Last updated: 11 Sep 2023
The latest version of the KoboCollect App refers to v2021.2.4 and above.
KoboCollect is an open-source Android app for collecting survey data. It’sone of two ways that you can collect data through KoboToolbox (the other wayis through web forms - Enketo). It’s free and thelatest version of the app can be accessed in theGoogle Play Storeif you have Android versions 5 and above.
If you have an Android version below 5, you can install an older version of theapp through theKoboToolbox GitHub Repository.We have a support article outlining how to collect data in the older version ofKoboCollect here. We recommend using the latestversion of the app, if possible, as it includes features and bug fixes that maynot be available in older versions.
Setting Up the Server Connection¶
The first step after installing KoboCollect on your device is to set up theserver URL, Username, and Password, which connects yourKoboCollect app to the KoboToolbox server. This allows you to downloaddeployed forms from KoboToolbox to your mobile device and also send datacollected through the app back to the server.
The server in KoboCollect can be configured in two different ways:manually or through a QR code.
Setting up the server connection manually:¶
Open KoboCollect.
Select Manually enter project details.
You will now be asked to input the URL, Username, and Password,and then select Add. For the URL, you must select from thetwo KoboToolbox servers. If you created your user account onthe Global Server, the URL is
https://kc.kobotoolbox.org. If youruser account is on the European Union Server, the URL ishttps://kc-eu.kobotoolbox.org.
Despite setting up the server settings correctly, users mayhave trouble connecting KoboCollect to the server. This couldbe an issue with the device’s incorrect date and time settings. To learn moreabout troubleshooting KoboCollect, please read our supportarticle Troubleshooting KoboCollect Android Application.
After setting up the server, you should now see the following home screen.
You can use KoboCollect to get blank forms to your device, collect data(fill blank forms), store it in your device, edit the filled in forms (editsaved forms), submit saved forms, and delete filled in forms/blank forms.
Setting up multiple server connections manually¶
This feature is only available with the latest version of the app and is relevant if you have multipleKoboToolbox user accounts.
Some users have multiple KoboToolbox accounts, either on the same server ora different server. With the latest version, users can manage all their accountsin the same app and use them in parallel by switching from one account toanother as needed. Follow the steps outlined below to setup multiple serverconnections:
After setting up your account in the app (see instructions above), openKoboCollect.
Select the icon (circled in K) that is located at the top right of yourscreen.
You should see a dialogue box like the one shown below.
Select Add project.
Fill in the URL, Username, and Password and then select Add.
You should now see the home screen. Once again, select the icon (circled inK) at the top right of your screen to ensure your connection was successful.
After setting up an additional server, you should see a dialogue box likethe one shown below.
Here, you will see two different accounts setup in the app. You can add moreaccounts as needed. The account listed first is the active one and you can onlysee forms for the active account. You can easily switch to your other accounts,making them active, by simply selecting them.
Setting up the server connection with a QR code¶
Oftentimes, users in large projects will need to set up a large number ofdevices under the same server settings (URL, Username, and Password,etc.). Setting up all the devices manually would be time-consuming and prone toerror. To save time, you can set up one device manually and then copy thesettings through a QR code generated from the first device.
To set up a device with a QR Code, you will require at leastone app that has been set up manually.
Open KoboCollect and choose the project that has been set up.
Select the circle K icon that is located at the top right of your screen.
Select Settings.
Then select Project Management.
Select Reconfigure with QR code.
Choose QR Code at the top. A QR code will be displayed that contains allof your KoboCollect settings, including the server URL, Username,and Password.
Open KoboCollect on another device that you want to set up.
Select Configure with QR code.
Scan the QR code. If successful, you should hear a beep and the app will beautomatically configured. Repeat for all other devices you want set up.
You can also copy the QR code and share it by email, Whatsapp,etc., to set up other devices but be aware that the QR code contains thepassword to your account, allowing others to sign into your account. Itis not recommended to share the QR code through electronic means if the sameaccount has permissions to view, edit, or delete data.
Setting Up Blank Forms in KoboCollect¶
Once you have configured the URL, Username, and Password in the appcorrectly, you can send blank forms to your device from the KoboToolboxserver.
