Importing and exporting your data

Why this matters

Moving data in and out of your workspace should feel straightforward. Whether you are starting from an existing spreadsheet, sharing a plant list with a consultant, or keeping a backup before a big edit, the Spreadsheet gives you a clear way to do it.

Import and export are designed to save time, not create risk. A few simple habits, like checking your columns and keeping a backup, will help everything run smoothly.

In short

• Import brings new plants or landmarks into your workspace
• Export gives you clean, usable files, including GeoJSON for GIS
• Import adds new records, it does not update existing ones
• Start small, review results, and use Undo last import if needed

Where import and export live

You will find both tools in the Spreadsheet page, available from the main app navigation.

Across the top of the page, you will see four tabs:

• Plants
• Landmarks
• Areas
• Shapes

The toolbar above the table includes:

• Import (upload icon)
• Export (download icon)
• Search
• Filters
• Column visibility controls
• Bulk edit and delete

Each row in the spreadsheet is linked to the map. You can use the map icon to jump directly to its location.

This connection matters. When you export data, you are exporting records that are already tied to your map. The file is not just a list of names, it represents real mapped items in your workspace.

Export, what you can get out

Export lets you take your data out of BotanicalMapper in a clean, structured format.

Available formats

From the Export menu, you can choose:

• CSV, opens in Excel, Google Sheets, and similar tools
• XLSX, a full Excel workbook
• GeoJSON, for GIS tools such as QGIS, ArcGIS, or web maps

Scope of your export

You can choose what to include using two options:

• All Visible, everything currently shown after search, filters, and column settings
• All Selected, only the rows you have ticked

This makes it easy to export just a subset, for example a single collection or filtered group.

Columns and data structure

Exports reflect how your spreadsheet is currently set up:

• Only visible columns are included
• Column headers use friendly names from the UI
• Collections are exported as readable names, separated by commas
• Public status appears as Public or Private, not true or false

What each tab supports

• Plants and Landmarks, CSV, XLSX, GeoJSON
• Areas and Shapes, CSV, XLSX, GeoJSON with geometry from map shapes

What export does not include

Exports contain structured data, not files.

Limitation

• Export does not include photo image files
• There is no import for Areas or Shapes yet

Photos are managed separately through the Manage photos panel on the map and Gallery.

Practical uses

Export is useful for:

• Creating a backup of your current data
• Sharing a plant list with a consultant or team member
• Opening your data in GIS software using GeoJSON
• Archiving your workspace before a large edit

Import, what you can bring in

Import is designed for adding new plants or landmarks in bulk.

Supported tabs

Import works on:

• Plants
• Landmarks

If you are on Areas or Shapes and click Import, the app will explain that import is only available for Plants and Landmarks.

Supported file types

You can upload:

• CSV files
• XLSX Excel files

These can come from Excel, Google Sheets, Numbers, or another system.

The import process

Import follows a simple two-step flow.

Step 1, choose a file

Click Import, then Select file and upload your CSV or Excel file.

Step 2, map columns

You will then see the Map columns screen.

This is where you match each column in your file to a BotanicalMapper field, or choose Skip.

Column mapping, what to know

The app helps you by automatically matching common column names.

Examples include:

• “Scientific name” to full name
• “Lat” or “Latitude”
• “Lon” or “Longitude”
• Combined “GPS” or “coordinates” fields (If separated by a comma e.g. 51.5074,-0.1278)

Required fields

• Name is required
• Any row without a name will be skipped

Optional fields

• Type can be left blank, it will default to Other
• You can map to existing custom attributes
• You can choose Create new custom attribute… during import

Collections

• Enter multiple collections in one cell, separated by commas or semicolons
• If a collection name does not exist, the app can create it, with a warning

GPS and location

• GPS latitude and longitude place the record on the map
• Combined coordinate strings are also supported
• Area, Sub-area, and Micro-area are calculated automatically from GPS

You do not need to import those area fields, they will be ignored if included.

Special fields

• Leaf Type uses a fixed list, invalid values may be cleared
• Flowering season and dates are interpreted where possible
• You may see warnings if values are unusual or unclear

Good to know
The Public column will export as Public or Private, but it is not re-applied on import. New records are always private until you choose to make them public.

What import does, and what it does not do

Import creates new records.

It does not:

• Update existing plants or landmarks
• Match records by name
• Merge duplicates automatically

This is important to understand before doing large imports.

Use import for bulk adding. Use the spreadsheet or map to edit existing records.

After import

Once the import finishes, you will see a summary:

• Number of records created
• Rows skipped
• Any warnings

Take a moment to review this.

Undo option

You will also see Undo last import in the toolbar.

• This removes all records created in that import batch
• It is available until the end of the same calendar day
• After that, it expires

This gives you a safe way to try an import and roll it back if needed.

Recommended next steps

• Review new rows in the spreadsheet
• Check locations on the map
• Look for warnings or unexpected values

Limits to be aware of

Imports are subject to your workspace limits.

• Plants and landmarks count toward your total
• If an import would exceed your limit, some rows may be skipped or the import may stop

The exact behaviour depends on your plan, but the key point is to be aware of your current capacity before importing large files.

Round-trip workflow, export, edit, import

It is natural to think of export, edit in Excel, then import again.

This works, but with an important caveat:

• Re-importing will add new rows, it will not update existing ones

Safer approach

• Use export for backup or analysis
• Use Bulk edit in the spreadsheet for updating existing records

If you need to use Excel

• Clean your file carefully
• Remove or ignore rows you already have
• Import only genuinely new plants or landmarks
• Check for duplicates and tidy up manually

A small test import is always a good idea before committing to a large one.

GeoJSON in plain English

GeoJSON is a format used by mapping and GIS tools.

In simple terms, it is a structured file that includes both:

• Data, like names and attributes
• Geometry, like points or shapes on a map

Use GeoJSON when you want to:

• Open your data in GIS software
• Share spatial data with others
• Work with web mapping tools

Use CSV or XLSX when you want a simple table for editing or sharing.

BotanicalMapper’s GeoJSON is designed to work well with both GIS tools and web maps.

• Plants and landmarks export as point locations
• Areas and shapes export as polygons

Tips for clean files

A clean file makes import much easier.

• Use one row per plant or landmark
• Keep a single header row
• Avoid merged cells in Excel
• Use consistent type names, or accept that unknown types become Other
• Test with a small file first, around 5 to 10 rows
• Keep a copy of your original file before importing

These small steps can save time and confusion later.

Team workspaces

If you are working in a team:

• Import and export always apply to the current workspace
• Team members with access can export shared data
• Collections and custom attributes belong to the workspace

This means a file exported from one workspace may include collections or attributes that do not exist in another.

Closing checklist

Before you import or export:

• Right tab selected, Plants or Landmarks for import
• Columns mapped correctly, especially Name
• Tested with a small batch or reviewed warnings
• Aware of the Undo last import window
• Exported a backup before large changes

Closing

Import and export are there to make your work easier. With a bit of care, they give you flexibility without risk.

Start small, check your results, and use Undo last import if something does not look right. Keep exports as backups, and you will always have a safe point to return to.

Once you get comfortable, moving data in and out of your workspace becomes a natural part of managing your map.