Data collection with KoboToolbox¶

Last updated: 23 Apr 2026

KoboToolbox supports two primary ways to collect data: web forms, which run in a browser, and KoboCollect, which is the Android app for mobile data collection. Both methods support offline data collection.

This article explains the two data collection methods available in KoboToolbox, how to choose between them, and how to prepare before launching data collection.

To learn more about each data collection method, see Collecting data using web forms and Collecting data using KoboCollect.

Data collection methods¶

You can collect data with KoboToolbox in two main ways:

Web forms are browser-based forms used to collect data through a web page. They are well suited for self-administered surveys and browser-based data entry.
KoboCollect is an Android app used to collect data on Android devices. It is well suited for field teams with enumerators using Android phones or tablets.

Both methods support offline data collection.

Choosing a data collection method¶

The best data collection method depends on how your team will work in practice, and in some cases teams may use both methods within the same project.

The table below summarizes when each method is generally the better fit:

Web forms	KoboCollect
Recommended if: Respondents will submit data directly through a link You want a simple way to open and share a form Your team is using a mix of device types You want to use browser-based data collection without installing an app Your form includes features that are only available in web forms, such as the grid theme or question matrices	Recommended if: Much of your data collection is field-based in offline settings Data is being collected by a team of enumerators using Android phones or tablets Enumerators prefer an app-based workflow (e.g., to save drafts and send finalized submissions later) Your project relies on mobile device features such as barcode scanning or capturing images and videos You want more control over form management and automation, such as sending forms, downloading forms, or deleting uploaded data from devices

Web forms

KoboCollect

Recommended if:

Respondents will submit data directly through a link
You want a simple way to open and share a form
Your team is using a mix of device types
You want to use browser-based data collection without installing an app
Your form includes features that are only available in web forms, such as the grid theme or question matrices

Recommended if:

Much of your data collection is field-based in offline settings
Data is being collected by a team of enumerators using Android phones or tablets
Enumerators prefer an app-based workflow (e.g., to save drafts and send finalized submissions later)
Your project relies on mobile device features such as barcode scanning or capturing images and videos
You want more control over form management and automation, such as sending forms, downloading forms, or deleting uploaded data from devices

When choosing a method, consider how people will access the form, which devices they will use, how often they will need to work offline, and whether your form includes features that are better supported in one method than the other.

Note: Some features work differently depending on the collection method. Keep this in mind before starting data collection, and always test your form in the method your team will use.

Offline data collection¶

Both web forms and KoboCollect support offline data collection.

When using web forms, KoboToolbox can store the form and responses in the browser’s cache so users can continue entering data without an internet connection.
- Before going offline, you will need to open the form while connected to the internet and wait for it to fully load and be cached on the device.
- When the device reconnects, saved submissions will upload automatically.
When using KoboCollect, enumerators can download blank forms while online, complete them offline, save drafts, finalize submissions, and send them later when internet access becomes available.
- KoboCollect can also be configured to send finalized forms automatically when connected or only when the user chooses to upload them.

Preparing for data collection¶

Before you can collect data, you must deploy your form to make it active and available for submissions. If you make changes to the form later, you will need to redeploy it.

To learn more about deploying your form for data collection, see Deploying forms for data collection.

Once your form is deployed, make sure your data collection setup is ready before launching data collection:

Decide which data collection method(s) to use
Confirm who can access the form and whether authentication should be required
Test the project in a scenario similar to your actual data collection, using the same devices and collection method as your respondents or enumerators

Depending on the collection method you choose, we also recommend the following steps:

Web forms	KoboCollect
Decide whether the form should require authentication If your form requires authentication, ensure that data collectors have the right permissions to access your data collection form Decide which web form mode to use for data collection Share the correct form link with data collectors or respondents	Confirm that data collectors have the right permissions to access your data collection form Ensure each data collector has installed and set up the KoboCollect app Confirm each data collector has downloaded the form(s) before starting fieldwork