How do we retroactively get access to a persons surveys & data and transfer them to other accounts (if a person leaves an organization)?

User Support Data Management
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1

The new ability to transfer surveys & data is great.

But what if someone leaves the organization without doing that transfer? How do we retroactively get access to their surveys & data and transfer them to other accounts? (We obviously don’t have that person’s Kobo password)

2

Welcome back to the community, @rebeccalk! You can only transfer the project ownership on a mutual agreement with the staff who left the organization. Or maybe make a checklist of things to handover when he/she is leaving the organization.

1 Like
3

So if they’ve left, then there’s no way to get that data? (Forms, at least, can be re-created from the URL)

(Obviously yes, this should be done as part of the exist process; but in real life it doesn’t always happen.)

Someone from Kobo told me that our IT head needs to e-mail Kobo with the person’s account name or organizational e-mail address and you would facilitate that transfer. Hence my writing now to find out the specifics.

5

@rebeccalk, we can only help you in the following conditions:

  • The user account should always be created with a generic official email ID (not a personal official ID). So with this, the KoboToolbox account would be an official account instead of a personal account. Hence in such cases, if you reach us with the registered email ID we could always reset the password for you (office).
  • If the KoboToolbox account was created with a registered official email but the staff has already left the office, you will need to request your IT team to activate the email until you recover your KoboToolbox account. This is because we will only reset the password if the registered email ID reaches us with the same request.

Hope these details help!