KoboToolbox¶
FieldOps integrates with KoboToolbox to bring field data collection into the operational workflows used by monitoring teams.
Instead of collecting data in KoboToolbox and managing follow-up work separately, teams can connect their KoboToolbox account, map forms to FieldOps operational structures, synchronize submissions, review visits, record findings, create follow-up actions, and track accountability from FieldOps.
What you can accomplish¶
With the KoboToolbox integration, you can:
- Connect a KoboToolbox account to FieldOps
- Test KoboToolbox connections before using them
- Select existing KoboToolbox forms
- Map KoboToolbox forms to a FieldOps Programme, Project, and Site
- Optionally associate forms with Monitoring Templates
- Synchronize KoboToolbox submissions into FieldOps
- Convert synchronized submissions into FieldOps visits
- Track visits through the FieldOps visit lifecycle
- Review submitted field visits
- Upload and review visit evidence
- Maintain a visit history and audit trail
- Identify issues discovered during monitoring
- Record findings against project monitoring activities
- Define finding severity and lifecycle status
- Create follow-up actions from findings
- Assign responsibility for follow-up actions
- Track action progress and accountability
- Keep field data, monitoring findings, and follow-up activities connected
This allows KoboToolbox to remain the field data collection platform while FieldOps provides the operational workflow around the collected data.
How the integration works¶
The KoboToolbox integration follows these main steps:
- Connect a KoboToolbox account to FieldOps.
- Test the connection.
- Select a KoboToolbox form.
- Map the form to a FieldOps Programme, Project, and Site.
- Optionally associate a Monitoring Template.
- Synchronize KoboToolbox submissions.
- Review synchronized submissions as FieldOps visits.
- Process visits through the FieldOps visit lifecycle.
- Review monitoring responses and supporting evidence.
- Record findings when issues are identified.
- Create follow-up actions where required.
- Track actions through to resolution.
KoboToolbox connections¶
A FieldOps organization can create multiple KoboToolbox connections if supported by its plan and permissions.
Multiple connections can be useful when:
- Different programmes use different KoboToolbox accounts
- Different teams manage separate KoboToolbox environments
- Development and production environments are separated
- Different partners manage their own KoboToolbox accounts
- An organization works with multiple KoboToolbox servers
Use descriptive connection names so that users can easily identify the correct account or environment.
For example:
- Kenya Monitoring Kobo
- Production KoboToolbox
- Regional Programme Kobo
- Partner Monitoring Kobo
Form mapping¶
A KoboToolbox form must be mapped to the appropriate FieldOps operational structure before its submissions can be used within FieldOps workflows.
A form mapping associates the KoboToolbox form with:
- Programme
- Project
- Site
- Monitoring Template, if applicable
The mapping tells FieldOps where synchronized submissions belong within the organization's operational structure.
For example:
KoboToolbox Form
Facility Monitoring Visit
↓
FieldOps Programme
National Health Programme
↓
FieldOps Project
Immunization Strengthening Project
↓
FieldOps Site
Nairobi Central Clinic
This allows KoboToolbox submissions to become part of the appropriate FieldOps project and site workflow.
KoboToolbox submissions and FieldOps visits¶
When KoboToolbox submissions are synchronized, FieldOps can use the submitted data within its visit workflow.
The KoboToolbox submission provides the field information collected by the enumerator.
FieldOps provides the operational context around that submission, including:
- Project
- Site
- Visit
- Monitoring responses
- Evidence
- Review
- Findings
- Follow-up actions
- Accountability
This means the field data does not remain isolated in the data collection platform.
Instead, it becomes part of the project's operational monitoring process.
Visit lifecycle¶
Synchronized KoboToolbox submissions can be managed through the FieldOps visit lifecycle.
The visit workflow provides states such as:
- Draft
- Submitted
- Reviewed
- Approved
- Rejected
The lifecycle allows teams to distinguish between field data that has been collected, submitted, reviewed, and approved.
For example:
Field collection
Enumerator completes the KoboToolbox form.
↓
Synchronization
FieldOps receives the KoboToolbox submission.
