A little guidance. A lot more confidence.

1. 1

   Open naturanote.app in a regular browser on the device you will take into the field. Read the beta notice and Terms of Use before deciding whether to continue.

2. 2

   Wait for the app to finish loading. On Home, check the Ready for the field? indicators and the information icons beside them.

3. 3

   Choose New project. Give the project a useful name and select the first field visit date, then choose Create.

4. 4

   Confirm the active Project and Field visit in the green selector strip before collecting anything.

1. 1

   Open naturanote.app while connected, using your usual browser rather than a private or incognito window.

2. 2

   On iPhone or iPad, use Safari’s Share menu and Add to Home Screen. On Android, use the browser menu and Install app or Add to Home screen when offered. Desktop browsers may show an install icon in the address bar.

3. 3

   Open the installed shortcut, wait for App offline ready, and check that your project and saved map are present.

4. 4

   Turn on airplane mode and reopen the app. Test a saved map and a test observation before travelling.

1. 1

   On Home, choose New project. Enter the project name and first field visit date, then choose Create.

2. 2

   Tick Draw project boundary in the creation dialog if you want to outline the project next. Otherwise add it later using Map → Project outline tools.

3. 3

   Choose Existing project on Home, or use the active Project selector, to continue a saved project. Confirm the Field visit before collecting, exporting or sharing.

4. 4

   Use Rename visit beside Current field visit to correct its label when your project role permits it. New visits receive the next numbered label unless you enter your own.

5. 5

   Before Delete project, download a restorable project backup and read the confirmation. Keep an archive outside browser storage.

1. 1

   Choose the project and open its existing-project controls. Use New field visit for a blank visit, or Revisit planner to prepare targets from an earlier visit.

2. 2

   Set the date and label. Confirm the active Field visit in the selector strip; Rename visit changes a label when your role permits it.

3. 3

   For a blank visit, expand Compare with an earlier visit and select the reference visit. In Collect, use Link to an earlier record when appropriate.

4. 4

   For a planned revisit, choose saved targets in Revisit planner and Create linked visit. Open each target with Record this visit and save fresh measurements.

5. 5

   Review the results under Records → Review visits and seasonal comparisons. Retain the earlier observations as the baseline.

1. 1

   On Home, open Ready for the field? and read the information icon beside each indicator.

2. 2

   Wait for the app to be offline ready. Save observations and download any shared images or recordings.

3. 3

   Save a map image covering the required area and detail. Import a species checklist if you need offline suggestions.

4. 4

   If sharing is enabled, sync while online. Download a fresh project backup, store it separately, and run an airplane-mode check.

1. 1

   On Home, expand Metadata, sources and accuracy for the active project.

2. 2

   Enter the author, organisation, method or survey effort, source agency, dataset title, version, date, licence, source URL and source coordinate system.

3. 3

   Record accuracy constraints, identification confidence, known limitations and access restrictions. Describe what you know rather than implying a certification.

4. 4

   Choose Save project metadata. For linked projects, the creator manages the shared metadata; review any conflicting local and shared revisions before choosing one.

1. 1

   Download the NaturaNote example CSV in this walkthrough and open it in a spreadsheet. It contains one Jarrah example row: Eucalyptus marginata, Jarrah, Flora, with NaturaNote as Author. Replace the example or add rows for your own species list. Keep Scientific name, Common name and Group as column headings; the Author column credits the template and can stay in the file. Save your finished list as CSV.

2. 2

   For a mixed list, put Flora, Fauna or Fungi in the Group column for each named row. The app also recognises the kingdom values Plantae, Animalia and Fungi. If you leave out the Group column, prepare a single-group list and choose that group in the app.

3. 3

   Keep the CSV below 5 MB and within 25,000 name rows per import. Check that scientific names are present and that quoted fields and commas have been exported correctly. Blank scientific-name rows are skipped.

4. 4

   In NaturaNote, select the destination Project. On Home, expand Save a species checklist under Ready for the field?. The checklist belongs to this project on this device.

5. 5

   Choose the file using Checklist CSV. If needed, select Flora, Fauna or Fungi under Group if the CSV has no group column, then choose Save checklist.

6. 6

   Wait for Checklist saved for this project. Check that the summary says Ready on this device and shows the expected group counts. If an error names a missing column, invalid group or incomplete quoted field, correct the CSV and choose it again.

7. 7

   Open Collect and choose Flora, Fauna or Fungi as appropriate. Start typing a listed scientific or common name in the species field and inspect the project-checklist suggestion. Review the identification rather than accepting a name as proof.

8. 8

   Test the suggestions in airplane mode. Keep the source CSV separately so you can load it again on another device, browser or project.

9. 9

   When replacing a group, note that importing a new list replaces the saved list for the groups supplied by that file while retaining other saved groups. Remove saved checklists removes this project's local checklists after confirmation. Saved observation names are separate from this suggestion list.

1. 1

   Select the intended Project first. To restore a previous project, use Home → Import a project backup, Export → Restore from backup → Choose backup file, Sharing → Upload shared project, or Revisit planner → Import previous project backup. Choose a native restorable project ZIP; keep a backup of current work first.

2. 2

   For a linked working copy, open a project link or scan its QR code with the receiving device camera. In Sharing you can paste the link into Project link and choose Open project in this app. Sync while connected before leaving reception.

3. 3

   For offline species suggestions, use Home → Save a species checklist. Download the example CSV in that walkthrough, preserve its headers and replace or add species rows.

4. 4

   For an externally recorded path, routes or waypoints, use Map → Map layers & specialist uploads → Import GPX tracks & waypoints. Choose a GPX 1.0 or 1.1 file exported by your GPS app.

5. 5

   For spatial map context, use Upload QGIS GeoJSON layer with a WGS 84 / EPSG:4326 FeatureCollection. For an illustrated specialist background, use Upload specialist map image with a north-up PNG, JPEG or WebP and its exact geographic edges.

6. 6

   For observation attachments, use Collect → Add photo or Upload media · max 15 MB/file. Check thumbnails, clips and any rejection messages, then save the observation.

