Ecobot uses a Check-In and Check-Out system to manage survey access between Ecobot Collector (mobile) and Ecobot Manager (web). This ensures only one person edits a survey at a time, preventing data conflicts and maintaining version control.

When a survey is checked out, it’s editable on the device you are working on whether it is Collector or Manager. When checked in, it’s safely floating around in the cloud and will be available for check out in both Collector and Manager.

Collector

Understanding Check-In and Check-Out

Each survey in Collector displays a status icon to show whether it’s checked in, checked out, or locked. *The colors of the bars on the lefthand side is the survey status, and not the check-in check-out icon

• Green Unlock (Working) – The survey is checked out and editable on your device. 
• Blank or Gray (Available) – The survey is checked in and available to download to another device. 
• Gray with Lock Icon (Locked) – The survey is locked on Ecobot Manager, meaning someone else is editing it or it’s been manually locked from Manager.

See the status within the survey at the top

Checking Out a Survey

Check out a survey to make it editable in Collector. When checked out, the survey is locked in Ecobot Manager to prevent others from editing it at the same time.

1. From the survey list in Collector, open the survey you want to edit. 
2. Tap Manage Survey in the top-right corner. 
3. In the Sync Survey Data menu, toggle Check Out Survey on. 
4. Tap Sync & Check-Out Survey to complete the process.

Your survey will now show as Working, indicating it’s checked out and editable.

Note: While a survey is checked out, other users will see it as locked in Ecobot Manager and won’t be able to make changes until you check it back in.

Checking In a Survey

When you finish your fieldwork, check in your survey to upload your data to Ecobot Manager. Checking in unlocks the survey so others can view or edit it.

1. In Collector, open your active (checked-out) survey. 
2. Tap Manage Survey in the top-right corner. 
3. In the Sync Survey Data menu, toggle Check In Survey on. 
4. Tap Sync & Check-In Survey.

The survey will upload to Manager and switch to Available status.

Note: Checking in requires an internet connection. We recommend using Wi-Fi when uploading large photo sets.

Locked Surveys

If a survey shows as Locked, it means it’s currently being edited by another user or was manually locked in Ecobot Manager. You’ll see the lock icon and the user’s name who has it checked out.

You’ll be able to open and view the survey, but editing will be disabled until it’s checked back in, but we give you the information you need to contact the individual that currently has the survey checked out.

Tips for Managing Survey Access

• Always check in surveys after completing fieldwork so teammates can access them in Manager. 
• If a user forgets to check in a survey, an account admin can perform a Force Check-In in Ecobot Manager. (insert article here)

Manager

Just as in the mobile app, surveys in your list will appear in one of three states, all of which are viewable:

• Editing (Unlocked icon). You are actively editing. Newly created surveys will default to this setting until checked in.
• Locked (Grayed-out survey name):  The survey is checked out somewhere else. Find out by who and on what device by selecting the survey and viewing the checkout status box on the right of the screen.
•  Available (No icon): You can check the survey out by clicking on the survey name and navigating to the check in/out box at the right of the screen below the map toggles (see below).

• Select a survey to see its Survey Details page. On the right of the screen, beneath the map toggles, you will see additional details about the survey and its editing status.

• It will appear in one of these three states:

	Data have been synced but the survey has not yet been "checked in" from another device. We tell you which user has checked out the survey, and on which device. The survey must be checked back in on that device in order to be un-locked.
	You've got the green light, but are not yet editing.
	You are actively editing.

Click 'Check In' or 'Check Out' to perform your desired action. Once the survey is Checked Out, you can begin editing. 

Locate Device Information for Checked Out Surveys in Ecobot Manager

If Surveys are checked out in your account and you want to check them back in but aren't sure where they are, you can view this information from Ecobot Manager.