This article walks you through everything you need to know to set up and use Offline Data Collection in Motivity Clinical — from enabling permissions and preparing your device, to collecting data and syncing sessions back to the learner's timeline. Whether you're heading into a location with limited connectivity or planning ahead for a session without internet access, this guide has you covered.

Offline Data Collection gives your team the flexibility to keep clinical documentation moving even when internet access isn't available. Having a clear setup process in place ahead of time means less stress in the moment and more confidence that your data will be captured accurately and safely.

⚠️ Offline Data Collection is not a safety net for unexpected internet loss. You must set up offline mode while still connected to the internet. This feature is intended for situations where you know in advance that internet access will not be available.

💡 Supported browsers: Use offline mode on Chrome or Safari only.

💡 What "offline app" means: The offline data collection app referenced throughout this article is a progressive web app (PWA) that runs through your browser using cached data. It is not an app available for download in the Play Store or App Store.

A new permission — Use Offline Mode — controls access to offline data collection. Administrators can find this permission in the Learner section of a role. It can be set for either assigned learner teams or all learners, and is off by default. Enabling this permission will also escalate the Collect Data permission automatically.

Once the permission is enabled, users will see a new card at the bottom of the learner's blade called Offline Data Manager. Selecting this will take you directly into the offline data collection app, where you can collect data and sync sessions.

Setting up your device ahead of time is essential — offline data is stored as cached data in your browser, so preparation while you're still online is key. Follow the steps below to get ready.

💡 Tip: Bookmark the offline data collection app for easier access while offline.

Your PIN is a unique numerical code that you create to access offline data collection on your device. It is stored locally on your device and ensures that your data is encrypted and secure.

⚠️ To set up or reset a PIN, you must be online and logged into your Motivity account.

💡 Note: If you are using a different device, browser, browser profile, or have recently cleared your cache, you will need to set up the device again — even if you've used the app before. Your PIN and cached data are specific to the device and browser where they were originally created.

Syncing downloads the most recent version of the learner's program protocols and settings to your device. You must have an internet connection to do this.

⚠️ Any updates made to programs after you sync will not be available on your device. It is strongly recommended to re-sync before each use of offline mode to ensure you have the most up-to-date information.

To manually sync data sheets:

Once confirmed, you're ready to collect data offline! 🎉

You can save multiple learners to your device. However, we recommend limiting this to only the learners you will need for that day — this reduces the risk of conflicts caused by program updates and keeps your device organized.

The offline app looks and navigates similarly to the online version of Motivity Clinical, though with fewer options available. Upon entering the app, select the learner you wish to work with. Once you select a learner, you'll see the option to collect data and to view any sessions saved on your device.

Starting and ending a session, and collecting data, works the same way it does online. There are a few key differences to be aware of:

⚠️ Important cache warning: If you clear your browser's cache, any stored session data will be permanently deleted and cannot be recovered by Motivity. If you switch devices, browsers, or browser profiles, the data will not be visible — but it can still be accessed by returning to the app on the original device and browser where the data was collected.

You can view all sessions saved on your device in the Sessions blade — both synced and unsynced sessions appear here.

Unsynced sessions appear in the session list under Completed (on device) and are represented in yellow on the Sessions card. Once a session has ended, you'll see options to edit data, sync, and delete.

Edit Data
You can edit data after a session is closed in the same way you would online. However, you cannot transition targets while offline.

Delete Session
⚠️ Avoid deleting sessions that have not yet been synced. Data deleted before syncing is permanently lost and cannot be recovered by Motivity. To protect against accidental deletion, the system requires you to type two randomly generated words to confirm deletion of an unsynced session.

💡 Note: Users are able to edit sessions saved to their device regardless of their role's permission settings when online.

Once a session has been synced, it is saved to the learner's timeline online and can no longer be edited from your device. Synced sessions appear under Synced and are represented in green on the Sessions card.

It is safe to delete synced sessions from your device to free up storage space. Unlike unsynced sessions, synced sessions can be deleted without the randomly generated word confirmation.

💡 Tip: If you are prompted to type generated words when trying to delete a session, this means the session has not yet been synced. Do not delete it until you have synced successfully.

Syncing moves your session and its data to the learner's timeline in Motivity. You must be connected to the internet to sync.

To sync a session:

If the data is not clear to sync, you'll see an error message identifying which target(s) are in a different state or phase online. This most commonly occurs when a target was transitioned to a new phase or state after you synced your data sheets but before you collected data offline. If this happens, you or someone with the appropriate permission will need to adjust the transition or phase change line so that it includes the session, then try syncing again.

Have questions about Offline Data Collection? Reach out to your supervisor or our support team — we're happy to help! 💙

For best practices and troubleshooting tips, see our Offline Data Collection: Best Practices and Troubleshooting article.

Last Updated: 8/20/26 by Tatum Winslow