For small public works teams starting asset condition scoring, the best free options are usually the ones that are:

• easy to set up,
• usable on phones/tablets in the field,
• able to store photos + notes,
• exportable to CSV/Excel,
• flexible enough to create your own scoring scale.

Here are the strongest free platforms to consider:

1. KoBoToolbox

Best overall free option for field condition assessments

Why it stands out

• Free for most nonprofit/public-interest use
• Great for mobile data collection
• Supports photos, GPS, signatures, skip logic, and required fields
• Easy to build custom condition forms
• Exports cleanly to Excel/CSV

Good for

• Roads, signs, culverts, sidewalks, parks assets, facilities
• Teams that want a simple inspection workflow

Limitations

• Not a full asset management system
• Reporting/dashboarding is basic unless you export data

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2. Google Forms + Google Sheets

Best for ultra-simple start-up workflows

Why it works

• Completely free with a Google account
• Very easy to build
• Responses go directly into Sheets
• Can include photos, comments, ratings, and dropdowns

Good for

• Very small teams
• Pilot programs
• Initial asset inventories and basic scoring

Limitations

• Weak offline capability
• Limited field mapping/GPS features
• Not ideal for serious inspection workflows as you grow

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3. Microsoft Forms + Excel/SharePoint

Best if your agency already uses Microsoft 365

Why it works

• Simple form creation
• Integrates with Excel
• Familiar for many public works staff
• Can be paired with Power Automate for workflows

Good for

• Teams already living in Microsoft tools
• Basic asset condition surveys

Limitations

• True offline field inspection is limited
• Like Google Forms, not built for asset management out of the box

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4. ODK Collect / ODK Central

Best for offline-first field inspections

Why it stands out

• Strong offline mobile data collection
• Excellent for remote field work
• Supports complex forms, GPS, photos, repeat groups
• Open-source and free to use if self-hosted or using community options

Good for

• Teams working in areas with poor connectivity
• Larger inspection forms
• More structured condition scoring

Limitations

• Setup is more technical than KoBoToolbox
• Not as beginner-friendly for some teams

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5. Jotform Free Plan

Best if you want polished forms quickly

Why it stands out

• Easy drag-and-drop builder
• Good form appearance
• Supports file uploads and conditional logic

Good for

• Quick inspections
• Small pilot projects

Limitations

• Free tier is limited in submissions/forms/storage
• Not ideal for ongoing agency-wide use unless your volume is tiny

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6. ArcGIS Survey123 (free/community options, if available)

Best if your team already uses Esri GIS

Why it stands out

• Strong GIS integration
• Great for mapping condition scores
• Supports photos, GPS, field workflows

Good for

• Teams already in ArcGIS ecosystem
• Location-based infrastructure assessments

Limitations

• Free usage may be limited depending on licensing
• Usually not “fully free” for general use

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Best picks by use case

If you want the easiest free start:

Google Forms + Sheets

If you want the best free field inspection tool:

KoBoToolbox

If offline work is critical:

ODK Collect / ODK Central

If you already use Microsoft 365:

Microsoft Forms + Excel

If GIS mapping is central:

ArcGIS Survey123 or KoBo/ODK + GIS export

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What to look for in a condition scoring platform

For public works asset scoring, make sure the tool can handle:

• a consistent score scale, like 1–5 or Good/Fair/Poor
• asset ID
• location
• date and inspector
• photo capture
• notes/comments
• work priority or risk ranking
• export to CSV/Excel for analysis

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Practical recommendation

If you’re just starting, I’d suggest:

1. KoBoToolbox if you want the best balance of ease + field capability
2. Google Forms if you want the fastest possible pilot
3. ODK Collect if you need offline-first inspections

If you want, I can also give you:

• a ranked comparison table
• a recommended scoring form template
• or a free workflow for roads / sidewalks / drainage / parks assets