A data session is a session for collecting or updating information — without photos. Use data sessions when you need to gather contact details, verify emergency contacts, collect dietary requirements, or update any field data at scale.
Data sessions use the same roster, assignment, and approval concepts as photo sessions, but capturers submit field data instead of photos.
When to use a data session
| Scenario | Session type |
|---|
| Capture headshots for ID cards | Photo session |
| Collect updated phone numbers from staff | Data session |
| Verify emergency contact details | Data session |
| Gather dietary requirements before an event | Data session |
| Capture photos AND update contact info | Photo session (with editable fields) |
Creating a data session
- From the sidebar, click All Sessions
- Click Create Session
- In the Session Wizard, set Type to Data
- Configure your fields — for each field, decide:
- Show to capturer — whether the capturer sees it on the mobile app
- Capturer can edit — whether the capturer can change the value
The Capturer can edit toggle is the sole control for field editability in data sessions. If a field is visible but not editable, capturers see it as read-only context (e.g. showing the person’s name while they update their phone number).
- Choose a data review mode (see below)
- Assign capturers and create the session
Data review modes
When creating a data session, you choose how submitted data is handled:
| Mode | Behaviour | Best for |
|---|
| Review all | Every submission goes to the review queue for admin approval | Sensitive data that needs checking |
| Review new only | Only submissions for new people (not in the roster) need review | Verifying existing records with minimal admin effort |
| Auto-approve | All submissions are automatically approved | Low-risk data collection where speed matters |
If you’re not sure, start with Review all. You can always bulk-approve submissions if they look correct.
How capturers submit data
On the mobile app, capturers:
- Open the data session from their home screen
- Select a person from the roster (or add a new person, if allowed)
- See read-only context fields and editable data fields
- Fill in or update the editable fields
- Tap Submit
The submission appears in the admin portal for review (unless auto-approve is enabled).
For detailed capturer instructions, see the Capturer Guide: Entering Data.
Reviewing submitted data
Open your data session and go to the review queue. Each submission shows:
- The person’s name and UID
- The submitted field values
- The current status
Submission statuses
| Status | Meaning |
|---|
| Pending | Submitted, awaiting your review |
| Submitted | Data received (used in some review modes) |
| Needs Revision | You’ve flagged issues — capturer should resubmit |
| Approved | Accepted as correct |
Approving and rejecting
For each submission, you can:
- Approve — Accept the data as correct
- Flag for Revision — Send it back with notes explaining what needs to change
- Bulk approve — Select multiple submissions and approve them at once
Flagging for revision
When you flag a submission for revision:
- Click Flag for Revision on the submission
- Enter revision notes explaining what needs to change (e.g. “Please include area code with phone number”)
- The capturer sees your notes on the mobile app next to the person’s entry
- When the capturer resubmits, your revision notes are automatically cleared
Revision notes are visible to the capturer on their next visit to that person’s record. They’ll see a banner with your feedback at the top of the data entry form.
Syncing data back to your Master List
After reviewing and approving submissions, you can push the updated field values back to your Master List using Save to Master List. This works the same way as for photo sessions — CaptrID generates a changeset for you to review before anything is written.
What’s next?