Open KoboCollect.
Make sure that you have at least one project set up in your KoboToolboxuser account and that your device is connected to the internet.
Select Get Blank Form from the home menu.
A list of all your deployed survey forms should appear. Press Select Allto have all the survey forms sent to the app or select the ones you wish tohave by selecting them manually. Then click Get Selected.
Users will need an internet connection while sending blankforms to KoboCollect.
Collecting Data in KoboCollect¶
Once you have blank form(s) in the app, you will no longer require an internetconnection to collect data. The blank forms and the filled in forms will stay onthe device until you delete them from the app or submit them to the server.
Open KoboCollect.
Select Fill Blank Form from the home menu.
Select the survey form that you want to use to start collecting data.
Go through all the questions by swiping your finger from right to left orby selecting the NEXT key after answering the questions.
At the end of the survey, select Save Form and Exit.
Make sure the form is marked as "finalized".If this is unchecked but you still select Save Form and Exit,the filled in form goes to Edit Saved Form instead of going toSend Finalized Form. If this happens, go back to EditSaved Form, open the form, and without needing to make any edits, youcan select Go To End. Make sure the form is marked as"finalized" and then select Save Form andExit.
If an interviewer believes that a form has not beencompleted, for example, if the head of the household wasn’t there or childrenweren’t there but are needed for the data collection, they can rename the formin order to come back to it more easily. You can change the name of a savedform to something easy to keep track of, such as "Incomplete" or "Incomplete:(name of respondent)" under Name this form.
Editing Data in KoboCollect¶
Once you have pressed Save Form and Exit, the saved form is automaticallystored under Edit Saved Form.
Open KoboCollect.
Select Edit Saved Form from the home menu.
You will see a list of Saved Forms. Choose the one that needs edits orupdates.
Make changes as needed, and then select Save Form and Exit.
Repeat the process multiple times if multiple forms need edits or updates.
Users do not need an internet connection while editing a savedform in KoboCollect.
Uploading Finalized Data to the Server¶
Once you have collected your data, and made any necessary edits, you can uploadthe forms to the KoboToolbox server.
Open KoboCollect.
Make sure the device is securely connected to the internet.
Select Send Finalized Form from the home screen.
A list of all the collected forms should appear.
Press Select All (or select the ones you wish to upload) and then pressSend Selected.
To ensure the forms were uploaded successfully, select View Sent Form.You should now be able to view all the submitted forms.
Users will need an internet connection while submitting datafrom KoboCollect to the server.
Deleting Saved Forms in KoboCollect¶
Once you have completed data collection for your survey project and all thefilled in forms have been uploaded to the server, it is recommended to deletethe forms from the KoboCollect app. Keeping them in the app can confuseinterviewers while collecting data for a different project. Follow the stepsoutlined below to delete Saved Forms and Blank Forms from your app.
Open KoboCollect.
Select Delete Saved Form from the home screen.
Users should now see two tabs. The default is Saved Forms. These are theforms that were filled in while collecting data. Press Select All todelete all the Saved Forms from the app and then Delete Selected.
The next tab is the Blank Forms. Press Select All to delete all theBlank Forms from the app and then Delete Selected.
Users should not require an internet connection to delete savedforms in KoboCollect.
Resetting View Sent Form in KoboCollect¶
When you submit all the filled forms to the server by pressing Send FinalizedForm, the successfully submitted forms can be seen in the View Sent Formsection. Data managers generally advise to keep this information until the endof the project as it always provides a reference for the total number ofcollections and submissions.
Once the current project’s data collection is over or if you are planning tostart a new project, it is advised to reset the counter in View Sent Form.This will help to keep track of the data collection for the new project.
Open KoboCollect.
Select the icon (circled in K) that is located at the top right of yourscreen.
Select Settings.
Under Project settings, select Project management.
Under Project management select Reset.
Click Saved forms (instances folder, instances database) and then selectRESET.
You should see a small dialogue box with a pop up a message “Resetresults Saved forms: Success”.
Select OK.
Users do not need an internet connection to reset ViewSent Form in KoboCollect.
