ODK Central User Management Guide
ODK Central has two user types: Web Users manage the server and projects, while App Users connect ODK Collect to a project and submit data. Keeping those accounts separate makes it easier to limit access and see which device or collector submitted an interview.
This guide covers the access decisions that matter before a field team starts collecting. For the wider Central workflow, begin with ODK Central Basics.
What is the difference between Web Users and App Users?
Web Users sign in to the ODK Central website with an email address and password. Their role controls actions such as managing projects, uploading forms, viewing submissions, and downloading exports.
App Users do not sign in to the management website. They connect through ODK Collect or another compatible data-collection app. An App User belongs to a project and can be limited to particular forms in that project.
| Account | Where it works | Typical use | Scope |
|---|---|---|---|
| Web User | ODK Central website | Manage projects, forms, users, and submissions | Server or project, depending on role |
| App User | ODK Collect or another data-collection client | Download assigned forms and submit interviews | Project, then selected forms |
Read the official ODK Central user documentation for the complete role matrix.
How should you set up Web Users?
Give each staff member an individual Web User account. Choose the smallest role that lets the person do their work. A project manager may need project-level form and submission access, while a reviewer may only need to view and download data.
Avoid sharing one administrator password across a field team. Individual accounts make it possible to revoke one person's access without interrupting everyone else and create a clearer record of administrative actions.
Before inviting a Web User, write down:
- Which project the person needs to access.
- Whether they need to upload or publish forms.
- Whether they need to review, edit, or export submissions.
- Whether they need to create or revoke App Users.
- When their access should expire.
How do you create an App User?
Create the App User inside the project where the data will be collected. Give it a display name that identifies the person, device, or team. ODK Central then generates a settings QR code that can configure ODK Collect.
The QR code contains a secret identifier for that App User. Share it privately with the intended device or collector. After scanning it, open the project in Collect and confirm that the device can download the expected form.
For a full device setup, follow the ODK Collect setup guide. If submissions later remain queued, use Why ODK Collect Will Not Send.
For the complete device preflight and offline sync sequence, see the ODK Collect offline workflow checklist.
How do you give an App User access to a form?
Creating an App User does not automatically give it access to every form. Open the project's Form Access settings and assign only the forms that the device or collector needs.
Use a short preflight test:
- Create or select the App User.
- Assign the form in Form Access.
- Scan the settings QR code in ODK Collect.
- Download the blank form on the test device.
- Complete one offline interview and send it after reconnecting.
- Confirm the submission appears in the correct project and form.
If the form is missing from Collect, check both the QR configuration and the form assignment. A correct QR code cannot grant access to a form that the App User has not been assigned.
When should you revoke or replace access?
Revoke an App User when a device is lost, a collector leaves the project, a device is reassigned, or the project no longer needs that account. Create a replacement App User when the new owner needs a separate identity in the submission data.
Do not treat a shared QR code as a harmless shortcut. If several people use one App User, Central cannot distinguish their submissions through that account. Individual App Users provide clearer operational evidence when the study needs to review timing, location, or enumerator activity.
Keep settings QR codes private. Revoke the App User if the code or configured device is no longer under the project's control, then create a replacement and test it before fieldwork resumes.
How does user access fit into a managed server?
SurveyLoopr manages the server infrastructure, provisioning, and TLS. Your team still manages ODK Central projects, Web Users, App Users, forms, submissions, exports, and the field protocol. The getting a server guide explains the deployment steps, and the ODK hosting guide covers the operating model.
For a field-quality review, combine individual App User identities with the ODK Field Data Quality Toolkit and ODK audit log guide. Identity is evidence for review, not proof that an interview is valid on its own.
Deploy a managed ODK serverContinue with ODK Central basics
Frequently Asked Questions
What is an App User in ODK Central?
An App User is a project-level account used by ODK Collect or another data-collection client. It does not have a website password. The account can be assigned access to specific forms and can be identified in submissions and logs.
What is the difference between an ODK Web User and App User?
A Web User signs in to the ODK Central website and can manage projects, forms, users, or submissions according to its role. An App User connects through Collect and submits data to assigned forms within one project.
Do ODK App Users have access to every form?
No. A new App User must be assigned access to forms through the project's Form Access settings. Assign only the forms the device or collector needs, then download one test form before fieldwork.
How do I revoke ODK Collect access?
Revoke the App User from the project when a device is lost, a collector leaves, or the account should no longer submit data. Create and assign a replacement account if the project needs a new device or person.
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