Entering records

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    If you are not yet familiarised with the application, enter records as directly in the field. This is the easier option. As you familiarise with the application, move to other options. Lists are the more useful way to enter data for conservation purposes.

    Basics steps for entering data:
    1:Choose the way you want to enter data > 2:choose place > 3:select species > 4:select number> 5:skip or fill in the non mandatory fields > 6:save > 7: enter next data

To enter your observations, click on the + sign at the bottom left corner (see image Submitting records). A menu will open with all possible options linked to your account (see image Different options to submit records). We will present here the basic functions, advanced tools will be described under Protocols and Projects. Use the shortcuts on the top right corner for a direct access to directly in the field and with list in the field. Scroll down the refresh arrow to refresh records. It is especially useful when browsing records Around me.

Submitting records.

Different options to submit records.

Directly in the field (+)

Use this option to enter casual observations in real time. You can access it from the main menu or from the shortcut on the top right corner of the screen (see image Directly in the field).

Directly in the field.

Step 1: Place

    Smiley = Observer's position
    Red marker = Data position

Indicate the position of the observed individual by moving the map to match the red marker.

To know how to navigate the map, see wiki section Mobile interface > Navigating the map. A grey smiley indicates the GPS did not detect your position. Use the "aim" icon to activate the GPS on demand and wait for the yellow smiley before continuing. Your GPS precision is indicated on the top left of the map when the smiley is yellow. When done, click on Next.

Note: You can use the "list" icon on the left to see a list of all your previous records (see image below).


Step 2: Species

According to the parameters selected in preferences, there are different possibilities to enter the species name:

  • Choose by search: Choose the taxonomic group from the top horizontal panel and start typing the species name. A list will appear underneath from which to choose the correct species. See image Display of species by species.
  • Shortcuts: Use the shortcuts on top (see image Shortcuts) to enter the species faster, or create new shortcuts if nedeed. Visit wiki section Mobile interface > Shortcuts to know more about shortcuts and how to create them.

Note: you can modify your preferences by going to Menu > Preferences > Personalisation > Display of species (see image Display of species).

Step 3: Number of individuals

Enter the number of individuals first and choose the accuracy of the count. Choose between Not counted, approximate number, exact number or minimum number (see image Entering number of individuals). If you did not count the individuals, for example for very common species, there is no need to introduce any number.

Entering number of individuals.

    Enter FIRST the number of individuals and then the count precision. Once you enter the count precision, you are taken to the next screen and will have to use the back button to modify.

If you need to add new individuals as you count them, click on Start a counter and keep adding or subtracting individuals (see image Start a counter) until all are counted or you need to move to another species. Click Close to end the count and continue entering the observation.

Start a counter.

    Start a counter could be very useful when counting flocks.

Step 4 (non mandatory fields): Additional information

Here you can add more information about this record or skip it and directly click on "save" to end and be able to enter next data.

Icons will appear in yellow when they contain any information you filled in.

Additional information.


Additional information. Comments.

Leave a comment in the top section if you want it to be public and associated to your record. Any registered user will see it. Use the lower section if you want to keep your comment private.

Note administrators will still see it. To learn more about administrators, go to wiki section Local portals > Administration.

Click Validate when done.

Adding comments.

    Validate only validates the comments.
    To validate your record you will have to Save later.

Details (Age and sex)

Additional information. Details.

According the taxonomic group you are entering, fields for details differ see image Examples for non avian groups. Examples and explanation just below apply only to birds.

Enter number of individuals per each sex and age class. Type number or use +1 -1 quick keys to quickly change the number. Key Max will count all individuals entered for this species. As you enter, a list will show at the bottom. Scroll up and down from the right hand bar to see all entries, or click on cross to delete any entry if necessary (see image below). When done, click Add to enter a new class or finish to end.

Adding age and sex to a record.

Examples of Details for non-avian taxonomic groups. Orchids (left), Odonata (right).

Atlas code

Additinal information. Atlas code.

