1. Help for unregistered users
  2. Help for registered users
  3. Help for trusted users
  4. Help for editors

Help for unregistered users

As an unregistered user you can use the system for information purposes and for research. Most functions are accessible via the menu.

Records are highlighted as follows:

approved, valid record
unapproved record
deleted record
implausible record
record from different source


The following restrictions apply for unregistered users:

There are two ways to add new data:

  1. You can register for the Members' Area of the main pages, and then log into the Atlas and enter new data. This method is recommended if you want to add a large amount of data or if you add data regularly.
  2. You can send a message to the editors, containing all necessary data. The editors will then add the data. This method is recommended if you only want to add single records or only want to add data occasionaly.

Help for registered users

As a registered user you can use the system for information purposes and for research, and you can add new data yourself. Most functions are accessible via the menu.


The following restrictions apply for registered users:

Record data

Species records can not the duplicates. The combination of the following record fields should be unique:

The system does allow to add multiple records with the same combination of the above data fields. However, in irregular intervals they will be de-duplicated, i. e. they are combined to one, and the numbers of individuals are summed up.

The maturity state should correspond with the record date. For example, if you collect a specimen in an immature state, raise it to maturity, and then identify the species, the record should contain the collection date as record date and the maturity state “immature”. You should add the date of maturity to the comments to document that the identification was based on the adult individual.

When the precise collection date is known, leave empty the second (end) date field. If the date is not known precisely, use the start date and end date of the range (e.g. date of setting up a trap, and date of emptying the trap). If the date is known even less precisely, use the dates of the possible range (e.g. first and last day of month).

You can upload images for each record with the icon. These images may help the editors verifying the identification.


Registered users have the possibility to bookmark locations, species, families, record sources and biotope types. This can be done by clicking on the icon. A set bookmark is displayed as . A temporary bookmark is displayed as (these bookmarks are automatically set when a location etc. is used; they are limited in number and lifetime). All bookmarks are listed on the dashboard.

Whenever a location, species, family, record source or biotope type needs to be selected in a form, you can use the button to make the selection. You can then select from your bookmarked items instead of the very long list of all items of that type.

There's a user setting that controls whether for items created by yourself a bookmark is added automatically.

Help for trusted users

This used group was created for users who deliver larger numbers of records which typically are correct. The differences to normal users are:

Help for editors

For editors most restrictions that apply for registered users are lifted. A number of extended functions are available.

Editorial system

New records added by registered users are initially not visible for the public. They first have to be checked by an editor before they are approved for public display.

When a user adds a record it is assigned to an editor for approval, depending on the order of the recorded species and on the country and region of the location. This assignment is configured by the administrator and then happens automatically. Editors are notified of new assigned records by e-mail, as long as they have not disabled this feature in their user settings.

Assigned unchecked records are listed on the dashboard. They can then be approved (marked as plausible) from there or directly from the source page or location page. In case of questions an e-mail can be sent by the editor to the originating user.

Using the icons you can view the images uploaded for individual records.

Alternatively, unchecked records can be assigned to a different editor or to all editors.

Messaging system

Users can send messages to the editors. These messages can be read by all editors (see menu).

When an editor wants to handle a message, he/she can claim the message using the button. Other editors then cannot claim the message, and it's visible that the message is already handled. This avoids the situation that two editors handle the same message.

Using the button the editor can give up handling the message, and it's given back to all the editors.

When the message was handled, it can be marked completed using the button , while adding an optional comment.

While a message is processed the sender is notified by e-mail about status updates, as long as they have not disabled this feature in their user settings.

Typical workflow

Adding a new single record

When a single new record is reported (e. g. via the messaging system, see above), the editor typically handles it in the following way:

  1. Check if there is already a suitable source entry for the new record, by using the search function in the list of sources. A new source may have to be created, using a source title of “Sightings reported by <name>, <location>”. It's recommended to also add the new source to your bookmarks, if you have not enabled the user setting “Auto-bookmark”, in which case this would be done automatically.
  2. Check if there is already a suitable location entry for the record. Again, use the search function in the list of locations. For well-defined locations (e. g. nature conservation areas, TKs) you may use an existing location. Otherwise you should create a new location. While doing so you can search for the address on the map, or you can use coordinates provided by the reporter.
  3. Add the record. This can be done on the page of the source or on the page of the location. When the source or location is already in your bookmarks, you can use the bookmarks to quickly select the item. The other record data are taken from the report. The record should be referencing the message. You can then also select pictures attached to the message to be used as pictures for the new record. Additional pictures can be uploaded afterwards (use the button in the row of the new record).

Checking new records

see section “Editorial system” above.