Import Spreadsheet

You can import your records into the BPS Recording Site from either the seaweed or freshwater/subaerial algae spreadsheet.
 
The easiest way to get started is to:

  1. Download the spreadsheet template file below using the appropriate 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 appropriate 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.

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.
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 below; it doesn't matter if the order or column heading labels you use are different as long as you are clear which is which.

Importing seaweed records

The columns in the Seaweed spreadsheet template are:

  • Recorder Name - optional, the name of the recorder if not you
  • Date - mandatory, the date of the record in dd/mm/yyyy format
  • Site name - optional, the name of the site
  • Grid ref - mandatory, British National Grid Reference for the record
  • Sample Comment - optional, comment relating to the group of observations at the same grid reference and date
  • Intertidal Biotopes - optional, habitat chosen from the list of habitats available on the Submit records form
  • Species name - mandatory, fill in the name of the species (mandatory), common or latin names are accepted as long as they exactly match one of the names available on the Submit records form
  • Identified By - optional, person who identified the record
  • Certainty - specify either "Certain", "Likely" or "Uncertain"
  • Shore Zone - optional, the intertidal zone, choose from Strandline, Upper, Upper & Mid, Mid, Mid & Lower, Lower, All
  • Intertidal Substratum - optional, choose from In rocks, In rockpools, On rocks and in rockpools
  • Subtidal Zone - optional, choose from Sublittoral fringe, Upper infralittoral, Lower infralittoral
  • Depth (m) - optional depth of the record in metres
  • Depth of lower limit of kelp (m) - optional depth of the lower kelp limit in metres
  • Specimen - optional, specify Yes or No to indicate the availability of a specimen
  • Dead / drift - optional, specify Yes or No to indicate if the record was of a drifting or dead seaweed
  • SACFOR/P/A Abundance - abundance on the SACFOR scale (Superadbundant, Abundant, Common, Frequent, Occasional, Rare), with the addition of options for Presence and Absence
  • Photos available? – specify Yes or No.
  • Occurrence Comment - optional comment about the record
  • Sensitivity Precision - optional, for records that are sensitive (i.e. there is a risk to wildlife or the site), specify size of the grid square in metres that you are happy to expose the record at, choose from 100, 1000, 2000, 10000, 100000

Download Template   Import Records

Importing freshwater/subaerial algae records

The columns in the Freshwater/Subaerial Algae spreadsheet template are:

  • Recorder Name - optional, the name of the recorder if not you
  • Date - mandatory, the date of the record in dd/mm/yyyy format
  • Site name - optional, the name of the site
  • Grid ref - mandatory, British National Grid Reference for the record
  • Sample Comment - optional, comment relating to the group of observations at the same grid reference and date.
  • Freshwater Community: Planktonic, Benthic/periphytic, Loosely associated with sediments.
  • Habitat: for flowing water, then choose from one of the following terms: "River", "Seepage", "Spring", "Stream", "Canal" or "Ditch" (includes dyke). For non-flowing water, then choose from one of the following terms: "Puddle", "Pond", "Lakelet", "Lake" or "Bog pool". For subaerial, then choose from one of the following terms: "Artificial surfaces" (glass, asbestos, etc.), "Leaves", "Rocks" or "Tree trunks".
  • Depth of lower limit of stoneworts – optional, depth of the lower limit in metres
  • Species name - mandatory, fill in the name of the species (mandatory), common or Latin names are accepted as long as they exactly match one of the names available on  the Submit records form
  • Identified By - optional, person who identified the record
  • Certainty - specify either "Certain", "Likely" or "Uncertain"
  • Benthic Substratum: optional, choose from one of the following terms: "On rocks", "In rocks", "On sand grains", "On tree roots", "On algae", "On compacted mud", "In algae", "In mosses", "On other aquatic plants", "On wood", "On animals" or "On artificial surfaces".
  • Depth (m): optional, depth of benthic sample in metres
  • Specimen - optional, specify Yes or No to indicate availability of a specimen
  • Type of preservation - optional, how preserved
  • Photos available? – specify Yes or No.
  • Occurrence Comment - optional comment about the record
  • Sensitivity Precision - optional, for records that are sensitive (i.e. there is a risk to wildlife or the site), specify size of the grid square in metres that you are happy to expose the record at, choose from 100, 1000, 2000, 10000, 100000

Download Template   Import Records