Observations | Record phenology data

In 2024, IrisBG partnered with members of our user community to form a Plant Phenology Working Group. Together, we explored how different gardens capture, record, and share phenological data. Our shared goal: to simplify the process and develop a globally relevant, standardized approach to phenology data management.

We’d like to extend special thanks to:

• Pete Atkinson & Rosemary Fricker | Cambridge University Botanic Garden
• Rob Cubey | Royal Botanic Garden Edinburgh
• Emily Conn | Lincoln Park Zoo
• Adriana Lopez | University of British Columbia Botanical Garden

...for generously sharing their experience and methods. We also welcome further contributions—join the discussion in the Plant phenology working group forum post or reach out to us by email.

Table of contents

1. Module background
2. How Observations work
3. Exporting & Referencing Observations
4. Importing Observations data
5. Best Practices

Module background

Based on the findings of the Working Group, we developed a new Observations module, built on the familiar Event – Entry model (also used for Tasks, Inspections, etc.).

Observations are currently supported only for accessioned material. The Observations screen is located under  Events > Observations.

How Observations Work

Step 1: Create an Observation Event

Each observation session begins with creating a new Event record. 

Fill in the following fields: 

Observer	User initials (from Personnel list).
Date	Date the Observation was performed.
Name	A descriptive name (e.g., “Magnolia bud burst – spring 2025”).
Comments	Optional comments about the event.
Status	Either or . Open while active; set to Completed once all items are recorded.
Project	Include an existing Project. Optional.
No.	Auto-generated event number.
Reg. init.	Auto-generated on save.
date	Auto-generated on save.

Use the globe icon 🌍 to view mapped observation items for this event.

Step 2: Add Observation Entries

Each entry corresponds to a single plant (accession item). You can add multiple entries to a single event. 

Enter the full number or at least the {accyear|no}{/}{itemno} part.

Press your keyboard's Enter key to validate the number and move to the next new registration line. Multiple items can be added in one operation by pressing the [...] button and selecting from the search result list in the Accessions screen.

Item no.	Accession item number (use full or partial {year-number}{/}{item} format). Use [...] to select multiple items from a search list.
Obs. type	Select a phenophase from the default Observation types: Definitions > Code lists > Observation types or create your own in the Code list screen.    Observation type in the Definitions > Code lists screen.
Abundance	Enter observed abundance using a system suited to your garden (e.g., “10%,” “up to two-thirds,” “>33%”). Valid values are 0 - 100. The default is 100. Set it to 0 if no observation.
Taxon name	The taxon name of the accession item. Automatically populated from the accession item.
Location	The garden location name associated with the accession item. Automatically populated from the accession item. Clicking on the map icon in the Location field will generate a pop up window displaying the mapped point of the accession item.
Image	Upload a single photo per item to illustrate the observed phenophase. The image field works the same as other Event modules. Add an image of your accession item to demonstrate the observation type chosen and its abundance.  Only one image is supported per accession item entry.
Notes	Optional comments related to the specific observation.
Obs. date	Date of the actual observation.

You can copy an entry registration to paste in another line by clicking the green plus sign icon.
To delete an observation registration entry, click the red minus icon.

Exporting & Referencing Observations

Observations can be exported via Reports > Events > Observations.

They are also visible on the Accession References tab, providing a full activity history alongside tasks, inspections, and other events.

Importing Observations Data

Observations can be imported using the Data Import module (Events > Observations). Ensure your import file follows the correct field structure. See the attached data import template specially formatted for Observations attached below. Please refer to our Knowledge Library article, How to use Data import for detailed instructions for importing data. 

Best Practices

• Schedule regular observation days (e.g., weekly) for consistency.
• Train multiple users or volunteers to contribute using the same methods.
• Use visual documentation (photos) to build an illustrated dataset.