KoboCollect Setup Procedure

European KoboToolbox Server

1. Before Starting

Before configuring KoboCollect, make sure you have:

• An Android smartphone or tablet
• Internet connection for initial setup
• KoboCollect application installed
• Your assigned Kobo username
• Your Kobo password
• Access to the required Kobo project/form
• The authorized KoboCollect configuration QR code, if QR setup is used

2. Install KoboCollect

3. Configure KoboCollect

KoboCollect may be configured using either:

• Option 1: Manual setup using server URL, username and password
• Option 2: Quick setup using the authorized QR code

3.1 Option 1 - Manual Setup

Setting	Information
URL	https://kc-eu.kobotoolbox.org/
Username	Your assigned Kobo username
Password	Your Kobo password

3.2 Option 2 - Configure Using QR Code

4. Download the Required Form

1. Open KoboCollect.
2. Tap Download form.
3. Wait for the available form list.
4. Select the required survey/assessment form.
5. Tap Get Selected.
6. Wait until the form is successfully downloaded.

5. Test the Form Before Field Deployment

1. Tap Start new form.
2. Select the required questionnaire.
3. Complete one TEST RECORD.

Check the following:

• All questions display correctly
• Required questions work
• Skip logic works
• Calculations work
• GPS/location works
• Photos/media work where applicable
• Bangla/English language works where applicable
• Form submission works correctly

6. Collect Data Offline

After the required form has been downloaded, KoboCollect can normally be used offline for field data collection.

• Obtain informed consent.
• Enter responses accurately.
• Do not fabricate or assume responses.
• Verify important household IDs and locations.
• Review the questionnaire before finalizing.
• Maintain respondent confidentiality.

7. Save Incomplete Forms as Draft

If an interview is incomplete:

1. Do not finalize the form.
2. Select Save as draft.
3. Complete the form later when appropriate.

8. Send Finalized Forms

When internet connectivity becomes available:

1. Open KoboCollect.
2. Open Ready to send.
3. Select completed forms.
4. Tap Send Selected.
5. Wait for successful submission.
6. Check that there are no submission errors.

9. Download Updated Forms

1. Connect the device to the internet.
2. Open KoboCollect.
3. Tap Download form.
4. Select the updated questionnaire.
5. Tap Get Selected.
6. Confirm that the latest version is available.

10. User Responsibilities

Each KoboCollect user is responsible for:

• Remembering their Kobo username and password
• Keeping login credentials secure
• Using only the assigned Kobo account
• Protecting the device from unauthorized access
• Using the correct and latest questionnaire
• Checking responses before finalizing
• Sending forms within the agreed timeline
• Reporting technical problems promptly
• Maintaining confidentiality of respondent information

11. If You Forget Your Password

1. Go to the European KoboToolbox login page.
2. Select Forgot password?
3. Enter the email address registered with your Kobo account.
4. Follow the password-reset instructions.
5. Create a secure new password.
6. Update KoboCollect credentials where required.

12. Common Problems and Solutions

Problem	What to Check / Do
Invalid username/password	Check username, password and confirm the EU server URL: https://kc-eu.kobotoolbox.org/
Error getting form list	Check internet connectivity, server URL and login credentials.
Required form not showing	Confirm that the project/form has been shared with the user's Kobo account.
Cannot send finalized form	Check internet connection and Kobo authentication.
Old form showing	Download the latest version of the form.
GPS not working	Turn on Location/GPS and allow KoboCollect location permission.
Camera not working	Check camera permissions for KoboCollect.
QR code not scanning	Check camera permission, lighting, image clarity and ensure the full QR code is visible.
Forgot password	Use the Kobo password-reset process.

13. Recommended Security Practices

• Do not share the main Kobo administrator/project owner account with field enumerators.
• Use dedicated data-collection accounts where practical.
• Provide users only the permissions required for their work.
• Do not share usernames, passwords or configuration QR codes publicly.
• Avoid sharing credentials in open WhatsApp or Messenger groups.
• Immediately reset credentials if unauthorized access is suspected.
• Protect beneficiary and respondent information in line with organizational data-protection requirements.

14. Recommended Setup and Field Workflow

Initial Setup

Before Fieldwork

During Fieldwork

After Fieldwork

15. New User Setup Checklist

• KoboCollect installed
• European Kobo server selected
• Correct server URL configured
• Username entered correctly
• Password entered correctly
• OR authorized QR code scanned successfully
• Kobo project successfully added
• Required project accessible
• Correct questionnaire downloaded
• Latest questionnaire version confirmed
• Test record completed
• GPS/location tested
• Camera/media tested where applicable
• User understands Save Draft
• User understands Finalize
• User understands Send Selected
• User understands username/password responsibility
• User understands confidentiality requirements
• User is ready for field deployment

16. Technical Support

For issues related to project access, questionnaire design, form versions, synchronization, submission errors, Kobo permissions or other technical problems, contact the responsible MEAL/Data Management focal person.