7. 7

   For a sealed delivery check, use Export → Verify a sealed copy. The original sealed ZIP and optional separate receipt are verified locally; that does not restore an editable project.

8. 8

   After importing, check representative records, layers and attachments, test required files offline and retain the original inputs plus an independent restorable backup.

Current app menu Open Map → GIS layers to find the GeoJSON, GPX and specialist map image upload controls.

1. 1

   Confirm the active project and visit. Choose Collect or Add an observation from Home.

2. 2

   Choose Area, Plot, Flora, Fauna, Fungi, Threat, Water, Landforms, Heritage or Photo point.

3. 3

   Check Date and time / Record ID. Add the relevant saved area or plot, location, observation details, media and any custom fields.

4. 4

   Choose Save observation or Save & add another. Open Records and confirm the saved item and its attachments are present.

1. 1

   On Home, look for an unfinished observation or draft status. Choose its field visit, then resume the relevant form in Collect.

2. 2

   For an existing observation, open Records, find the record and choose its edit action.

3. 3

   Review the ID, date, location and attachments. Make your changes and choose Save observation.

4. 4

   Use Cancel edit to leave an existing record unchanged. Check Records after saving and create a new backup after important edits.

1. 1

   In Collect, open the location section. Choose Capture reference location and allow location permission if you want the device to provide a position.

2. 2

   Wait for the position and accuracy message. Cancel a GPS request if needed. You can also enter decimal-degree latitude and longitude manually.

3. 3

   Choose Choose on map to place a pin, or use the map centre while choosing a location. Return with Back to record.

4. 4

   Check the position against a known place, then save the observation. Use Clear location only if you intend to remove it.

1. 1

   Choose Collect → Area. Enter the Area name or code and the Area / zone label where useful.

2. 2

   Expand Land tenure and location to select country, state or territory, region, shire or council and tenure, as applicable.

3. 3

   Add an area centre location. Draw an optional boundary or enter the size manually in hectares, checking which method is selected.

4. 4

   Choose the main condition pattern, describe what defines the area, add authorised media or notes, and save.

1. 1

   Choose Collect → Plot and select the saved area if relevant. Enter a Plot ID and plot size in square metres.

2. 2

   Capture the plot centre and add plot points or a boundary when the form offers them.

3. 3

   Record canopy, mid-storey, ground cover and bare-ground percentages, seedling counts, pest or weed evidence, salinity, fire and erosion signs.

4. 4

   Add plot notes, observation context and media. Save and use the same plot and method on repeat visits.

1. 1

   Choose Collect → Flora. Select a saved area or plot where appropriate, then choose Main group / growth form, such as Tree, Shrub, Grass or Herb / wildflower.

2. 2

   Type the Plant name or temporary code. Use online ALA suggestions or the saved offline checklist when available; verify the selected name.

3. 3

   Record abundance, identification clues, Native status, life stage, ID confidence and approximate height in centimetres. If a conservation-status value is used, record the authority, jurisdiction and source in your notes.

4. 4

   Add a location, permitted photos or clips and factual notes. Save the observation and check its stored details.

1. 1

   Choose Collect → Fauna. Set Main animal group, then enter a species name or factual description.

2. 2

   Choose Detection type: distinguish an animal seen alive from a call, track, scat, nest or recording.

3. 3

   Enter count, Native status, life stage, observation effort in minutes, identification confidence and behaviour or direction. Record a conservation-status source when using one of those status values.

4. 4

   Add the permitted location, notes and supporting media without disturbing wildlife. Save and inspect the observation.

1. 1

   Choose Collect → Fungi. Set Main fungal / fungus-like group and enter a name or temporary code.

2. 2

   Choose growth form and substrate. Add the host or associated vegetation and fruiting body count where observed.

3. 3

   Set Native status, fruiting stage, gills/pores/other surface and identification confidence. Keep uncertainty visible for lichens, slime moulds or uncertain fungus-like organisms.

4. 4

   Describe colour and visible features, add authorised photos and notes, then save the observation.

1. 1

   Choose Collect → Threat and select the closest Threat type, such as rabbit warrens, weeds, erosion, vehicle disturbance or waste. The map uses the corresponding NaturaNote threat symbol.

2. 2

   Choose severity and Evidence status. Describe the observed extent or length and distinguish visible evidence from suspected causes.

3. 3

   Open the threat-points map to add individual map or GPS locations. Leave Join threat points into a boundary unticked for separate points.

4. 4

   For an affected area, tick Join threat points into a boundary and add at least three corners in order around its edge. Check the shape, return to the form and save.

5. 5

   Open Map → Legend to show or hide individual threat categories. Hover or select a symbol to inspect its saved record.

1. 1

   Choose Collect → Water and select the feature type, water presence, appearance and flow or level.

2. 2

   If you have measured electrical conductivity, enter the EC reading and select its unit. Otherwise choose Not measured or leave the optional reading blank.

3. 3

   Add water or hydrology notes, location and authorised supporting media.

4. 4

   Save and compare repeat visits using a consistent method and instrument context.

1. 1

   Choose Collect → Landforms. Select the feature type and quantity, or enter your own quantity where offered.

2. 2

   Choose the observed material or landform and visible process. Add approximate extent in metres and condition score.

3. 3

   Describe the feature in Geosite notes, add location or boundary where available, and attach authorised evidence.

4. 4

   Expand Geoheritage to document values, protection, listing, amenities, access and degradation risk, then save.

1. 1

   In Collect → Landforms, expand Geoheritage.

2. 2

   Choose primary and secondary values, using multiple selections where the control allows them.

3. 3

   Record protected-area status and name, listing status and register reference, amenities, and any additional amenities in the text field.

4. 4

   Record access level, degradation risk, constraints and geoheritage/access notes. Save with the landform observation.

1. 1

   Choose Collect → Heritage and read the heritage guidance before entering any details.

2. 2

   Select the correct Heritage record type. For an authorised non-sensitive survey, complete the feature/site, reference, category, place type, condition and public register fields as appropriate.