Select an atlas code, or no code. Available atlas codes will depend on the country you chose on Preferences and for your information it is displayed at the bottom of the screen (see image below).

    During the breeding season some countries may ask automatically to enter an atlas code. It is highly encouraged you do so (very useful, for example, for breeding atlas) but it is not compulsory.

Go to Menu > Preferences > Atlas code to change the code you use.

Adding an atlas code.

Hidden record

Additional information. Hidden record.

Select/unselect as needed.

A yellow key indicates the record will be hidden to other users, except administrators.

Default option depends on your ‘’’Preferences’’’. Go to Menu > Preferences > Hide record to change it.

Note some records are automatically hidden depending on the country or region your observation takes place. Observations in countries not covered by any local partner are never automatically hidden. However, any user can hide records if they consider doing so will help protect the individuals, species or habitat.

To see which records will automatically be hidden locally, go to Web interface > Local portals > Species partially hidden.

To learn more about administrators, go to Web interface > Local portals > Administration.


Additional information. picture.

Add a picture associated to your record. When accessing, it displays all images already attached to this record. To add a new picture, click on the top right hand corner + sign. If no pictures are already attached, you are taken directly to the menu (see image below).

Adding a picture. Menu.

Choose between

  • Enter pictures from gallery, if you have already taken them and they are stored on your phone's gallery. Pictures must be taken with your phone or inserted afterward through a local portal. If no local portal exist, it is not currently possible to add a picture through data.biolovision.net.
  • Take a picture then. If you do, do not forget to accept to upload it (see image below).

    • The date of the observation must match the date the picture was taken. Some internal adjustements correct for differences in time zone.
    • Pictures will be automatically resized to a maximum size of 675 pixels before being sent. We are currently working to increase this size to 3072 pixels.
    • Sound files should be maximum 16 MB to upload.

Taking a picture to upload.

You can see the images as they are attached.

Hide/unhide the picture only, not the data, to other users by clicking on the corresponding key or delete by clicking on the cross (see image below). You will also be able to edit at a later stage. When done, add another picture or Validate to move to other sections.

Hidding a picture.

    • Use the key icon to hide the image while keeping the record visible.
    • If you hide the record, the image is automatically hidden.

Mortality / injuries

Additional information. Mortality / injuries.

Indicate if your observation corresponds to an injured or dead individual, and select the cause if known. Scroll down All causes to see all options (see image Selecting cause of injury 1). Click on the category to open a panel with all possible causes and enter details (see bottom image Selecting cause of injury 2). When done, click Validate. For quick selection, there are the icons for the most common causes on top (see image Selecting cause of injury 1). When you finish entering the cause of death or injury click Save or if necessary, Delete. The entry can be modified later.

Selecting cause of injury 1.

Selecting cause of injury 2.

Step 5 (last step): Ending the record

When you finish entering an observation, click Save. A green line on top will appear for some seconds to indicate the data is saved (number 1 in image below). You will be taken to Step 1: Place to enter new records.
To access the list of data already entered, click on the List button on the left of Next button (number 2 in image below). Click on any of the records to see details and/or edit (see Editing records).

Records saved.


Enter casual observations after they occur.



    Entering observations directly in the field is faster as date and time are already selected for you. Selecting a location is also faster if using the aim icon: you are already into position!

    Entering observations later is useful when observations are taken in other support, like a paper notebook, especially on rainy days, when phone’s battery is low, or for any other reason you prefer not to use your device in the field.

Step 1: Date / Time

    • Entering date is copulsory.
    • Entering time is not. Check the corresponding box to open the option to enter time (image Entering date and time).

Since you may be entering your observation after it occurred, entering a time is optional. Check Enter time to enter the time or leave it uncheck if you do not want to enter a time. Click on the date button to modify date and when date and time (optional) are correct, click Save to move to next step.

Entering date and time.

Enter date: Click on the default (current) date button to open a clickable calendar and choose the appropriate day.

