Import Records

You can import your records into the iRecord website from spreadsheets. The easiest way to get started is to:

  1. Download the spreadsheet template file below using the Download Template button.
  2. Open the file in your spreadsheet application and fill in one record per line in the spreadsheet, leaving the headings row in place.
  3. Save the file to your local hard disk using the CSV file format as supplied.
  4. Click the Import Records button below. You will first be required to select the CSV 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.
  5. 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 spreadsheet 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, you will need to ensure that your spreadsheets have a single row per record, with a headings row giving each column a label. You will need to format your spreadsheet to match the columns and values described above; it doesn't matter if the column heading labels you use are different as long as you are clear which is which.

Download Template Import Records