3. 3

   For possible or uncertain sensitive heritage concerns, use a minimal non-sensitive note and the immediate action/notified-role fields. Follow the agreed reporting channel.

4. 4

   Review what the app permits for the selected record type and save. Do not add sensitive coordinates, images or identifying descriptions through other fields.

1. 1

   Choose Collect → Photo point and use a stable Repeat photo-point ID.

2. 2

   Set the location and choose View direction, enter View degrees if known, and add Subject / scale notes.

3. 3

   Take or add photos from a consistent position. Check the stored preview and include contextual notes.

4. 4

   Save. On a later visit, link to the earlier record and review Repeat photo points in Records.

1. 1

   Choose the correct Project, Field visit and observation type in Collect. Enter the observation details first.

2. 2

   Use Add photo for a camera/photo picker, or Upload media · max 15 MB/file to select existing images from your device. Available camera and Files/Photos choices depend on the browser.

3. 3

   Review the thumbnails and any upload messages. There is a maximum of five photos per observation; images are resized for storage. Remove an unwanted attachment using its available individual remove action before saving.

4. 4

   Choose Save observation or Save & add another. In Records, open the saved thumbnail and check the stored image.

5. 5

   Use Previous photo, Next photo, Download photo or Save / share on device where offered. A map popup also lets you open a saved photo.

6. 6

   For the whole project, choose Export → Download all photos (.zip) and retain its index. Keep camera originals separately if full resolution is required.

1. 1

   In the media section, choose Record sound and allow microphone permission if you want to record.

2. 2

   Keep the app visible while recording. Choose Stop when finished; audio is limited to 60 seconds.

3. 3

   Preview the clip and save the observation. Open the saved recording from Records to play or download it.

4. 4

   For the whole project, use Export → Download all sounds (.zip).

1. 1

   Choose Record video in the observation’s media section and allow camera and microphone access if you wish to proceed.

2. 2

   Keep the app in the foreground. Choose Stop when finished; video is limited to 30 seconds.

3. 3

   Review the clip, then save the observation and confirm the recording in Records.

4. 4

   Use Download recording for an individual clip or Export → Download all videos (.zip) for the project.

1. 1

   Tap a text field or notes box in NaturaNote to open the device keyboard.

2. 2

   Use the keyboard microphone/dictation button if your operating system offers one.

3. 3

   Speak, then review names, numbers, units and punctuation carefully.

4. 4

   Correct the text and save the observation.

1. 1

   Choose the project and observation category, expand Custom fields and select Configure fields when available.

2. 2

   For each of up to four optional fields, enter a label and choose Text, Dropdown/choice or Yes/No.

3. 3

   For a dropdown, enter distinct options. Labels and choices may be up to 80 characters; a dropdown supports up to 20 choices. Leave an unused label blank.

4. 4

   Save custom fields, enter the answers and save the observation. Review shared-setup conflicts before choosing local or shared setup.

1. 1

   Expand Observer, weather and wind in the observation form.

2. 2

   Enter observer initials and choose the observed weather and wind, or Unknown / not recorded as appropriate.

3. 3

   Use Area / zone & saved places to link an existing area or plot and an earlier record where relevant.

4. 4

   Review the context and save the observation.

1. 1

   Open Map. Choose Centre on my GPS location, or expand Map centre coordinates and enter latitude and longitude in decimal degrees.

2. 2

   Choose Set map centre. Drag the map or use its keyboard arrow controls to pan, and use the zoom controls to change detail.

3. 3

   Select a mapped feature to inspect its details and close the feature panel when finished.

4. 4

   Use the layer and legend controls to understand which observations, outlines and imported layers are visible.

1. 1

   Open Map and choose Show online map.

2. 2

   Open Change online map and choose Topographic · Australia only or OpenStreetMap · online only.

3. 3

   Centre and zoom to the required area. Read the attribution and provider guidance.

4. 4

   If the app permits saving the selected view, prepare the offline map while connected and check the saved confirmation.

1. 1

   While connected, open Map and load a permitted map source or an offline map image. Frame the required area.

2. 2

   Expand Offline Maps and enter an optional Offline map name.

3. 3

   Choose Save this view offline and wait for the saved confirmation. The view’s geographic edges are recorded automatically.

4. 4

   Use Fit offline map and test it in airplane mode. Save additional views for different extents or scales as needed.

1. 1

   Open Map, expand Project outline tools and choose Start outline.

2. 2

   Tap the map for corners or use Add GPS point at each safe location. At least three points are required.

3. 3

   Use Undo last point for an error, enter a Boundary name, then choose Save boundary. Discard outline draft cancels the unfinished outline.

4. 4

   Check the outline and export a backup. Shared project outlines sync when online and export for QGIS.

1. 1

   In Collect, choose Area, Plot, Landforms/Geosite, Threat, Water or an authorised non-sensitive Heritage survey. Open its boundary or points section.

2. 2

   Add points on the map, at the map centre or with device GPS. Check each location and use Undo last point or Clear points to correct the draft.

3. 3

   Leave the Join points into a boundary option unticked when you need separate points. For a boundary, tick the corresponding Join option and add at least three corners in order around the edge.

4. 4

   Choose Use these points and return to the record. A plot centre or record reference GPS stays separate from the boundary vertices.

5. 5

   Check the geometry, approximate size and any accuracy information, then save the observation. Inspect the result on Map.

1. 1

   In QGIS, select the actual vector layer in the Layers panel. Use the detailed Export a QGIS layer as GeoJSON walkthrough if you cannot find the export command.

2. 2

   Right-click the layer → Export → Save Features As… (or select Layer → Save As…). In Save Vector Layer as, choose Format: GeoJSON, a .geojson filename and CRS: WGS 84 / EPSG:4326.

3. 3

   Export a FeatureCollection with supported point, line or polygon geometries. Keep the file at or below 30,000,000 bytes (the app’s 30 MB check); use a smaller area or fewer features if necessary.

4. 4

   Move the file to the field device. In NaturaNote, select the destination Project, open Map → Map layers & specialist uploads and choose Upload QGIS GeoJSON layer.

