# Adding form metadata in the Formbuilder
**Last updated:** <a href="https://github.com/kobotoolbox/docs/blob/6f05aaa00b0eaf39e8ec1db4a6529a491fb1c551/source/form_meta.md" class="reference">23 Apr 2026</a>

Metadata questions automatically gather information about the data collection process, such as the date, time, and device used, without requiring input from the respondent. You can also record audio in the background during data collection.

Metadata questions are **hidden from respondents**, and **metadata fields cannot be edited** in the KoboToolbox data table. This background information supports auditing, helps maintain data integrity, and can be used in data analysis. 

This article explains how to add and manage metadata questions in the Formbuilder, outlines the available metadata options, and describes how audit logging and background audio recording can support data quality and monitoring during data collection.

## Adding metadata questions in the Formbuilder

To add metadata questions in the Formbuilder:

1. Click <i class="k-icon-settings"></i> **Layout & Settings** in the top right corner of the screen.
2. In the **Metadata** section, select the metadata questions you want to include in your form.

![Form metadata](images/question_types/access.png)

Available metadata questions in the Formbuilder include:

| Metadata | Description |
|:---|:---|
| start time | Records the exact time and date when a submission is started. |
| end time | Records the date and time when a submission is finalized. |
| today | Records the date of the submission. |
| audit | Captures a [detailed log](https://support.kobotoolbox.org/form_meta.html#audit-metadata-question) of the interview process, including start time, end time, location, and user actions during the entire data collection process. This metadata question is not supported in web forms.|
| username | In KoboCollect, records the username saved in the <a href="https://support.kobotoolbox.org/kobocollect_settings.html#user-and-device-identity-settings">KoboCollect app settings</a>. If no username is set, it records the one used to sign in to the server.<br>When using web forms, the account username is recorded only if <a href="https://support.kobotoolbox.org/project_sharing_settings.html#allowing-submissions-without-authentication">authentication is required</a>.<br><br><strong>Note:</strong> Because the <code>username</code> field can be edited in KoboCollect, it may not match the account used to authenticate to the server. To see which account submitted the data, refer to the system-generated <code>_submitted_by</code> field. |
| phone number | Records the phone number stored in the <a href="https://support.kobotoolbox.org/kobocollect_settings.html#user-and-device-identity-settings">KoboCollect app settings</a>. This metadata question is not supported in web forms. |
| device id | Records the unique identification of the device or browser used to collect data. The device ID is automatically generated and cannot be modified by users.<br><br><strong>Note:</strong> In KoboCollect, the device ID is updated whenever the app is reinstalled on a device. In web forms, the <code>deviceid</code> resets any time a new browser window is used. |
| start geopoint early | Captures GPS coordinates when the form is first opened. Can be used to warm up the device GPS so that later GPS questions can reach accurate readings more quickly. |

<p class="note">
<strong>Note:</strong> Form metadata is different from <a href="https://support.kobotoolbox.org/viewing_validating_data.html#system-generated-submission-fields">system-generated submission fields</a>. Form metadata must be enabled during form development to be collected, while system-generated submission fields are added automatically for every submission.
</p>

## Audit metadata question

The audit metadata question records a detailed log of the interview process while a form is being completed in the [KoboCollect Android app](https://support.kobotoolbox.org/data_collection_kobocollect.html). It captures information such as when the form was opened and saved, which questions were viewed, how long respondents spent on each screen, and other user actions during data collection.

Audit logging can help:

- Monitor enumerator behavior
- Identify questions that take longer to answer
- Understand how enumerators navigate a form
- Support data quality assurance and validation processes

Audit logs are saved as CSV files and uploaded with each submission. These files can be downloaded as media attachments and analyzed separately. Because the logs use timestamp data, additional processing is typically required for analysis.

<p class="note">
    For more information about the exported CSV files, see the full <a href="https://docs.getodk.org/form-audit-log/">ODK audit logging documentation</a>.
</p>

The audit metadata question is not supported in [web forms](https://support.kobotoolbox.org/data_through_webforms.html). 

### Audit settings

Additional optional settings can be configured for the audit metadata question. These include:

- Adding the GPS location of events
- Enabling change tracking to record answers that are modified after a form is saved and before it is submitted
- Prompting enumerators to provide a reason for editing a saved form
- Requiring enumerators to enter their username before filling out or editing a form

Available settings are listed in the [ODK audit logging documentation](https://docs.getodk.org/form-audit-log/) as parameters. In the Formbuilder, enter the optional parameters directly in the **Audit settings** text box.

![Audit settings](images/question_types/audit_settings.png)

## Enabling background audio recording

Background audio recording allows you to capture an audio recording while a form is open and being completed. The recording is saved as part of the form submission and can later be [downloaded as an audio file](https://support.kobotoolbox.org/managing_media_responses.html#downloading-media-files).

<p class="note">
<strong>Note:</strong> Before using this feature, ensure that your device has sufficient storage space for audio files. You should also obtain <strong>informed consent</strong> from respondents before recording. Always consider ethical implications and comply with applicable data protection laws in your area of work.
</p>

To enable background audio recording in the Formbuilder:

1. Open the **Layout & Settings** panel. 
3. In the **Background audio** section, click “Enable audio recording in the background.” 
    - Once enabled, the button text will change to “This survey will be recorded.”
4. If needed, change the audio quality in the **Audio quality** dropdown menu. 
    - For an overview of audio quality settings, see [Configuring audio quality](#configuring-audio-quality). **Voice only** is the default and lowest audio quality.
5. Once enabled, audio will be recorded in the background in both KoboCollect and web forms while the form is being filled out.

![Enabling background audio](images/recording_interviews/background_audio.png)

<p class="note">
For more information, see <a href="https://support.kobotoolbox.org/recording-interviews.html#recording-interviews-with-background-audio-recordings">Collecting qualitative data with KoboToolbox</a>.
</p>

### Configuring audio quality

Audio quality affects the size of the file that is stored on the server. Users of the [Community Plan](https://www.kobotoolbox.org/pricing/) are limited to 1GB of free file storage. Therefore, it is advisable to manage the file sizes of the audio files you collect by choosing an appropriate quality setting. The table below provides an overview of audio quality settings and their corresponding file sizes.

| Quality      |Extension | Encoding | Bit rate  | Sample rate | File size       |
|:------------ |:---------|:--------|:-----------|:------------|:---------------|
| Normal       | .m4a     | AAC     | 64 kbps    | 32 kHz      | ~ 30 MB/hour    |
| Low          | .m4a     | AAC     | 24 kbps    | 32 kHz      | ~ 11 MB/hour    |
| Voice only   | .amr     | AMR     | 12.2 kbps  | 8 kHz       | ~ 5 MB/hour     |

The default **Voice only** setting is suitable for quiet interview settings. For recordings with multiple speakers or some background noise, the **Low** quality setting is more appropriate. The **Normal** setting offers the highest audio quality but uses the most storage space.


## Configuring metadata in KoboCollect 

The user’s default phone number and username can be [configured](https://support.kobotoolbox.org/kobocollect_settings.html#user-and-device-identity-settings) and modified in the KoboCollect app.

To configure user metadata in KoboCollect:

1. Open the KoboCollect app.
2. Tap the **Project icon** in the top right corner of your screen.
3. Tap **Settings**.
4. Scroll down to **User and device identity**, then **Form metadata.**
5. Enter the username and/or phone number. You can also view the current device ID.