XLSForm basics for survey design

What is XLSForm?

XLSForm is a form standard for writing surveys in a spreadsheet. The XLSForm documentation says it simplifies form authoring in Excel, a tool most people already know. You write the form in rows and columns, then upload the file to a platform such as KoboToolbox or ODK, which turns it into a working form.

It suits both simple and advanced forms. If you are new to data collection tools, read getting started with KoboToolbox first.

What sheets does an XLSForm have?

A workbook usually has two sheets, survey and choices, and a third optional sheet, settings. Use lowercase sheet names.

The survey sheet

Each row is usually one question. The three required columns are:

• type: the kind of answer, such as text, integer or select_one.
• name: the short variable name. It becomes the column heading in your data.
• label: the question text people read.

The documentation sets rules for names: they must be unique, start with a letter or an underscore, and contain only letters, digits, hyphens, underscores and periods. Names are case-sensitive. ODK documentation adds that names cannot contain spaces. Use short, clear names such as age or date_of_birth.

The choices sheet

For select questions, list the options on the choices sheet. Each row is one choice. Rows with the same list_name form one set. You can reuse a list, such as yes and no, for many questions.

Survey sheet

Choices sheet

Notice that the type select_one yes_no links the question to the list name yes_no.

The settings sheet

The settings sheet is optional, but the documentation highly recommends at least these columns: form_title, form_id and version. A common version format is yyyymmddrr, for example 2026111001 for the first revision on 10 November 2026. This helps you track which version collected which data.

Other settings include default_language for forms with translations, and an encryption key for encrypted forms.

Which question types do you use most?

The XLSForm documentation lists many types. These are the most useful for NGO surveys.

Prefer select questions to free text where answers are known. They give cleaner data and are faster to enter. Keep a short "other, please specify" option only when you need it.

How do you add skip logic and checks?

Add optional columns to the survey sheet. Two common ones are:

• relevant: show this question only if a condition is true. For example, ask about cash amount only if has_cash is yes.
• constraint with constraint_message: limit the allowed answers, such as age between 0 and 110.
• required: make a question compulsory.

The ODK and XLSForm documentation describe these columns and their syntax. Start with one or two and test each. Good constraints stop errors at the point of entry, which supports data quality checks.

How do you upload and test?

KoboToolbox suggests this process:

1. Create the sheets and columns in your spreadsheet software.
2. Add questions and choices.
3. Add form settings.
4. In KoboToolbox, click NEW and choose Upload XLSForm, or import from a link.
5. Preview the form and fix any errors.
6. Deploy it, and test again on the devices your team will use.

Read the error message if the upload fails. The most common causes are spaces in names, duplicate names, and a list name in a select type that does not exist on the choices sheet.

Mistakes to avoid

• Duplicate or spaced names. They stop the form from loading.
• Sheet names in capitals. Use lowercase.
• Mismatched list names. The name after select_one must match the choices sheet exactly.
• Too many questions. Keep the form tied to your indicators. See SMART indicators.
• No version number. You cannot tell which data came from which form.
• Skipping the test. Always test skip logic with real examples.

How EMPO can help

EMPO is a trusted, Myanmar-based training and consultancy provider and one of the country's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. Our MEAL training covers survey design and data tools, and our store has a KoboToolbox XLS Forms package with 23 ready-to-use forms. We work online or in person across Myanmar, in English and Burmese. See our training services or contact us.

Sources

• XLSForm Docs — XLSForm.org
• Getting started with XLSForm — KoboToolbox documentation