5. 5

   Choose the .geojson file. A .json is accepted only when its contents are a compatible GeoJSON FeatureCollection. Wait for the added-layer confirmation.

6. 6

   Inspect the position and properties against a known point. If alignment is wrong, check the source CRS and re-export; renaming a file or assigning a different CRS does not reproject its coordinates.

7. 7

   Test the layer offline, keep source and licence details, and include the stored layer in a restorable project backup.

Current app import Open Map → GIS layers → Upload GIS layer (GeoJSON). Use a non-empty WGS 84 FeatureCollection within 30 MB, 100,000 features and 1,000,000 coordinate positions. If validation fails, check the coordinates and geometry. Clip or simplify a copy before re-exporting a large layer.

1. 1

   In QGIS, prepare the authorised layers, colours and labels you need. Set the project CRS to WGS 84 / EPSG:4326 and keep the map north-up, with rotation 0°.

2. 2

   Frame the field area and use Project → Import/Export → Export Map to Image. Save a PNG, JPEG or WebP at the detail you need, within the app's 20 MB limit.

3. 3

   After choosing the final image size and scale, record the exact export extent: west = minimum longitude, south = minimum latitude, east = maximum longitude, north = maximum latitude. Keep these values with the image file.

4. 4

   Move the image and extent values to the field device. In NaturaNote, select the destination Project and open Map → Map layers & specialist uploads.

5. 5

   Fill in West longitude, South latitude, East longitude and North latitude before choosing the file. Use decimal degrees within ±180° longitude and ±90° latitude, with west less than east and south less than north.

6. 6

   Choose Upload specialist map image and select the PNG, JPEG or WebP. Wait for the confirmation that the offline map image was added with its WGS 84 extent.

7. 7

   Open the saved image and check its alignment against a known observation, boundary or location. If it is misaligned, recheck north-up orientation, CRS and the image's actual final export edges.

8. 8

   Test the image in airplane mode at the scale you will use. Keep the original image, extent values and a restorable project backup in independent storage.

Current app menu Open Map → GIS layers to find the GeoJSON, GPX and specialist map image upload controls.

1. 1

   Open Map → Legend. Identify the separate project outline, record categories, threat/heritage subcategories and imported layers.

2. 2

   Use the Legend switches to show or hide the items you need. GPX tracks, routes and waypoints also have visibility switches in the layer list.

3. 3

   Hover a point to preview its saved details; click, tap or use the keyboard to keep it open. Area, Plot and project-boundary details open on selection rather than hover.

4. 4

   For project outlines, use Details / coordinates to inspect area and numbered WGS 84 corners, or download Boundary GeoJSON and Corner points GeoJSON.

5. 5

   Open a saved map image to check its extent and detail, and use available fit controls. Back up before removing a map layer; check Records → Recently deleted for recoverable items.

1. 1

   Open Records and expand Current records.

2. 2

   Search ID, zone, notes or species and use Filter by record type to narrow the list.

3. 3

   Open the relevant record actions to edit, inspect location or review attachments. Save edits before leaving the form.

4. 4

   For a mistakenly deleted item, expand Recently deleted and restore it while it remains locally recoverable.

1. 1

   Open Records → Review visits and seasonal comparisons.

2. 2

   Review Indicators by visit and Change between consecutive visits.

3. 3

   Check Repeated plot measurements, Threat observations by category and severity, and Repeat photo points.

4. 4

   Use the original observations, effort and metadata to interpret a change. Correct source records if an entry is wrong.

1. 1

   On the source device, select the correct Project and Field visit. Save unfinished observations and check that the photos, recordings and map images you intend to share are present on this device.

2. 2

   Connect to the internet and open Sharing. Read the explanation of what is uploaded and who can use the project link.

3. 3

   Choose Create project link if this project is not linked yet. Wait for the link to be created and synced. If media is missing, restore a complete backup or download the missing shared media before trying again.

4. 4

   For an existing linked project, choose Sync project now so the receiving device can download the latest saved work. Resolve any status or conflict messages first.

5. 5

   Choose Copy project link. If clipboard access is unavailable, select and copy the full displayed link manually. Use the detailed link-transfer walkthrough when opening it on another device.

6. 6

   To transfer by camera, expand Project QR code after the enabled project link is ready. Keep it displayed on the source screen and follow the separate QR-transfer walkthrough on the receiving phone or tablet.

7. 7

   Keep a restorable creator backup separately. Use Replace link or Disable project link only when you intend to change future access; communicate a replacement link through your usual trusted channel.

1. 1

   Ask the project creator for its current, enabled NaturaNote project link. Connect the receiving device to the internet. Initial link checking and downloading cannot finish offline.

2. 2

   Open NaturaNote in your intended regular browser or installed app. Save any unfinished observation before changing project context, and let a current save, sync or restore operation finish.

3. 3

   Open Sharing → Open a shared project. Paste the complete link into Project link, including the portion after the # symbol. Do not shorten or edit the link.

4. 4

   Choose Open project in this app. The app checks the link and returns to Home with the incoming project's name. An incomplete or disabled link must be corrected by obtaining a current link from its creator.

5. 5

   Review the name and choose Add project to this device. Stay connected while it downloads. If the app asks you to reconnect or wait for another operation, resolve that condition before using Retry adding project.

6. 6

   Confirm the project in the Project selector. If the app says it was added but the current form is busy, save that form and choose the project from the project list.

7. 7

   On Sharing, choose Sync project now if needed. Review Records and Map, open representative photos and recordings, and check Home → Ready for the field? for locally available data. Sync again if attachments are still pending.

8. 8

   Select the appropriate Field visit, load any species-checklist CSV separately, test the saved copy in airplane mode and download an independent restorable project backup.

1. 1

   On device A (the source), select the project you want to continue elsewhere. Save every unfinished observation and confirm its media and saved map images are available.

2. 2

   Connect device A and device B (the destination) to the internet. A project link needs hosted access for its first download; being on the same Wi-Fi network is not a substitute for that connection.

