When collecting or updating Airtable data, you can either ask people to log in before filling out a form or send them a direct link to a specific record’s form. The choice depends on your security needs and how often they’ll access the form.
Form with Login
What is a Form with Login?
A miniExtensions form that requires the user to enter login credentials (e.g. their email) before they can see or submit the form. The form checks their credentials against your Airtable data and then loads the matching record.
When should I use it?
When you need to protect records so only specific people can see them.
When you want to share the same link with everybody, instead of generating individual links
Example: You’re running a membership renewal and want members to log in with their email to view and update their details.
💡 Tip: You can also use other Airtable fields (like phone number or membership ID) as the login field, but email address is recommended for easier management and better compatibility. You can also use email verification for added security!
Direct Links to Records
What is a Direct Link?
It’s a unique URL that takes someone straight to their record without logging in.
When should I use it?
When you want quick, one-time access.
When you want to make it easy for someone to edit or confirm a single record.
Example: You email each client a direct link to their intake form so they can update their contact details without logging in.
Comparison Table
Feature | Form with Login | Direct Links |
Security | High — only matching credentials can access | Low — anyone with the link can open it |
Ease of Access | Requires login (e.g. email) | Instant access, no login |
Multiple Records | No | Usually just one record |
Best For | Secure, controlled form access | One-time edits, quick updates |
Example Use | Member profile update form | Customer address confirmation link |
Which option should I choose?
Choose Form with Login when you need security and controlled access, or don't want to send out personalized links.
Choose Direct Links when you need speed, simplicity, or one-time edits.