someone adds or changes something, your app reflects it right away.

Databases: Tables, Records, and Fields

Databases are simple once you break them down:

• Tables: Think of these as folders. Each table holds a group of similar items, like a list of customers or products.

• Records: These are individual items in your table. One customer = one record.

• Fields: These are details about each item. A customer might have a name, email, and company name.

You can mix different field types, like text, numbers, dates, and images, to match your app’s needs.

Linked (Related) Records

Let’s say you have two tables for your business:

• One lists your customers

• The other lists the items they’ve purchased

Now you want to know:

• Which customers bought which items?

• Which customers purchased each item?

That’s where linked records (also called relational databases) come in. They let your tables talk to each other so you can connect the dots without copying and pasting the same info everywhere.

Instead of managing scattered bits of data, linked records help you build a clear, connected view of your work. For example:

• On a customer’s record, you can instantly see all their past purchases.

• On a product’s record, you can check who bought it and when.

In a Softr Database, a linked record is a Related record field. In the example below, each project shows the client it belongs to. The client’s record shows its projects in return.

Learn more in Related Record, Lookup, and Rollup Fields.

Client Portal Database Example

Here is an example of a database structure for the Client Portal. This setup lets each client log in and see only their own projects and files.

Tables:

1. Clients:

• Fields: Name, Email, Company, Projects (Linked record to Projects table)

1. Projects:

• Fields: Project name, Status, Deadline, Client (linked to Clients table)

1. Files:

• Fields: Name, File upload, Description, Projects (linked to Projects table)

Check out the live template for Client Portal Database

What data sources should you use for your apps?

You can set up your database in different ways depending on what works best for you:

• Softr Databases (Recommended): The easiest and most performant way to build. It’s built into Softr Studio and needs no extra tools or subscriptions.

• External data sources: If you’re already using tools like Airtable, Google Sheets, monday.com, or Notion, you can connect them to Softr right away. Explore the available data sources.

• Multiple sources: You don’t have to restrict yourself to one database; you can connect Softr blocks to different data sources to bring all your data into one place.