3. 3

   On device A, open Sharing. Choose Create project link if needed, then wait for the project link and initial sync to finish. If the project is already linked, choose Sync project now and review any pending changes or warnings.

4. 4

   Choose Copy project link on device A. If copying is blocked, select and copy the displayed full link manually. Transfer that complete link to device B through a private channel you control; do not post it publicly.

5. 5

   On device B, open NaturaNote in the regular browser or installed app you intend to use. Read any first-use notice. If a link opened in a different browser, return to the intended app/browser before importing it.

6. 6

   In device B's NaturaNote, open Sharing → Open a shared project. Paste the full link into Project link and choose Open project in this app. Keep the #project/key portion intact.

7. 7

   When Home shows the incoming project's name, confirm that it is the correct one and choose Add project to this device. Leave the app open and connected while Downloading finishes.

8. 8

   Check the Project selector and select the imported project if the app asks you to choose it after finishing a busy form. Set the Field visit you intend to work on.

9. 9

   On device B, review Records, the map and representative photos, sounds and videos. Also check Home → Metadata, sources and accuracy, Records → Project history and the relevant Collect → Custom fields. If attachments, history or metadata are pending, stay connected, choose Sync project now and check again. Review Records → Sync conflicts if a decision is needed.

10. 10

    Import the project's species-checklist CSV separately on device B. Check Ready for the field?, open the saved map and test a safe observation in airplane mode before relying on the new device offline.

11. 11

    Create and independently retain a restorable project backup from the verified destination. Keep device A's data until you have checked the transfer and your separate backup.

12. 12

    When switching back between devices, save before leaving one device and sync while connected before using the other. A link creates another working copy; it does not automatically remove the source copy or transfer the creator's management secret.

1. 1

   On device A, save the observations in the correct project, connect to the internet and open Sharing. On device B, connect the receiving phone or tablet to the internet too.

2. 2

   On device A, choose Create project link if needed. For an existing linked project, choose Sync project now. Wait until its enabled project link is ready; the QR panel is available only for a ready, enabled link.

3. 3

   Expand Project QR code on device A. Keep the full code visible on its screen with a clear border, suitable brightness and no cropping.

4. 4

   On device B, use the phone or tablet camera's QR recognition. Point it at the code on device A and choose the offered NaturaNote link. NaturaNote does not provide a separate in-app QR-scanner button in this workflow.

5. 5

   Check which browser opened on device B. To use an existing installed app or another preferred browser, copy the decoded full project link and paste it in that app's Sharing → Open a shared project, then choose Open project in this app.

6. 6

   Review the incoming project name on Home and choose Add project to this device. Keep the app connected while the project downloads, and select it from the Project selector if prompted.

7. 7

   Confirm the Field visit and review the saved observations, map layers and representative photos/recordings. Check the project metadata, history and custom criteria too. Stay connected and use Sync project now again if attachments, history or metadata are pending.

8. 8

   Load any species-checklist CSV separately, check Ready for the field? and test the saved project/map in airplane mode. Then create a separate restorable backup on the receiving device.

9. 9

   If no code appears or it cannot be scanned, use Copy project link and the link-transfer walkthrough. A QR image on the same phone is not something its camera can point at; using the copied link is a simple alternative.

10. 10

    Keep the original device's working copy and a creator backup until the destination has been verified. Replacing or disabling a link also changes whether an older QR can connect in future.

1. 1

   Reconnect and choose Sharing → Sync project now for a linked project. Read the sync status and any health messages.

2. 2

   Open Records → Sync conflicts to review offline edits needing a decision. Compare local and shared values before choosing the app’s offered resolution.

3. 3

   Review Recent shared saves and Project history when checking received changes.

4. 4

   Use the creator’s available link-management controls to disable or replace a link if needed, then communicate a replacement through your normal channel.

1. 1

   Open Records → Project history and wait for tracking status to load.

2. 2

   Review entries showing record values before and after changes. Choose Show earlier entries when available.

3. 3

   Read warnings about tracking gaps or revisions represented by content fingerprints.

4. 4

   Export a project backup or QGIS bundle to carry the history with the project. Use a sealed transfer copy and separate receipt when an integrity check is needed.

1. 1

   Select the project on the source device and save unfinished observations. If you are moving the creator's management controls, make the backup on the creator device that already holds those controls.

2. 2

   For a linked project, connect and choose Sharing → Sync project now. Open the needed photos, recordings and saved map images and check the readiness/status messages so you are not backing up unavailable attachments.

3. 3

   Open Export → Restorable project backup and choose Create project backup (.zip). Keep the app open while it prepares the recovery file.

4. 4

   Read the completion status carefully. A partial backup may lack attachments or project history; keep it if useful, but resolve the warning and make a complete backup before relying on it for migration.

5. 5

   Confirm that the ZIP was actually downloaded into device Files/Downloads or another location outside NaturaNote's browser storage. Keep the original ZIP intact rather than unzipping and recompressing it.

6. 6

   Copy the downloaded file to a second storage location you control. For a device transfer, make it available in Files/Downloads on the receiving device using your normal secure file-transfer method.

7. 7

   Retain the original species-checklist CSV separately. The current project backup does not package the saved checklist list; you will need to import that CSV on the destination device.

8. 8

   Follow Import a previous project backup, verify the restored records and attachments, and keep the source device's working copy until recovery has been checked.

1. 1

   Keep the source backup unchanged. It must be a NaturaNote ZIP created with Create project backup, or a supported legacy NaturaNote JSON backup. Reports, observation spreadsheets, QGIS bundles and media ZIPs are not restorable project backups.

2. 2

   Put the backup in Files/Downloads on the receiving device. Open naturanote.app in the regular browser or installed app you intend to keep using, and read any first-use notice before continuing.

3. 3

   If the destination already contains important work, export its current backup first. Save any unfinished observation and wait for syncing, joining or another backup operation to finish.

4. 4

   On Home → Ready for the field?, choose Import a project backup. You can also use Export → Restore from backup → Choose backup file. Sharing → Upload shared project and Revisit planner → Import previous project backup also open the same restore workflow.

