Welcome to Your Dashboard
This guide walks you through every part of the ReportBase Client Panel — from adding staff to reviewing field submissions. No technical knowledge required.
Logging In
Open your browser and go to:
This is the short name given to you by ReportBase (e.g. myschool). It is case-sensitive.
Your admin password — different from staff app passwords.
You will land on the Overview tab showing your licence details and stats.
Dashboard Overview
After login you see the Overview tab. The dashboard is organised into tabs across the top:
What you see on Overview
| Item | What it means |
|---|---|
| Licence Status | ACTIVE, TRIAL, or EXPIRED. Trial shows days remaining. |
| Plan | Your current plan (Starter / Basic / Growth / Pro). |
| Users | How many staff accounts you have vs your plan limit. |
| Forms | Total form templates published to your staff. |
| Submissions (30d) | Forms submitted by field staff in the last 30 days. |
| Organisation QR | The QR code your staff scan to set up the app on a new phone. |
Users & Devices
This tab manages all your field staff accounts and the phones they use.
Adding a new staff member
A form will appear.
Username must be unique. Role is usually Staff.
Staff member can now log in on the Android app using those credentials.
Resetting a device
If a staff member gets a new phone, or the app is stuck, you need to reset their device binding so they can scan the QR again.
Click the three-dot menu or the Reset Device button beside their name.
This clears their device binding. They will need to scan the organisation QR code again on the new phone.
Roles explained
| Role | What they can do in the app |
|---|---|
| Staff | Fill and submit forms. View their own submissions. |
| Supervisor | Everything Staff can do, plus view all submissions in their department. |
| Admin | Full access inside the app. Can also see the admin dashboard section. |
Departments
Departments group your staff so they only see forms relevant to them. Examples: Field Team, Health Workers, Teachers.
Creating a department
Keep it short and clear, e.g. "Field Team".
It appears in the list immediately. You can now assign users and forms to it.
Forms
Forms are what your field staff fill out in the app. You build and manage them here.
Creating a form from scratch
E.g. "Daily Field Visit Report".
Field types: Text, Number, Date, Dropdown, Checkbox, Photo, GPS Location, Signature.
Choose which department sees this form.
Staff in that department will see the form in their app within minutes.
Importing a form from a spreadsheet
Have an existing data collection sheet? You can import it.
AI Import lets you paste a table or describe fields in plain text.
Check that each field looks right before saving.
Field types at a glance
| Field Type | Use it for |
|---|---|
| Text | Names, notes, free-text answers |
| Number | Counts, quantities, scores |
| Date | Visit dates, event dates |
| Dropdown | Fixed choices (e.g. Yes / No / Partial) |
| Checkbox | Multiple selections from a list |
| Photo | Camera shot or gallery image as evidence |
| GPS Location | Automatic coordinates of where the form is submitted |
| Signature | On-screen signature for approvals |
Submissions
Every form your staff submit in the field appears here for you to review.
Browsing submissions
On the Submissions tab you can:
- Filter by Form, Staff Member, Date range, or Department
- Click any row to see the full submission with all answers and photos
- See the GPS location on a map (if the form includes location)
- View the AI quality review result (if AI Review is enabled)
Exporting data
Download your submissions as a spreadsheet for reporting or analysis.
E.g. filter by date range or specific form.
The file downloads to your computer.
Deleting a submission
Open any submission and click Delete. You will be asked to confirm. Deletion is permanent.
AI Review
ReportBase can automatically review every submission for quality — checking if answers are complete, relevant, and meaningful. This is done by AI in the background.
What AI Review does
- Checks that answers actually answer the question (not just "yes" for everything)
- Flags unusually short or unclear answers
- Gives a quality score and brief comment
- Does not correct spellings or edit answers
- Never delays or blocks the submission — always runs after
Turning AI Review on or off
Changes apply immediately — no need to republish forms.
Report Portal
The Report Portal is a separate, read-only website you can share with donors, partners, or senior management. It shows charts, maps, and submission summaries — without giving anyone access to your admin dashboard.
Sharing the portal
The Report Portal link is:
When someone opens it, they will be asked for your Organisation Name and Password. You can share these with trusted viewers — they cannot edit anything.
What the portal shows
| Tab | Content |
|---|---|
| Overview | Summary charts: submissions over time, by form, by department |
| Map | GPS pins for all submissions on a live map |
| Submissions | Browsable list of all submissions with answers |
| Guide | How-to information for portal viewers |
Account Settings
Changing your admin password
You will need to use the new password on your next login.
Uploading your organisation logo
Your logo appears on staff phones and in the Report Portal.
Must be a direct link to an image file (ending in .png or .jpg). Google Drive sharing links do not work — use Imgur or a similar image host.
Staff phones will update the logo on their next sync.
Your Organisation QR Code
The QR code on the Overview tab is what new staff scan to link their phone to your organisation. You can also access it from the Account tab.
- Print it and stick it somewhere accessible to staff
- Or share it digitally via WhatsApp / email
- Staff only need to scan it once per phone
Tips & FAQ
Staff can't see the new form I published
Forms sync when the app has internet. Ask the staff member to open the app on a working connection and wait 30 seconds for the sync. If still missing, check the form is assigned to their department.
Staff phone shows TRIAL banner even after reset
Make sure you used the Reset Device button in the dashboard (not just told the staff to reinstall). After the reset, the staff member must scan the QR code again on the new phone.
I forgot my admin password
Contact ReportBase support at ernestvdavid@gmail.com with your organisation name. Do not share your password with anyone else.
How many staff can I add?
Can I use the dashboard on my phone?
Yes — the dashboard works in any mobile browser. The sidebar collapses automatically on smaller screens.
Need help? Email ernestvdavid@gmail.com · reportbase.app