Ecobot moves survey data between Ecobot Collector (mobile) and Ecobot Manager (web) in two ways. Sync copies your data to the Ecobot cloud. Check-in and checkout control who can edit a survey, so only one person edits it at a time and nobody's changes overwrite someone else's.
The short version
- Sync saves your data to the cloud. Point and survey data sync automatically whenever your device has service. Photos don't.
- Checkout makes a survey editable on one device, in Collector or Manager, and locks it everywhere else.
- Check-in uploads everything, including photos, and releases the survey so someone else can check it out.
Syncing doesn't check a survey in. Your data can be fully up to date in the cloud while the survey is still checked out and locked to your device.
Automatic sync
In Collector 4.1.10 and later, survey and point data sync to Manager automatically. There's no setting to turn on.
- With service: data syncs when you create a survey or exit a point.
- Without service: data is saved on your device and syncs as soon as you're back in service.
- Photos aren't included in automatic sync. They upload when you sync manually or check in.
If you're on an older version, update Collector from the App Store (iOS) or Google Play (Android).
Syncing manually
Sync all surveys: In Collector, tap the gear icon in the top-right corner, then tap Sync All Surveys. This also pulls down anything that changed in Manager, such as surveys transferred to you or merged surveys. It's good practice to do this every time you open Collector.
Sync one survey: Open the survey and tap Manage Survey in the top-right corner. This opens the Sync Survey Data screen, described next.
The Manage Survey screen
The Sync Survey Data screen is where you send data to Manager and pull data down from it. Turn on what you want to sync:
- Sync Points uploads or updates your point data in Manager.
- Sync Map Features sends polygons, lines, and boundaries you mapped in the field.
- Send Photos to Manager uploads photos taken on your device.
- Get Photos from Manager downloads photos other users have added to the survey. If the survey has a lot of photos, you can skip this to save time and storage on your device.
Tap Continue, wait for Sync Complete, and each item shows a green check when it's done.
Anything highlighted in orange in a survey hasn't synced yet. When nothing is orange and the Manage Survey screen says you're all caught up, your device and the cloud match.
Watch a short walkthrough of managing surveys in Collector:
Survey status
In Collector, each survey shows a status icon:
- Working (green unlocked icon): checked out and editable on your device.
- Available (blank or gray): checked in, and anyone can check it out.
- Locked (gray with a lock icon): checked out by someone else, or locked from Manager. You can open and view the survey, and you'll see who has it checked out, but you can't edit it.
The colored bars on the left of the survey list show survey status, not checkout status.
Opening a survey shows the same status at the top of the screen:
In Manager, surveys appear as:
- Editing (unlocked icon): you're editing it. New surveys start in this state until they're checked in.
- Locked (grayed-out name): checked out somewhere else.
- Available (no icon): ready to check out.
To see who has a survey and on which device, select the survey. The check-in/checkout box is on the right side of the Survey Details page, below the map toggles.
Checking out a survey
In Collector:
- Open the survey from your survey list.
- Tap Manage Survey in the top-right corner.
- In the Sync Survey Data menu, turn on Check Out Survey.
- Tap Sync & Check-Out Survey.
The survey now shows as Working, and it's locked in Manager for everyone else.
In Manager: Select the survey, then click Check Out in the check-in/checkout box on the right.
Checking in a survey
In Collector:
- Open your checked-out survey.
- Tap Manage Survey in the top-right corner.
- In the Sync Survey Data menu, turn on Check In Survey.
- Tap Sync & Check-In Survey.
The survey uploads, including photos, and switches to Available. Check-in needs an internet connection. Use Wi-Fi if you have a lot of photos.
In Manager: Select the survey, then click Check In.
Check surveys in as soon as fieldwork is done, so the office can start QA/QC.
Signing out checks surveys in automatically
If you sign out of Collector while surveys are checked out, Collector syncs and checks each one in before sign-out finishes. Photos and form data upload first, so make sure you have a stable connection. Once sign-out finishes, those surveys show as Available in Manager and on other devices.
This matters because each license works on one device at a time. Signing out is the safe way to switch devices or hand a phone to a teammate.
When a survey is stuck
If a survey is locked, open it in Collector or select it in Manager to see who has it checked out and on which device, then ask them to check it in.
This video shows how to find where a survey is checked out from Manager:
If someone forgets to check a survey in, or can't (for example, they're away or their device is lost), you can force check-in from Manager.
Force check-in only brings in data that already reached the cloud. Anything still on the device, including photos that were never uploaded, isn't included. Before forcing check-in:
- Ask the person to confirm their device has synced.
- Check that the number of points, photos, and features matches what you expect.
To force check-in:
- In Manager, find the survey on your main survey page.
- Click the ellipsis (…) on the right side of the survey row.
- Select Force Check In.
- Type Check-in to confirm, then click Check-In.
The survey is now available for editing. Admins and Managers can force check-in any survey in the organization. Users can force check-in only their own surveys.
If a device is lost, see What to do if you lose a device.