5. 5

   Choose the intact ZIP, or the supported legacy JSON file, from device storage. Wait while the app checks the project information, attachment references and file integrity.

6. 6

   Read the confirmation: check the backup's project name, record count and map-layer count. Matching saved items for the project identified by the backup will be replaced. Review any warning about missing media or unavailable history before deciding whether to restore.

7. 7

   If this device already holds the linked project as a contributor, the app will refuse to replace it from a backup: only the project creator can replace an existing linked project. Use a creator backup on an appropriate destination or obtain the creator's help instead of deleting data to bypass this protection.

8. 8

   After confirmation, wait for the restored status. The app opens Records. Check the Project and Field visit selectors, record counts, map layers, representative photos, sounds and video clips. If it reports a partial restore or a follow-up failure, keep the source backup and review that message before relying on the new copy.

9. 9

   A creator backup can restore its sharing-management controls on a new destination. Confirm those controls in Sharing before retiring the source device. A shared-project copy can sync when connected; its previously enabled link must still be current.

10. 10

    Import the species-checklist CSV separately, test the app and saved map offline, and create a new independent backup from the verified destination. Keep the old device and dated backup until the transfer is fully checked.

1. 1

   Save observations and sync missing linked-project files. Choose Export → Download QGIS bundle (.zip), unzip it on your computer and keep the complete folder together.

2. 2

   In QGIS, choose Layer → Add Layer → Add Vector Layer. Set Source type to File, browse to field-records and choose the .geojson layers you need. Click Open, then Add. You can also drag those .geojson files from the extracted folder or QGIS Browser into the map.

3. 3

   The main files are area.geojson, plot.geojson, flora.geojson, fauna.geojson, fungi.geojson, threat.geojson, water.geojson, geosite.geojson, heritage.geojson and photo_point.geojson. Empty record categories may contain no drawable features; unmapped records do not acquire a location on export.

4. 4

   Add relevant qgis-layers/*.geojson for uploaded layers, GPX-derived layers and project outlines. For individual outline vertices, add qgis-layers/boundary-points/project-boundary-corners.geojson when supplied.

5. 5

   For shapefile compatibility copies, add the .shp files in shapefiles. Keep each matching .shx, .dbf, .prj and .cpg beside its .shp; do not add those companion files separately. The dedicated shapefile walkthrough explains the geometry suffixes and attribute limits.

6. 6

   Do not add project-metadata.json, project-history.json, qgis-map-images/map-extents.json, shapefiles/*.fields.json or integrity/seal.json as vector layers. These are metadata, history, image extents, field-name dictionaries or integrity data. See the file table below.

7. 7

   Add observations.csv, heritage_concerns.csv or custom-fields.csv as non-spatial tables when required: use Add Delimited Text Layer and No geometry (attribute only table). Keep media and photo_index.csv alongside the project.

8. 8

   Use the bundle README, check EPSG:4326 placement, feature counts and attributes, and save your QGIS project. Optional qgis-symbols GeoJSON/QML layers provide specialised threat and authorised Heritage survey icons.

1. 1

   Select the correct project, save your work and open Export → Field table.

2. 2

   Choose Download observations (.csv) or Download observations (.xlsx).

3. 3

   Open the file in your spreadsheet software and check record IDs, units, dates and attachment filenames.

4. 4

   Download project media separately if the recipient needs the actual photos, sounds or videos.

1. 1

   Save observations and choose the correct project. On Home, expand Metadata, sources and accuracy, or use Export → Complete report metadata.

2. 2

   Complete and save Collection method / survey effort, Accuracy constraints / assessment method, Identification confidence / verification and Known limitations. Where appropriate, enter Not applicable with a reason.

3. 3

   Under Report declaration, enter Report preparer’s name, choose one intended use (Personal use or Professional use), review the saved metadata and responsibility statement, then tick the acknowledgement.

4. 4

   Resolve pending metadata changes or shared-metadata conflicts. If records or metadata change after review, review the updated project and acknowledge again.

5. 5

   Open Export → Readable field report → Download field report (.html). Follow any highlighted issue to the field that needs attention.

6. 6

   Open the downloaded HTML in a browser. Check maps, records, photos, dates, sources, accuracy and the preparer information before sharing. Use the browser’s Print → Save as PDF where available and inspect the print preview.

1. 1

   For a linked project, sync first and check that media has downloaded to this device.

2. 2

   In Export → Project media, choose Download all photos (.zip), Download all videos (.zip) or Download all sounds (.zip).

3. 3

   Unzip the downloads and use the supplied indexes and record IDs to relate files to observations.

4. 4

   Keep these with your data export and preserve camera originals separately if needed.

1. 1

   Open Export → QGIS survey bundle and choose Export GPX waypoints.

2. 2

   In the dialog, select the saved plot centres or photo points you need.

3. 3

   Choose Download GPX and load the file in compatible GPS or mapping software.

4. 4

   Check coordinates, labels and the destination device’s coordinate settings before use.

1. 1

   Save observations, sync shared data and resolve any history warnings before sealing.

2. 2

   Choose Export → Seal a copy for transfer. Keep the package within the stated 100 MB limit.

3. 3

   Download the verification receipt (.json) and keep it separately from the ZIP, ideally with the intended recipient or another trusted location.

4. 4

   Open Verify a sealed copy and use the ZIP and separately kept receipt to check integrity. Keep collecting normally after sealing.

1. 1

   Obtain the original sealed transfer ZIP and, where possible, its verification receipt kept separately by a trusted holder. Leave the ZIP unchanged.

2. 2

   In NaturaNote, open Export → Sealed transfer copy → Verify a sealed copy. The hosted verification page checks the chosen files locally in your browser.

3. 3

   Use Original sealed ZIP to choose the sealed package from your device. This is the ZIP created by Seal a copy for transfer, not a normal backup or an arbitrary ZIP.

4. 4

   If available, use Separately retained receipt (optional JSON) to select its original receipt file. The app expects a small receipt JSON file, within the stated 100,000-byte check.