Enter time:

  • Tick Enter time.
  • Click on the default (current) time to open a clickable clock (see image Entering date and time).
  • Select first the hour, then the minutes, and finally the seconds. Or click on the corresponding part of the digital clock on top to indicate if you are adjusting hour, minutes or seconds. The parameter you are adjusting at the time shows in bold in the digital clock (see image below). Exact seconds may be important for some taxa, for protocols, or in lists.
  • Click OK to save and continue.

Entering time.

Step 2: Place

Set red marker at the location where the observation took place (as described in wiki section Mobile interface > Submitting records > Directly in the field > Step 1: Place).

    Yellow smiley and red marker may not match in this case as the observation is entered a posteriori.

    To learn how to navigate the map, see wiki section Mobile interface > Navigating the map.

Step 3: Species

Enter species as described in wiki section Mobile interface > Submitting records > Directly in the field > Step 2: Species.

Step 4: Number of individuals

Enter the number of individuals as described in wiki section Mobile interface > Submitting records > Directly in the field > Step 3: Number of individuals. Note in this option one cannot Start a count as in other options.

Step 5 (non mandatory): Additional information

Enter any other additional information as described in wiki section Mobile interface > Submitting records > Directly in the field Step 4: Additional information.

Step 6 (last step): Ending the record

When you finish entering an observation, click Save and you will be taken to Step 1: Date/Time to allow you to enter other data later. A green line shows on top to prove data is saved, then automatically disappears.

With list in the field

Select this option to create a list in the field in real time. You can access it from the menu or from the quick key at the top right corner of the screen (see image below).

With list in the field.

Step 1: Starting a list

The 3 options below are optional. To go directly to the list, click Next.

1. Enter a comment about this list if appropriate You can still comment individually for each record.
2. Select Record the trace if you want to record your track. As reminded when selecting, this function requires your phone's GPS at high precision, and your phone's saving power off for NaturaList. Go to Main menu > Preferences > GPS mode > Continuous (high reactivity) to set the right GPS mode (see wiki section Mobile interface > Getting started > Preferences > Location > GPS Mode on how to do it).

Before synchronisation, delete the trace by:
going to Menu > In the phone > Update this record > Trace as if for editing any record in the list. See Mobile interface > Editing records > Before synchronisation > From records In the phone to know more about how to access the option, and scroll down to Trace to see how to delete the trace.

After synchronisation, visualise your track at the local portal by:

3. Select Hide all records from the public if you want it to be the default option while creating this list. You can change it later for individual observations you want to share anyway. Administrators will still have access to your records once submitted. Note: If in Preferences you chose to hide records, all your records, including lists are hidden automatically.
4. Click Next to start entering your data.

Starting a list in the field.

Note from that moment an intermittent red dot will appear at the top of your screen indicating the list is running. All records you enter are considered to be part of this list. The taxonomic group of the first record you enter will determine the taxonomic group of the list. If you enter a new taxonomic group, you will be warned and it will still be recorded though not as part of the list. You can see for how long the list is running along with the red dot. Use the keys on the right of the screen to pause or stop the list (see image below). Pause the list to enter other records alongside it, either from the same or different taxa.

Recording a list in the field.

    PAUSE : Enter other species from the same or different taxa but do not include them on the ongoing list. The time continues running.

    STOP: End the list. The time will stop running.

Step 2: Place

Place red marker at the observation's position by moving the map. By clicking on the aim icon (see image), the marker will automatically position at your GPS location and center it.

Note, "with list in the field" requires you to indicate the exact position of the observation. Therefore, usig the "aim" icon is useful to know where you are and for observations that are on your same spot, for example plants or some insects.

Click Next when done.

To know how to navigate the map, go to wiki section How to navigate the map.

Selecting location on a list.

1. Show / hide summary of observations.
2. Select own position.

Step 3: Species

Enter species as described in wiki section Mobile interface > Submitting records > Directly in the field > Step 2: Species.

Additional information

Enter any other additional information as described in wiki section Mobile interface > Submitting records > Directly in the field > Step 4 (non mandatory fields): Additional information.

