Choose Your Conversion Direction
Converting from KoboToolbox to Survey123
⚠️ Key Considerations
- Matrix questions need to be restructured as grouped questions
- Language headers change from label::Français to label::fr (ISO codes)
- Bold formatting changes from *text* to <b>text</b>
- Some KoBo-specific appearances may not be supported
1Export KoboToolbox Form
Click More Options (⋮) → Export to XLSForm in Kobo. Review the survey sheet (questions, types, logic) and choices sheet (selectable options).
2Adapting Question Types
Download the Blank Survey123 Form from the ConSoSci Survey Form Library and open it in Excel. Additionally, map Kobo question types to equivalent Survey123 types.
3Logic and Expressions
Copy questions from Kobo survey sheet to Survey123. Ensure field names use only lowercase letters and underscores. Convert matrix questions to grouped field-list questions.
4Transfer Choices
Copy options from KoBo's choices sheet to Survey123's choices sheet. Ensure names are unique and formatted without spaces or special characters.
5Multilingual Support
Replace Kobo's language headers (e.g., label::Français) with ISO 639-1 codes (e.g., label::fr).
6Appearance Adjustments
Adapt custom appearances where needed. For example, Survey123 requires <b>bold text</b> for formatting instead of *bold text* used in KoBo.
7Test in Survey123 Connect
Open the form in Survey123 Connect, preview for errors, test all functionality, and publish when ready.
8Data Integration
For existing data, ensure it matches the new field structure and types in Survey123. This might involve transformation or restructuring of data.
Converting from Survey123 to KoboToolbox
⚠️ Key Considerations
- Arcade expressions need to be simplified to XPath
- GIS-specific functions (area, distance) are not supported
- Language codes change from ISO (en) to full names (English)
- Complex Survey123 features may need simplification
1Export Survey123 Form
Open Survey123 Connect, select your form, navigate to the "XLSForm" tab, and save. Review the survey, choices, and settings sheets.
2Get Blank Kobo Template
Download the Blank KoboToolbox Form from the ConSoSci Survey Form Library and open it in Excel.
3Adapting Question Types
Map Survey123 question types to Kobo equivalents. For instance, group-based layouts in Survey123 may need to be adapted to Kobo's matrix structure.
4Transfer Choices
Copy choices from Survey123's choices sheet and adjust the formatting to meet KoBo's requirements.
5Appearance Adjustments
Review and adapt appearance settings. Some Survey123-specific settings may need simplification or removal.
6Multilingual Support
Adjust translation columns in Kobo to follow its simpler multilingual structure.
7Testing
Test the migrated form in KoboToolbox thoroughly. Focus on ensuring constraints, logic, and relevant expressions work as expected.
💡 General Conversion Tips
📋 Maintain Backup Copies
Always work on copies of the original forms to avoid data loss during conversion.
📝 Use Blank Templates
Start with a blank form template of the target platform to avoid structural issues.
📚 Document Changes
Keep a record of all modifications for future reference and troubleshooting.
🔄 Iterative Testing
Validate forms iteratively to identify and resolve errors early in the process.
🔍 Platform-Specific Resources
Use help documentation and community forums for platform-specific troubleshooting.
If you are unable to submit
In some cases, there might be an issue that prevents a survey form from being submitted. It can sometimes be unclear what the issue is. In order to diagnose the issue:
1. Review the required column and make sure that groups and notes are not required.
2. If that does not work, double check the constraint column and make sure the correct names are used in the formulas.
3. If you are unsure whether the issue is from a constraint or from a required question, remove all the required questions. If the survey is able to be submitted after this, then the issue is a required question. You can then reapply the required questions. Check which questions were required in the original Kobo form. Required questions should be ones that can always be answered. If this process did not work, it might be a constraint issue.
About this guide
The purpose of this document is to help people to convert social science survey forms between KoboToolbow and Survey123. It is meant to be used by people who know about XLS form and have used either Kobo and/or Survey123 before.
You should not use this document to choose which data collection tool to use between KoboToolbox and Survey123. We created this short guide to help conservation practitioners convert template forms available on the ConSoSci Survey Form Library, or other online form libraries, between Survey123 and KoboToolbox.
If you don't know how to use those tools, we strongly recommend you first explore specific training materials explaining how to use them. The section below provides links to help you find training resources on KoboToolbox, Survey123, and XLS Forms.
The content of this guide was developed by members of the ConSoSci Partnership and Claude.ai. We would like to thank ConSoSci members who have reviewed, tested and improved this guidance.
About the tools
1. KoBoToolbox
KoBoToolBox is a free, open-source, cloud-based electronic data collection system based on Google's Open Data Kit (ODK). It is designed for humanitarian and field data collection efforts and supports building surveys in XLSForm format.
Key resources to learn more about KoBoToolbox:
- Help Centre
- Community Forum
- ConSoSci KoboToolbox Manual
- ConSoSci KoboToolbox online training
2. Survey123
Survey123, part of the Esri ArcGIS suite, is a mobile and web-based application for data collection, mapping, and spatial analysis. It supports geographic information system (GIS) integration and allows users to build surveys using a user-friendly interface.
Key resources to learn from:
- Help Documentation: https://doc.arcgis.com/en/survey123/
- Esri Community Forum: https://community.esri.com/t5/survey123-questions/ct-p/survey123
- Survey123 YouTube Channel: https://www.youtube.com/@Esri/
- ConSoSci KoboToolbox online training
Survey123 has a free version with basic functionality, but advanced features require an ArcGIS license. The free version allows:
- Creating surveys
- Collecting data on web/mobile
- Basic data management
For full GIS integration, advanced analysis, and enterprise features, you'll need a paid ArcGIS Online or ArcGIS Enterprise license. The specific capabilities depend on the license tier.
3. XLS Form
XLSForm is a format used for defining surveys in Excel spreadsheets. It is widely used in platforms like KoBoToolbox, Survey123, and others. An XLSForm includes:
- Survey Questions: Types, labels, and hints.
- Logic: Skip logic, constraints, and relevant conditions.
- Appearance Settings: Custom displays such as table-lists and auto-complete options.
- Multilingual Support: Translation columns for different languages.
- Media Files: For embedding images, audio, or video.