5. 5

   Choose Check signature and files and wait for the result. Review the project, seal, file count, recorded device time and fingerprints shown by the verifier.

6. 6

   A result that matches the separate receipt ties the ZIP to that receipt. A successful embedded-signature check without a separate receipt has a narrower meaning; read the result rather than treating it as independent proof.

7. 7

   Keep the original package and receipt separately. Extract a working copy for QGIS if needed. To restore an editable NaturaNote project, obtain a restorable project backup and use the backup-import walkthrough instead.

1. 1

   Select the correct project and download a fresh restorable backup.

2. 2

   At the bottom of Export, choose Move all records to Recently deleted only if that is your intended scope.

3. 3

   Read the app’s confirmation before proceeding.

4. 4

   Open Records → Recently deleted promptly if you need to restore locally retained items.

1. 1

   Use a regular browser, the same app address and the same browser profile for each session.

2. 2

   Avoid private/incognito mode, browser cleanup tools and clearing cookies/site data for NaturaNote until you have a verified backup.

3. 3

   Keep free space for photos and recordings. Installing the app may improve convenience but is not a backup guarantee.

4. 4

   Before switching devices, reinstalling a browser, resetting a phone or changing app domains, export and verify a restorable backup.

1. 1

   If offline loading fails, reconnect in the same browser/address, wait for App offline ready, then repeat an airplane-mode test.

2. 2

   If the map is blank offline, check that a map image for that project and extent was actually saved. Online basemaps need a connection.

3. 3

   If GPS, camera or sound fails, review the site permissions in your device/browser, keep the app visible, and check feature support and available storage.

4. 4

   If sharing fails, reconnect, check the project link is current and choose Sync project now. Review conflicts and download a backup before attempting a reset.

1. 1

   Select the project on Home and choose Revisit planner. Existing-project controls also include a Revisit planner button.

2. 2

   Choose Copy targets from visit. The Saved locations list includes eligible observations from that visit with usable saved GPS or geometry; restricted Heritage concerns are excluded.

3. 3

   Use Select all targets, Clear selection or the individual checkboxes to choose between 1 and 1,500 targets. Check their site IDs and categories.

4. 4

   Set New visit label and Visit date. The app suggests the next numbered label; you can enter your own.

5. 5

   Choose Create linked visit. The new visit links to the earlier visit and selected record IDs; it starts with planned targets, not copies of saved observations.

6. 6

   Use Planned return visit to reopen it later. Review the saved/total target count and keep a restorable project backup before travelling.

1. 1

   Open Revisit planner and select the Planned return visit. Review target IDs, coordinates, record categories and Planned/Saved/Unavailable status.

2. 2

   Choose Show on map to centre the map on a target and inspect the earlier observation. Check permissions, conditions and a safe route using suitable field navigation.

3. 3

   Choose Record this visit. NaturaNote selects the linked new visit and opens a fresh form linked to the earlier record.

4. 4

   Check the copied site identifiers, saved location and boundary. Measurements, condition, observer, weather, notes, photos, recordings and custom answers require fresh entries; enter today’s evidence.

5. 5

   Save the observation. Return to the planner and check that the target is Saved and the completion count has increased.

6. 6

   Use Open saved observation to edit a completed target when your device/role permits it. If a target is Unavailable, inspect the earlier source record before deciding how to continue.

1. 1

   On the original device, save the project and choose Export / backup → Create project backup (.zip). Check that required photos, recordings and maps are present before creating it.

2. 2

   Move that native restorable ZIP to the new device using your usual file transfer. Keep the original copy separately.

3. 3

   On the receiving device, open Home → Revisit planner → Import previous project backup and choose the ZIP. This invokes the same restore workflow as the other backup controls.

4. 4

   Read any replacement or partial-backup warnings and wait for the imported confirmation. Check the restored project, its earlier visits, representative observations and media.

5. 5

   Choose Copy targets from visit, select mapped observations, set the next visit date/label and choose Create linked visit.

6. 6

   Test the restored project and planned targets offline, then create an independent backup for the receiving device.

1. 1

   Record your path in a GPS tracking app such as Geo Tracker, following that app’s device/location setup. NaturaNote imports the result; it does not run a continuous background path recorder.

2. 2

   In the tracking app, export or share the recorded trip as GPX, not a screenshot or a native app project. Save the .gpx file somewhere this device can select. Exact export menus vary by tracking app.

3. 3

   In NaturaNote, select the destination Project and open Map → Map layers & specialist uploads → Import GPX tracks & waypoints.

4. 4

   Choose a GPX 1.0 or 1.1 file. The import checks a 30,000,000-byte limit, at most 200,000 total points and no more than 200 output layers. Split a large trip before importing.

5. 5

   Wait for the saved status showing tracks, routes, waypoints and layers. All waypoints are grouped into one layer; each route or track gets its own layer, and separate track segments remain separate.

6. 6

   Inspect the route and waypoint positions. Switch each layer on or off through Legend or its checkbox in the layer list. Empty tracks/routes are skipped and reported.

7. 7

   The imported GPS layers remain on this device for offline use. Keep the original GPX, test offline and include the project in a restorable backup. These layers also travel in the QGIS bundle as GeoJSON.

Current app menu Open Map → GIS layers to find the GeoJSON, GPX and specialist map image upload controls.

1. 1

   Open Map with the relevant records and layers visible in Legend. On a computer, hover a point to open Hover preview.

2. 2

   Click or tap the feature to keep its popup open. Keyboard users can focus a mapped feature and press Enter or Space. Area, Plot and project outlines open on selection.

3. 3

   For an observation, read its type, record ID, observation time, saved reference coordinates and reported GPS accuracy where available. Scroll through notes and the full saved detail table.

4. 4

   Open an attached photo to view or download it. View saved record takes you to Records; Edit observation is available only where your role permits it.

5. 5

   For a project boundary, use Details / coordinates to inspect the approximate area and numbered corners. Download the outline and corner-points GeoJSON separately.

