Linking users with facilities and email issue

Our planned setup in brief - we have a web portal for which we want to use kobo app/forms in the field for data collection and upload daily. Data collection is against each ‘physical facility’, by a ‘facility user’. As we are new in kobo, our queries -

A. Can we setup or link each mobile app to ‘one facility’, that this specific mobile will be used for the specific facility?

B. Users don’t have gmail, in fact they don’t have any mail address. And it would be difficult to create mail address and start new sites on the go. How do we manage the implementation when new sites are added sporadically?

C. Can we link users with facilities?

D. Our system has 18000 health facilities (although data entry will be for selected facilities), we are struggling to understand how we download or sync the facility list and even user list from our system to kobo, for easy management.


Do you mean linking one mobile device to a facility? If so, that may not be feasible.

If you intend to use android devices, then you may not fully run away from installing a generic gmail address for the facility. However, you cannot also lock an email to a facility when using the application.

As a matter of design, no you cannot define a user and lock it to a specific geographic area.

I would suggest that you use cascading select approach where you start with a larger grouping of the facilities such as the provinces or districts. The approach would be to use this as described within our articles and the discussion that has happened below

On the issue of users you can also create logins that are also specific to a facility using the same cascading approach.

Normally it is much easier to initiate your form and then ask for support o the best tweeks. If you need much more advanced customizations, we also recommend you post on the job boards where you can get other users who may be able to support you directly based on your mutual agreement.


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There is no feature in Kobotoolbox that specifically addresses your requirements. However, with some clever use of the pulldata() function you may be able to manage your A & C points. It might require some programming though.

For B, as far as I know Kobotoolbox supports multiple registrations using the same email address. However as @stephanealoo mentioned, you would need a Gmail account on the android phones anyway.

As for D:
This sounds similar to some of the work that my company is doing. We do have some separate systems to help with these kinds of process flows. If you are interested in a commercial solution that meets all your requirements (I think), you can send me a DM to discuss.