PocketSurvey Surveying Software: Knowledge Base

Merging Data Sheets and Portfolio Analytics

The PDF reports produced by the PocketSurvey mobile software are great, and the data tables for multiple sheets (Buildings, Items, Works) are ideal for browsing and analysis. However, sometimes you want a bird's-eye view of your data. The two topics below explain how to create portfolio-level reports.

Merging Data Sheets

To merge your survey data, first download it using the External Links feature in the PocketSurvey app. Then use tools like Microsoft Power Query or Power Pivot to combine the data into one clear dataset.

Watch the tutorials below to guide you through the process.

Analytics Dashboard

If you want a faster and more visual solution, consider the Analytics Dashboard add-on. It merges your data automatically and presents it through charts, tables, and graphs — perfect for portfolio-level insights and smarter decision-making.

Installing the APP on New Devices: Full Sync Needed

When you uninstall, change your device, and clear the cache the App has to download everything from your database again. Thus you need to make sure this is done on a fast internet connection before you go on-site, otherwise, the app won't work properly!

Do not go on-site with a new device and expect your massive database to download over a 3G connection!

There is normally a message saying ready for offline use (or just a few files not downloaded) on the menu at the bottom of the app

Importing a buildings address list into a PocketSurvey app using a CSV file

To import a buildings address list, you need a CSV file with column headings and cell contents that exactly match the field names and data formats used in the app. This ensures proper mapping and prevents errors during import. For example, headings like: Report Reference, Building Town, Building Address, and Inspection Type are the main ones you need.

If you send us a sample CSV, we can provide a template to guide you. The Building Address should be in a single field with components separated by commas - for example: 'Address1, Town, Postcode'.

On the desktop version of the app, open the three-bar menu at the top left, select Tables, then choose the Buildings table. Use the Import Buildings button to upload your CSV.

After clicking Import, please wait for the process to complete. Common issues include mismatched column names or cell values that don't match app menus, so make sure your data matches the app's expected format.

If you are struggling, please book a Support meeting via our website so we can guide you through the process and ensure a smooth import.

Can I change my App Licenses to other Users

Licenses you purchase aren't permanently tied to a single email address—you can reassign any license to a new user in your organisation at any time.

To swap a license to another account, just reach out to our support team. Let us know the current user's email and the new user's email, and we'll handle the transfer on the back end.

The new user will receive full access to the app as soon as the change is processed. There's no downtime or loss of data during the switch.

Before requesting a transfer, please ensure the new user has the appropriate role and permissions within your organisation's account to avoid any delays.

How do I assign a particular inspector to a Building Report

In the app, go to the main BUILDINGS page and click the building you want to update.

Click the PENCIL ICON in the bottom-right corner to open the edit view for that property.

Scroll down to the INSPECTION DETAILS section and find the INSPECTOR dropdown. Click it and select the new inspector from the list.

Once you've chosen the new inspector, click SAVE. The record will update immediately with no downtime or data loss.

What are PocketSurvey's policies on security and data protection?

PocketSurvey follows strict security and privacy practices to protect your data in line with GDPR and industry best standards.

We provide tools and guidance to help you carry out your own Data Protection Impact Assessments (DPIAs) when using our software, but we do not conduct DPIAs on your behalf.

Our platform includes secure data storage, user access controls, encryption, and audit logs to help ensure compliance and reduce risk.

You can view all our detailed policies, including our GDPR policy, insurance certificates, and disaster recovery plans at out website page below.

PocketSurvey Policies Page

How do users download and access the PocketSurvey apps?

Each user will receive clear instructions on how to download the app from the App Store or Google Play Store.

Please ensure your IT team allows users to install the AppSheet app and grant access to appsheet.com via their browser.

Once the AppSheet app is installed, users simply sign in with their email address to access the PocketSurvey apps assigned to them.

How to avoid data loss issues when working offline on iOS

PocketSurvey works offline but you should be aware of some issues, particularly associated with Apple/iOS when working offline. PocketSurvey use the Google platform called AppSheet which works great on Android but not as good on iOS.

AppSheet stores changes in the device's local cache until synced. However, an app crash, iOS cache clearing, or low device storage can lead to data loss. iOS's aggressive memory management may clear caches, especially during system updates or when storage is low, wiping unsaved data.

Please note that PocketSurvey does not accept responsibility for lost data due to these issues. Users should take precautions to prevent data loss, especially when working offline. See our Terms of Service.

How can users prevent data loss when working offline?

Sync Frequently: Manually sync the app as soon as connectivity is restored using the Sync button to save changes to the cloud.
Avoid Cache Clearing: Do not clear the AppSheet app cache manually or use iOS's "Offload App" feature, as this deletes unsynced data.
Maintain Storage: Keep sufficient free storage (a few hundred MB) on the device to prevent iOS from clearing caches.

What should users do after an app crash?

Immediately reopen the AppSheet app and check for pending changes before adding new data. If data is still missing, report to the PocketSurvey support team with details (iOS version, AppSheet version, error messages).

Is this problem unique to iOS?

Yes. Android is generally more reliable for retaining unsynced AppSheet data. It preserves cache after crashes, restarts, and forced closes, unless the user explicitly clears the app's data. In contrast, iOS may automatically purge AppSheet's temporary storage to free up memory.

What can users do to avoid losing data?

Users should sync regularly, avoid building up a large queue of unsynced changes, and not force-close the app. They should also ensure their iOS device has adequate free storage and keep the app active until syncing completes.

Does PocketSurvey have a recovery feature?

PocketSurvey offers a basic Recovery Mode that may retrieve unsynced data stored locally. However, it must be enabled before the cache is cleared and does not guarantee data recovery on iOS.

Should users prefer Android for offline data collection?

Yes. If offline use is common, Android devices are better suited to retaining AppSheet's unsynced data. They are less likely to lose information after crashes or restarts, making them more reliable in the field.

Best iOS Settings to Prevent Data Loss in AppSheet

1. Keep the app running in the foreground

iOS may suspend background apps. Users should periodically bring AppSheet to the foreground and sync after completing each form or building survey to reduce the risk of unsynced data being lost.

2. Turn off Low Power Mode

Low Power Mode restricts background activity, which can prevent sync from completing. Go to Settings > Battery > Low Power Mode and keep it off during inspections.

3. Disable 'Offload Unused Apps'

iOS may offload rarely used apps and wipe their cache. To prevent this, go to Settings > App Store > Offload Unused Apps and toggle it off.

4. Keep free storage available

iOS clears app data more aggressively when storage is low. Try to keep at least 10% of storage space free to avoid forced cache clearing.

5. Do not force-close AppSheet

Swiping up to close the app can flush temporary data. Users should avoid force-closing AppSheet until they've synced all their data.

6. Keep AppSheet updated

Ensure the app is always running the latest version for improved offline handling. Enable auto-updates in Settings > App Store.

7. Enable Background App Refresh (optional)

This may allow AppSheet to sync data passively. Go to Settings > General > Background App Refresh and select Wi-Fi & Mobile Data, then toggle AppSheet on.

8. Sync little and often

Users should sync regularly, ideally after each completed survey or form, to prevent a large backlog of unsynced entries from being lost.