How to Build a Real-Time Kobo Toolbox Dashboard with Alerts (Power BI & Tableau)

During an Ebola outbreak in DRC Congo August 2022, a colleague built a Kobo-powered dashboard that alerted health teams the moment a critical case was reported—cutting response time from days to minutes. Whether you're monitoring surveys, inspections, or field reports, adding automated alerts transforms your dashboard from passive to proactive.

Here’s how to build a Kobo dashboard with real-time alerts in Power BI or Tableau, complete with SMS/email triggers.

Step 1: Set Up Real-Time Data Connection

Choose one of these methods:

1. Kobo API (Best for live data)
2. Google Sheets Sync (Easy for non-coders)
3. CSV Auto-Download (Manual but simple)

Example API endpoint for Power BI:

https://kf.kobotoolbox.org/api/v2/assets/[FORM_ID]/data/?format=json  

Step 2: Design the Dashboard for Alerts

Key Metrics to Track

• Urgent submissions (e.g., “Severe symptoms” = “Yes”).
• Data quality issues (missing GPS, outliers).
• Response rates (e.g., “<50% surveys completed today”).

Power BI example:

DAX

Urgent_Cases = COUNTROWS(FILTER(Data, Data[Symptom_Severity] = "Severe"))  

Tableau example:
Create a calculated field:

Copy

IF [Symptom_Severity] = "Severe" THEN 1 ELSE 0 END  

Step 3: Add Visual Alerts to the Dashboard

A. Traffic Light Indicators

• Power BI: Use conditional formatting in tables.
• Tableau: Color-code marks with: Copy[Urgent_Cases] > 5 → RED [Urgent_Cases] > 0 → YELLOW ELSE → GREEN

B. Highlight Critical Rows

• Tableau: Add a highlighter action for “Severe” responses.
• Power BI: Use data bars or icons.

Step 4: Set Up Automated Notifications

Option 1: Email Alerts (No Code)

• Power BI + Power Automate:
  1. Trigger when [Urgent_Cases] > 0.
  2. Send emails with submitter details and location links.
     Tutorial
• Tableau Server:
  • Set up subscriptions for stakeholders.

Option 2: SMS Alerts (Low-Code)

• Tools: Twilio ($), ClickSend, or local SMS gateways.
• Steps:
  1. Use Power Automate/Zapier to:
     • Watch for new [Severe] = "Yes" submissions.
     • Send SMS to field teams with: CopyALERT: Severe case at {GPS}. Contact: {Phone}.

Real-World Example:
I used this to notify medics during a cholera outbreak—response time dropped 80%.

Step 5: Mobile Optimization

• Power BI: Enable mobile layout (View → Mobile Layout).
• Tableau: Use device-specific designs.

Pro Tip: Add a QR code to your dashboard for field teams to scan!

Free Dashboard Template

• Download Kobo Alert Dashboard (Power BI)
• Tableau Public Template

Final Thoughts

A Kobo dashboard with alerts turns data into actionable insights. Start small (e.g., email alerts), then scale to SMS/teams.

What’s your use case? Disease tracking? Field inspections? Share below!