Hiding Buttons in KoboCollect¶
In some cases, it is recommended to hide certain buttons in the app frominterviewers to prevent them from editing or changing collected data, decreasingthe risk of data loss.
Open KoboCollect.
Select the icon (circled in K) that is located at the top right of yourscreen.
Select Settings.
Under the Project settings, select Access control, which includesMain Menu Settings, User Settings, and Form Entry Settings.
Select Main Menu Settings to hide buttons from the main menu.
Do the same for User Settings and Form Entry Settings to hidebuttons from those menus as well.
Users do not need an internet connection to hide buttons inKoboCollect.
Locking KoboCollect with an Admin Password¶
If needed, you can set up an admin password in the KoboCollect app, limitingaccess to the app’s admin settings to only team members with the admin password.
Open KoboCollect.
Select the icon (circled in K) that is located at the top right of yourscreen.
Select Settings.
Under the Project settings, select Set admin password.
You will be requested to Enter New Password. After entering a newpassword, select OK.
Users do not need an internet connection to lockKoboCollect with an admin password. To remove the adminpassword, leave it blank instead of providing a new password.
Form Management Settings in KoboCollect¶
There are other form management settings available within KoboCollect whichcould assist in managing your data collection project:
Form update provides an option to update the survey form manually orautomatically. If set to automatic, the forms that are redeployed on theKoboToolbox server are automatically updated in the app. Note that keepingthis feature active will likely drain your device’s battery more quickly.
Form submission provides an option to send submissions to the servermanually or automatically, with the options of Wifi only, cellular only, andwifi or cellular. This setting also gives the option to delete finalized formsand media after being successfully sent to the server.
Form filling provides several options for forms and data collection:
Option to mark the form as finalized by default.
Option to configure the constraint processing (validate upon forward swipeor defer validation until finalized).
Enable or disable high-resolution video recordings or change the allowedimage size when taking videos and images through the app.
Show guidance for questions under the form filling to show or hideguidance for questions
Use of an external app for audio recording could help to set up anexternal app for audio recording while collecting data.
Follow the steps outlined below to access the form management settings:
Open KoboCollect.
Select the icon (circled in K) that is located at the top right of yourscreen.
Select Settings.
Under the Project settings, select Form management and select theoptions relevant for your project.
Users do not need an internet connection to access or changethe form management settings in KoboCollect.
Setting Up Metadata in KoboCollect¶
Users can set up the collection of metadata like username, phone number andemail address in KoboCollect, providing additional details on whosubmitted the records to the server. These details can be helpful to validatethe quality of the data collected by the team.
In order to collect metadata, it must be configured in both theKoboCollect app and on the KoboToolboxplatform for the same project. Please refer to our support article Form Settings and Meta Questions forinstructions on how to configure set up in KoboToolbox.
Open KoboCollect.
Select the icon (circled in K) that is located at the top right of yourscreen.
Select Settings.
Under the Project settings, select User and device identity.
Under User and device identity, select Form metadata.
Enter all the metadata like username, phone number, and email addressthat you want to collect.
Users do not need an internet connection to access the metadatasetting in KoboCollect.
Differences Between KoboCollect & ODK Collect¶
KoboCollect is a forkof ODK Collect. As of today, there are no substantive differences betweenthe two apps. Users are free to use either one for data collection. KoboToolboxis fully compatible with both apps.
Please note that it is not recommended to have both apps installedsimultaneously as this could lead to some confusion depending on the Androidsettings.
Historically, there were several significant differences between the two. Backin 2009, KoboToolbox made several changes to ODK Collect, creatingKoboCollect, such as cascading questions, hiding delete, and editbuttons for field data collection. The XLSForm was not yet an option inODK Collect and KoboToolbox had built a formbuilder for all questiontypes and advanced settings, including cascading questions, which were saveddirectly as an XML file for the mobile app. These changes were eventuallyincorporated into ODK Collect, along with many other great features. In2014, KoboToolbox decided to fork ODK Collect to create thenew KoboCollect, with minimal changes,including the KoboToolbox server in the configuration dropdown, a referenceback to ODK Collect, and the KoboToolbox logo and name.
