You can import your records into the iRecord website from spreadsheets in a variety of formats. The best way to do this is to refer to our detailed guidance document (pdf).
Below is a simple guide and template to get you started, but note that this simplifies things and may miss out on information that you would like to include in your spreadsheet, such as the 'stage' term and other additional fields., that are covered in the more detailed guidance. It is not essential to use the Download Template given below.
- Optional: download the spreadsheet template file below using the Download Template button. Alternatively, use your own spreadsheet that contains all the necessary columns.
- Open the file in your spreadsheet application and fill in one record per line in the spreadsheet, leaving the headings row in place.
- Save the file to your local hard disk. You can save as Comma Separated Values (*.csv) or Excel (*.xls, *.xlsx) files.
- Click the "Import Records" button below. You will first be required to select the CSV or Excel file you are importing. On the next step you can review the mappings between the columns you are importing and the available fields in the database; these should be automatically set for you. Finally, the system will import your records.
- If there are any problems in your import file then after the import you will be told how many records did not import and given an option to download the problematic records. This might be because of something like a typo in a habitat value. If so, correct the records and save the downloaded errors list to your hard disk. You can then use this file to reimport just the problematic records. Repeat this until all problems are resolved.
The columns in the (optional) spreadsheet template are:
- Species name - fill in the name of the species (mandatory)
- Recorder name - provide the name of the recorder, if not you
- Certainty - specify either "Certain", "Likely" or "Uncertain"
- Identified by - name of the identifier if not yourself
- Quantity - an indicator of the quantity observed
- Site name - name of the site
- Grid ref - British National Grid Reference (mandatory)
- Date - record date (mandatory)
- Habitat - a short description of the habitat which must match one of the terms available on the Enter a casual record form
- Sample comment - any comments relating to the list of records from the same place and date
If you already have records in spreadsheet format, see the guidance document for information on importing the records.