↓
Submitted
The visit is available for review.
↓
Reviewed
A monitoring officer reviews the visit and its responses.
↓
Approved
The visit has passed the required review process.
If a visit does not meet the required standards, it can be rejected and handled according to the organization's review workflow.
Note
The visit lifecycle is managed by FieldOps. KoboToolbox remains the source of the original field submission.
Review field monitoring data¶
FieldOps allows monitoring teams to review synchronized visits rather than relying only on the original KoboToolbox submission.
During review, users can examine:
- Monitoring responses
- Required questions
- Submitted information
- Supporting evidence
- Visit status
- Visit history
- Previous changes and review activity
This gives supervisors and monitoring officers a structured way to review field work.
Evidence and audit trail¶
FieldOps supports operational evidence and history around visits.
Teams can use the visit workflow to maintain a record of:
- Visit status changes
- Review activity
- Supporting evidence
- Changes made during the operational workflow
- Historical versions where applicable
This helps organizations maintain accountability around field monitoring activities.
Findings and follow-up actions¶
KoboToolbox data can become the starting point for the FieldOps findings and accountability workflow.
When a monitoring officer identifies an issue from a synchronized visit, the issue can be recorded as a finding in FieldOps.
A finding can capture the issue identified during monitoring, including its:
- Severity
- Status
- Description
- Required follow-up
Users can then create a follow-up action for the finding.
Actions allow the organization to move from identifying a problem to assigning responsibility and tracking the required response.
The workflow is:
- KoboToolbox collects field data.
- FieldOps synchronizes the submission.
- The submission becomes part of the FieldOps visit workflow.
- The monitoring team reviews the visit.
- An issue is identified.
- A finding is recorded.
- A follow-up action is created.
- Responsibility for the action is assigned.
- The action is tracked through its lifecycle.
- The team reviews the outcome and closes the issue when resolved.
For example:
KoboToolbox submission
Facility monitoring visit identifies that required medicines are unavailable.
↓
FieldOps visit
Submitted and reviewed by the monitoring officer.
↓
FieldOps finding
Essential medicines were unavailable at Nairobi Central Clinic.
↓
Follow-up action
Confirm stock availability and implement a corrective replenishment plan.
↓
Accountability
Assigned to: Facility Manager
Due date: 30 Aug 2026
Status: Open
This creates a continuous workflow from field data collection to operational accountability.
Tip
KoboToolbox provides the field data. FieldOps provides the operational workflow for reviewing that data, recording findings, assigning actions, and tracking accountability.
From field submission to accountability¶
The value of the integration is not simply moving data from KoboToolbox into another system.
It connects the field data collection process with the operational processes that happen after data is collected.
The workflow can be summarized as:
KoboToolbox submission → FieldOps visit → review → finding → action → accountability
This allows monitoring teams to close the gap between collecting information and acting on what the information reveals.
What FieldOps adds to KoboToolbox¶
KoboToolbox is designed for collecting field data.
FieldOps adds the operational layer around that data, including:
- Project management
- Site management
- Monitoring workflows
- Visit lifecycle management
- Review workflows
- Evidence management
- Findings
- Finding severity and status
- Follow-up actions
- Assigned responsibilities
- Action tracking
- Accountability
- Visit history and audit trail
This means organizations can continue using KoboToolbox for data collection while using FieldOps to manage what happens after the data has been collected.
Recommended setup workflow¶
For a new KoboToolbox project, use the following order:
- Create a KoboToolbox connection.
- Test the connection.
- Select the KoboToolbox form to use.
- Map the form to the appropriate Programme, Project, and Site.
- Optionally associate a Monitoring Template.
- Synchronize KoboToolbox submissions.
- Review the resulting FieldOps visits.
- Process visits through the required review lifecycle.
- Review monitoring responses and evidence.
- Record findings for issues that require attention.
- Create follow-up actions where required.
- Assign responsibility and track the actions through to resolution.
KoboToolbox documentation¶
Use the following guides to configure and manage the KoboToolbox integration: