Moving off Airtable + Zapier to Atlas

A 14-day playbook. The easiest migration because the data is cleanly exportable, the Zaps are documented in one place, and the customer already has the operator mindset.

Phase 0 — Inventory (Days 1 to 2)

• List every Airtable base, table, and view in active use.
• List every Zap with its trigger, action, and last-fired date.
• List every surrounding tool (Webflow, Calendly, Typeform, Mailchimp, ChatGPT, etc.).
• Identify Airtable scripts and extensions.

Phase 1 — Atlas setup (Days 2 to 4)

• Provision Atlas.
• Configure SSO if applicable.
• Set up MCP Boss approval policies.
• Connect Outlook or Gmail.
• Connect the LLM provider.

Phase 2 — Schema mapping (Days 4 to 7)

Most Airtable-as-CRM schemas have a recognizable shape:

• Contacts table → Atlas Contacts.
• Companies / Accounts table → Atlas Accounts.
• Deals / Opportunities / Projects table → Atlas Opportunities or Forge Projects.
• Tasks table → Atlas Activities or Forge Tasks.
• Notes table → Atlas Notes.
• Inventory / Products → Vibe data table.
• Custom workflow tables → Vibe data tables.

Export from Airtable as CSV per table. Import to Atlas with field mapping.

Phase 3 — Zap replacement (Days 7 to 10)

• Zap: form → Airtable row → email → Atlas Sites form → CRM lead → NyLi-drafted approval-gated email.
• Zap: Airtable row update → Slack notification → Vibe trigger.
• Zap: schedule → Airtable script → result → Vibe scheduled function.
• Zap: external webhook → Airtable → Vibe webhook trigger.

Phase 4 — Surrounding tools (Days 10 to 12)

• Webflow → Atlas Sites.
• Calendly → Atlas Comms calendar.
• Typeform → Atlas Sites forms.
• Mailchimp → Atlas Marketing.
• ChatGPT (ungrounded) → NyLi (grounded).

Phase 5 — Cutover (Days 12 to 14)

• Cancel Zapier.
• Downgrade Airtable to free tier or cancel.
• Cancel surrounding tools.
• Update external references (form URLs, calendar links, ad pixel destinations).

Common pitfalls

• Modeling arbitrary Airtable schemas in Atlas CRM. Atlas's CRM has a specific data model. For flexible schemas, use Vibe data tables.
• Migrating before identifying unused Zaps. Most long-running Airtable + Zapier deployments have stale Zaps.
• Underestimating Webflow rebuild. Treat as parallel track.