Ending the list

Click the stop button on the top to end the list and confirm (see image).

Ending list in the field.

Adjust starting time and ending time if necessary, for example if you forgot to stop the list when you finished recording (see image below). Otherwise, since it is a real time list, starting and ending time will be automatically detected by starting and ending the list Add any comment if necessary, and indicate if is a partial list (not all species detected were recorded) or if it is a complete list (all species seen or heard were recorded). A complete list does not refer to species present but to species detected.

Adjusting list time.

When displaying data, observations belonging to a partial list are represented with a hollow green square, and those belonging to a complete list are indicate by a full green square. See wiki section Various > Symbols cheatsheet for more information.

With list later

Allows creating lists that took place in the past.

With list in the past.

Step 1: Date / Time

By default the app shows the current date and time, which can be used as such to record a real time list. If your observations happened in the past, click on the date to modify it by selecting from the expandable calendar. Click on the time to select the starting time of the list and select from the expandable clock as in Mobile interface > Submitting records > Later > Step 1: Date / Time.

Add a comment if necessary and indicate if you want to hide the records from the public. Administrators will still see them once they are synchronised. When done, click Next.

Step 2: Place

Select the position as in Mobile interface > Submitting records > Later > Step 1: Date / Time. and click Next.

    • For a list later the place will be the same for all the sightings, so the first time you select a place will be the position for all the data.
    • If you are covering a big area or different ecosystems, consider doing so in separate lists.

Step 3: Species

Enter species as described in wiki section Mobile interface > Submitting records > Directly in the field > Species.

Additional information

You will not be prompted to enter additional information. However, you can add it after entering a record in the list or after finishing the list (see Editing records for more information).

While creating the list, click on a species name after each record (see image below) to modify the number if necessary and the precision count. When a precision count is selected, you access the additional information menu. See wiki section Mobile interface > Submitting records > Directly in the field > Step 4 (non mandatory fields): Additional information to navigate all sections in the menu.

If only the number of individuals need to be modified, use the plus and minor signs on the left of the species name to modify the count (see image below). The new number os saved automatically.

Use the cross on the right of the species name to delete the record.

Entering additional information in list later.

Step 4: Ending the list

When all records are entered, click on the "stop" icon at the top right corner to finish the list, and confirm (see image).

Ending with list later'.

Click on the time button to open an expandable clock and introduce ending time as in Mobile interface > Submitting records > With list in the field > Ending the list. Adjust starting time if necessary. Finally, indicate if you recorded all individual present or only part of them (see image).

Entering ending time to with list later.


    With list in the field pre selects date and time for you but requires you enter the position for each record. If the position of the observation is your current position, use the aim icon to be faster. It also allows entering additional information for each record within each entry.

    With list later can also be used in the field. In this case, you need to select date as well as starting and ending time. However, you will not be prompted to enter the position for each observation and the additional information menu will not be automatically displayed for each record. This saves time and reduces the chances of missing some individuals.

    Use "With list later" also in the field in real time if you do not need to get exact positions for each individual or add detailed information (as age, sex, pictures or atlas codes) for most of them.


Once your finish entering your records and add or amend any information, consider synchronizing them. When synchronising, your records become public to other users and available to administrators for verification and planning conservation. If you selected to hide your records from the public, those won’t be visible to other users, but administrators will still see them, verify them and use them for conservation purposes.

To synchronise, click on the reminder at the bottom of the screen, both in your list of observations and on the starting screen and confirm (see image below). Once your records are synchronised, you can no longer modify them in NaturaList, but you can do so from your local portal. See a list of local portals at wiki setion Various > Local portals and partners. Go to wiki section Web interface > Editing records for more information on how to edit records on the web site.


    Why to synchronise:
    • Share your observations with fellow naturalists.
    • Participate in conservation initiatives.
    • Back up your records online (otherwise you may lose them if your phone crash).
    • Confirm dubious records.