ODK Collect Offline Workflow Checklist

The reliable ODK Collect offline workflow is: configure an App User, download the assigned form, test one interview in airplane mode, finalize the submission, reconnect, send it, and confirm it appears in ODK Central. A form that downloaded successfully still needs this device-to-server test before fieldwork begins.

This checklist covers the handoff between the server, the Android device, the enumerator, and the person monitoring submissions. For account setup details, see the ODK Collect setup guide.

1. Prepare the project and device identity

Before touching the field device, confirm the project is ready:

• Create an individual App User for each enumerator when practical. The App User identifies the submitting device or collector and is separate from a Web User who manages Central.
• Assign the App User access to the specific forms it needs. A new App User does not automatically see every form in the project.
• Keep the App User settings QR code private. It carries the information Collect uses to connect and authenticate.
• Install the current ODK Collect app on the Android device and confirm there is enough storage for forms and expected media.

Read ODK Central user management for the Web User and App User distinction, form access, and revocation steps.

2. Configure Collect and download the form

On the device:

1. Add the project by scanning the App User settings QR code.
2. Open Get blank form and download the form assigned to that App User.
3. Open the form list and confirm the expected title and version are present.
4. Check the device date, time, battery, and free storage.
5. If the form uses photos, audio, or other large files, test the complete media path rather than only the questions.

If the form is missing, check the project assignment and Form Access settings before scanning a new QR code. A correct connection does not grant access to a form that the App User cannot use.

3. Test the offline path before deployment

Use the same device type and form version that the field team will use:

1. Turn on airplane mode.
2. Start a new form and complete a realistic interview, including required questions, skip paths, constraints, repeats, translations, GPS, and media used by the study.
3. Save a draft if the interview is interrupted. Reopen it and confirm that the answers are still present.
4. At the end of the interview, finalize the form. When the device is offline or automatic sending is disabled, finalized forms appear in Ready to send.
5. Reconnect the device and send the finalized form.
6. Confirm the submission appears in the expected project and form in Central.

The test should use a clearly labelled practice record. Remove it from the project or exclude it from analysis according to the study team's data policy.

4. Explain the three states to enumerators

ODK Collect separates an interview's local state from its server state:

Device state	Meaning	Enumerator action
Draft	The interview is incomplete or still being reviewed	Open it from Drafts and continue or discard it according to protocol
Finalized	The interview is complete and waiting to upload	Leave it in Ready to send until a connection is available, then send it
Sent	Collect has uploaded the interview	Keep it only as long as the device-retention policy requires

Make the offline drill part of enumerator training. People should practice the exact recovery steps before a real respondent is waiting.

5. Monitor the server side

Do not use the device screen as the only proof that fieldwork is progressing. Each day, compare the expected collection plan with the submissions received in Central or your monitoring dashboard:

• Which App Users or enumerators have submitted today?
• Are finalized records accumulating on one device?
• Did a form version change during collection?
• Are media attachments arriving with the submissions?
• Do timing, location, and completion patterns fit the field protocol?

If finalized forms remain on a device, start with ODK Collect submission troubleshooting. If the server receives records but the analysis team needs a repeatable export, use How to export ODK Central data.

When a new form version is being rolled out, pair this device checklist with the ODK Central form release checklist so the server publish and device download happen as one controlled cutover.

When should you use ODK Collect instead of a web form?

ODK Collect is the usual choice for enumerator-mediated work in places with unreliable connectivity, multiple forms, or long periods without a signal. The Android app can keep drafts and finalized submissions on the device until it can connect to the server. Central's web forms are a different workflow and should be tested separately if your study depends on browser-based collection.

SurveyLoopr can provision and maintain a managed ODK Central server, but your team still owns the form, App User access, enumerator protocol, submission review, and export policy. Start with managed ODK hosting when you need a server without taking on infrastructure maintenance.

Deploy a managed ODK server

Review the ODK field data quality toolkit