6. 6

   For an imported layer feature, inspect the saved source-layer name and properties. Close the popup when finished or select another visible feature.

1. 1

   Unzip the complete NaturaNote QGIS bundle. Open shapefiles and locate a non-empty layer such as area-polygons.shp or flora-points.shp.

2. 2

   Keep every same-base .shp, .shx, .dbf, .prj and .cpg in that folder. The .shp holds geometry, .shx its index, .dbf attributes, .prj the CRS and .cpg the text encoding.

3. 3

   In QGIS choose Layer → Add Layer → Add Vector Layer → File. Browse to the .shp, choose Open, then Add. Alternatively drag only the .shp from the folder or QGIS Browser into the map.

4. 4

   Add the relevant points, multipoints, lines or polygons files separately. NaturaNote separates geometry types, so one record category can produce several shapefile layers.

5. 5

   Do not add .fields.json as a vector. Open it in a text editor only when you need the dictionary from short DBF field names back to the original attributes.

6. 6

   Inspect the EPSG:4326 placement and attributes. Prefer the matching GeoJSON when full field names, nested detail, unmapped records or uploaded layers are needed; keep the shapefile as a compatibility copy.

1. 1

   In QGIS, open the source data and select a vector layer in the Layers panel. Choose the layer itself, not a group, project filename, raster image or XYZ/OpenStreetMap basemap.

2. 2

   Right-click that layer → Export → Save Features As…. Alternatively select the layer and use the top menu Layer → Save As…. In some versions the wording is Save As; the dialog is Save Vector Layer as.

3. 3

   Set the Format dropdown to GeoJSON. Use the filename browse button to choose a folder and a name ending in .geojson, such as dune-habitat.geojson. Changing only a filename extension does not convert the data.

4. 4

   Set the export CRS to WGS 84 / EPSG:4326. This reprojects a correctly defined source layer to longitude/latitude. If the source CRS is unknown, identify it before exporting rather than assigning EPSG:4326 to coordinates in metres.

5. 5

   Leave Save only selected features unticked for the full layer, or deliberately select only the features you need. Keep useful attribute fields, click OK and locate the saved file.

6. 6

   If Save Features As or GeoJSON is missing, check that you selected a vector feature layer. A raster or tiled basemap has a different export path: create a permitted north-up map image instead. Open a .qgz first and export its actual vector layer.

7. 7

   Move the .geojson to your field device and use NaturaNote → Map → Map layers & specialist uploads → Upload QGIS GeoJSON layer. Check its position, popup properties and offline availability.

Current app import Open Map → GIS layers → Upload GIS layer (GeoJSON). Use a non-empty WGS 84 FeatureCollection within 30 MB, 100,000 features and 1,000,000 coordinate positions. If validation fails, check the coordinates and geometry. Clip or simplify a copy before re-exporting a large layer.

1. 1

   Use the format table below to match your source to a supported destination. Select the project in NaturaNote before importing.

2. 2

   For vector features, prepare one compatible GeoJSON FeatureCollection in WGS 84 / EPSG:4326 per layer, then use Upload QGIS GeoJSON layer. QGIS can convert supported shapefiles, GeoPackage layers, KML and other vector sources.

3. 3

   For a GPS path, route or waypoint file already in GPX, use Import GPX tracks & waypoints directly. If another GPS format is involved, convert it in suitable software or export its supported vector layer from QGIS.

4. 4

   For a point CSV with known coordinate columns, use QGIS Add Delimited Text Layer, set X to longitude/easting and Y to latitude/northing, and select the actual source CRS. Check it, then export the resulting vector layer as EPSG:4326 GeoJSON.

5. 5

   For a raster, GeoTIFF, composed QGIS map or permitted basemap view, export a north-up PNG/JPEG/WebP with a final EPSG:4326 map extent. Enter west, south, east and north edges in NaturaNote and use Upload specialist map image.

6. 6

   For a .qgz/.qgs, open the project in QGIS and export individual vector layers or the composed map image. For .gpkg, select the needed layer inside the package before exporting.

7. 7

   Check alignment, properties, source rights and offline availability. Keep your original source files and a restorable NaturaNote backup.

1. 1

   Unzip the complete QGIS bundle and inspect qgis-symbols. This optional folder appears when eligible threat or authorised non-sensitive Heritage survey points were exported.

2. 2

   Add threat-points.geojson and/or heritage-survey-points.geojson as vector layers. These are extra presentation point layers; keep field-records for the complete observation geometry.

3. 3

   QGIS may load the matching same-base .qml automatically. If it does not, open Layer Properties → Symbology → Style → Load Style and choose the matching .qml file.

4. 4

   Review the category legend, individual threat points and reference points against the original records. source_observation_id links each presentation point to the original GeoJSON Feature id.

5. 5

   Keep the bundle together. SVG artwork is embedded in each QML; standalone artwork is also in qgis-symbols/svg. Do not add .qml or .svg as vector data.

1. 1

   Choose the project, visit and observation in Collect. Open the media section and select Upload media · max 15 MB/file.

2. 2

   Choose files from the device picker. Photos depend on browser decoding; supported clips include MP4/WebM/MOV video and M4A/MP3/WAV/OGG/WebM sound.

3. 3

   Keep every file within 15 MB, sound within 60 seconds and video within 30 seconds. A record can hold at most five photos. Trim or convert a rejected clip outside NaturaNote before trying again.

4. 4

   Read the import status, including any rejected file. Preview the accepted thumbnails/players and remove unwanted attachments individually before saving.

5. 5

   Save the observation, then check its stored media in Records. Keep original full-resolution files separately and use the project backup/media exports to retain attachments.

1. 1

   When connected, look for Give feedback in the app footer if the feedback survey has been enabled.

2. 2

   Select it, read the optional prompt and choose Open survey to continue to the separate feedback website.

3. 3

   Complete only the information you intend to send. Do not paste private project links, sensitive coordinates or confidential records into feedback.

4. 4

   Choose Not now to dismiss a prompt, or return to the app after finishing. The feedback link itself does not attach your project, observations or location.