Collector quotas

Limit	Set by	Applies to
Collector quota (Response Limit)	The supervisor, when issuing the code	One collector
Survey or form limit	Your plan, packs, and any closing date	Everyone collecting for that survey or form

A collector can be stopped by either one. For example, the survey may still have room for others while this collector's own quota is used up.

• Your limit on the Start new form tab shows how many answers the collector may still send.
• When it reaches zero, the app shows You have reached the number of responses assigned to you for this form, and the Open form button disappears.
• If the whole survey or form has 5 or fewer answers left, the app warns: This form is nearly full. Check with your supervisor before collecting more.
• If there's a closing date, it's shown under Closes.

Warning Your limit is updated only when the device connects. While offline, answers you collect are not taken off the number until they're sent. A collector with 3 left can keep collecting offline, and only find out later that they went over.

This usually happens when a collector works offline for several days without knowing how close they are to their quota. Here is exactly what happens:

1. When the device connects, it sends everything waiting.
2. The server checks each answer on its own, in order. Answers up to the quota are accepted and saved.
3. Answers beyond the quota are refused, with the message You have reached the number of responses assigned to you for this form.
4. Nothing is lost. Refused answers stay on the phone, under Drafts, marked Errors.
5. The supervisor sees on the codes list how many of that collector's answers were refused, and when.

A refused batch never cancels the good answers in it. If 60 answers are sent and the quota allowed 50, the 50 are saved.

1. Stop collecting on this code.
2. Don't delete the refused answers, and don't sign out yet.
3. Open Drafts and tap Export as CSV.
4. Send the file to your supervisor.

First decide: do you need these extra answers?

If you don't need them, nothing else is required. The quota did its job.

If you want to keep them:

1. Get the CSV file from the collector.
2. Open the survey's results, or the form's records, and use Import Responses (CSV) (Import Submissions (CSV) for forms). Arrange the file to match the import template the platform provides.
3. Imported answers count against your survey or form limits like any others.

If the collector should keep collecting: a code's Response Limit is set when the code is issued and can't be changed afterwards. Issue the collector a new code with a new limit. Before they link it, they must send everything and export their drafts, because signing out deletes what's left on the phone.

Sometimes the refusal comes from the survey or form limit, not the collector's quota (for example, the plan's responses ran out). Here there's an easier fix:

1. The administrator adds room, by buying a responses pack or subscribing. See Packs and add-ons.
2. The collector opens Drafts, selects the refused answers, and taps Mark selected for sending. They are accepted this time.

• Tell each collector their quota before they go out.
• Ask collectors to sync every day so their remaining number stays accurate.
• Set quotas with a small margin, rather than an exact figure.
• Check the survey's total limit before a big field exercise.
• Watch the codes list for collectors who have gone silent.