Advanced user management: easily create and manage data collectors and admins

Thank you @designer_horizontal!

And just a few clarifications:

  1. We added a “group” column. We didn’t that fully, but the idea is rather than Kobo offering a fixed set of groups (e.g. moderators) with a fixed set of permissions (e.g. view submissions, validate submissions), users would be able to create the groups they want with the permissions they want. So they may do something like admins/moderators/enumerators, or instead group enumerators by geographic areas, etc
  2. As you can see, the User Management system is currently within each form’s settings. But it may be wiser to have it separate, for example as a third tab below Projects and Library on the left. So that a user can create/manage users and groups for their entire account, and then they can just share (using the current “sharing” feature) forms with specific users or groups.

Would love to hear everyone’s thoughts!


@raph @designer_horizontal Thanks for this! Could you please add a step by step UX flow? I’m not understanding where people click to get to these new screens and what the <5 button means.

The need for adding users this way was to quickly create several users who can be data collectors (ie who have the ‘add submissions’ permission. Is there a need to create users this way for the other permissions?


Yep, we’ll work on the flow next week.

The idea with the other permissions is just to give more flexibility to those ‘super admins’. Being able to create ‘moderators’ (who can validate submissions) or other ‘admins’ (who can do everything) makes deployment a lot easier: no need for each of those users to go to Kobo and create their own account, which takes time and have proved to complicate the process. The ‘super admin’ can create all accounts directly there, pick the right permissions, and send credentials to everyone. It is less of a priority than creating/managing data collectors, but would create a more comprehensive and simpler system to manage a deployment.

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Here’s an updated and more detailed flow:

Thanks @designer_horizontal!

@tinok after consulting with partners, we went for something a bit different. We created a new “Users” tab to manage users and group for the whole account. Once the users/groups are created, we would just need to go to the Sharing menu of the relevant form and share the permission(s) we want with the user(s) or group(s).


Thanks for the update, @raph and for the design @designer_horizontal! I may have missed it, but how would users create groups?

And how exactly are groups used? I get you can add/remove people from groups but not what effect this has. I suspect you imply adding groups in the current permissions screen?

How would users create groups?

Clicking on the “Groups” button on the left, and then on “New group” on the right

And how exactly are groups used? I get you can add/remove people from groups but not what effect this has. I suspect you imply adding groups in the current permissions screen?

Yes that is correct. The point of groups is to prevent having to give/edit/remove permissions to dozens, or sometimes hundreds of users. By putting all users in different groups, we would just have to go to the current permission screen, enter the group name, and select the permissions.

I edited the original post for clarity and to include a user story.

@raph It’s good to know that this feature is progressing. Is there any timeline on when it might be available?

Hi @davidwales I’m not part of the Kobo team, I was just pitching in with ideas and designs. But I believe there is not timeline yet for this feature

This would be so helpful. Write now I have to create separate accounts to enable log ins before viewing the forms, Kindly let us know when this can be actualized.

Thanks team.

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Also, having the ability to see every single user that created an account on your server would be great.
Right now I’m not sure how to check if somebody have hijacked my kobotoolbox instance for their own use.

With such a user management feature, it should then be possible to disable the ‘Create new account’ feature too.

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@paperSheet This seems to be a different objective. To see every user on the server you have to use your superadmin account (which you created when you installed the instance). From there you can see all users in the Django backend. To be sure, no one is ‘hijacking’ your server if you’re allowing anyone to register for an account (which can also be turned off in the Django backend). For more questions on this please post in the ‘KoBo on your own server’ category.

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Thanks @tinok, I eventually figured that the users created with the Django super admin could only work with kobo if their username did not contain a dot.
From there I could indeed mass create users.

Good Day everyone.
I dont have any idea of Django and i would love to create user and manage users(Collaborators) for my forms on Kobo collect is there any other way of doing it?

Welcome back to the community @daniel! Maybe you could create them manually like you did for your normal user account.

Thanks for your response.
It means i will have to Create email for each contributor right?

Hi @daniel, you can have a look at my answers over here:

and here if that’s helpful.

If you create users through the shell you don’t need to assign email addresses, however it’s probably recommended for your own management.

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Hi, has there been any progress in developing the discussed user management feature? I am not sure, yet, whether I have really understood what is currently possible to distinguish users with different rights, but I feel that the respective help section didn’t really help me (rather: Do you think everyone who uses the app will have to create a ‘new’ user ID under the server? - User Support / Account Issues - KoBoToolbox Community Forum) and that the need for the discussed feature is immense.