Set Up Your Workspace

After creating your account and verifying your email address, FieldOps helps you choose how you want to start using your workspace.

You do not need to configure every part of FieldOps before you begin. Choose the workflow that best matches what you want to do first.

Choose how you want to start

FieldOps provides several starting options:

• Create a Monitoring Template — define the structure and fields used to collect monitoring data
• Import Excel Data — bring existing field or monitoring data into FieldOps
• Connect KoboToolbox — connect an existing KoboToolbox data collection workflow
• Connect ODK Central — connect an existing ODK Central deployment
• Connect DHIS2 — connect a DHIS2 instance and synchronize DHIS2 metadata and data into FieldOps for monitoring, performance tracking, and analysis
• Explore the Dashboard — enter FieldOps without starting a specific setup workflow

Choose the option that best matches your immediate goal.

Tip

You do not need to configure AI before you can start using FieldOps. The AI Assistant is an optional capability that can be configured later when your organization is ready to use it.

Create a Monitoring Template

Choose Create a Monitoring Template if you want to design a monitoring or field data collection structure directly in FieldOps.

A monitoring template defines the information that should be captured during field visits.

You can organize the template into sections and add fields for the information you want to collect.

This option is suitable when:

• You are starting a new monitoring workflow
• You want to collect data directly through FieldOps
• You want to define a standardized structure for field visits

FieldOps may ask you to select or create the programme and project associated with the template.

Learn about monitoring templates

Import Excel Data

Choose Import Excel Data if you already have field or monitoring data stored in an Excel file.

The import workflow allows you to:

1. Upload an Excel file
2. Preview the available columns
3. Map Excel columns to FieldOps monitoring fields
4. Import the data as visits and responses
5. Review and correct rows that could not be imported

This option is useful when migrating existing monitoring records into FieldOps.

Learn how to import Excel data

Connect KoboToolbox

Choose Connect KoboToolbox if your organization already collects data using KoboToolbox.

You will need access to the KoboToolbox account that contains the forms you want to connect.

The connection process allows FieldOps to access the forms and submissions available through your KoboToolbox account.

After connecting KoboToolbox, you can map form fields to FieldOps monitoring fields and synchronize submission data.

Learn how to connect KoboToolbox

Connect ODK Central

Choose Connect ODK Central if your organization uses ODK Central to manage data collection projects and forms.

You will need access to the ODK Central server and the credentials required by the connection.

After creating the connection, you can select and map ODK forms for use with FieldOps.

Learn how to connect ODK Central

Connect DHIS2

Choose Connect DHIS2 if your organization uses DHIS2 for health or programme data.

You can connect your DHIS2 instance and synchronize relevant metadata and data into FieldOps for monitoring, performance tracking, and analysis.

DHIS2 can provide additional performance information that can be considered alongside FieldOps sites, visits, findings, and corrective actions.

Learn how to connect DHIS2

Configure the AI Assistant

The AI Assistant is optional and can be configured after your workspace is set up.

It allows users to ask natural-language questions about available FieldOps operational data and get help understanding projects, sites, visits, findings, corrective actions, and performance.

AI providers are configured using your organization's own provider credentials. Your organization pays the selected AI provider directly.

You can configure an AI connection when you are ready:

• Choose an AI provider
• Enter your provider API key
• Select an available model
• Test the connection
• Optionally set the connection as the default AI connection

Learn about the AI Assistant

Configure an AI connection

Note

AI configuration is not required to use FieldOps. You can begin collecting, importing, integrating, and analyzing operational data first and enable the AI Assistant later.

Explore the Dashboard

Choose Explore the Dashboard if you want to enter FieldOps without starting a specific setup workflow.

You can return to the relevant sections of the application later to:

• Create monitoring templates
• Import Excel data
• Connect KoboToolbox
• Connect ODK Central
• Connect DHIS2
• Configure the AI Assistant
• Invite users
• Configure your organization

Choosing this option does not prevent you from completing any setup workflow later.

How FieldOps prepares your workspace

Some FieldOps workflows require organizational structures such as:

• Programmes
• Projects
• Sites

FieldOps creates or requests these records only when they are required for the workflow you choose.

This allows you to begin with the task that matters to you instead of completing a long configuration process before accessing the application.

Note

You can create additional programmes, projects, sites, monitoring templates, integrations, and AI connections later from the relevant areas of FieldOps.

Review your organization settings

After entering your workspace, review your organization settings.

Depending on your access level, you may be able to configure:

• Organization name
• Organization logo
• Country
• Time zone

Keeping these settings accurate helps FieldOps apply the correct organizational context across your workspace.

Invite your team

After the initial setup, you can invite colleagues to your organization and assign roles based on the access they require.

Invite users to your organization

What to do next

Your next step depends on the workflow you selected:

• Monitoring Template — build the fields and sections required for your monitoring workflow
• Excel Import — prepare and map your existing data
• KoboToolbox — create a connection and map a form
• ODK Central — connect your server and map a form
• DHIS2 — connect your instance and configure the relevant data and indicators
• AI Assistant — configure an AI provider connection when you are ready
• Dashboard — explore FieldOps and configure your workspace as needed