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Best Practices for Using Xolmis Mobile

Xolmis Mobile is designed to make field data collection fast, reliable, and scientifically consistent. Following the best practices below will help you collect higher‑quality data, avoid errors, and ensure smooth integration with Xolmis Desktop.

Prepare Before Going to the Field

Set your observer abbreviation

Your observer code is required to:

  • Generate inventory IDs
  • Create nest and specimen field numbers
  • Track who collected each record

Make sure it is set correctly in Settings → Observers → Observer (abbreviation).

This ensures the species list matches your region’s checklist.

Review your inventory settings

Adjust:

  • Default durations
  • Mackinnon list size
  • Maximum simultaneous inventories
  • Reminder options for vegetation and weather

These preferences save time during fieldwork.

Charge your device and free storage

Photos, backups, and long inventories require space and battery.

Collect Data Efficiently in the Field

Use the right inventory type

Choose the method that matches your protocol:

  • Timed lists for standardized effort
  • Mackinnon lists for rapid assessments
  • Transects and point counts for quantitative surveys
  • Detection methods for distance sampling

Typing fragments (e.g., tro mus, trmu, or tromus) speeds up species selection.

Record POIs when relevant

Use POIs for:

  • Rare species
  • Important detections
  • Habitat associations

Add vegetation and weather data

These contextual details greatly improve the scientific value of your inventories.

Avoid unnecessary reactivation

Only reactivate inventories when you truly need to continue sampling.

Keep Your Data Organized

Finish inventories promptly

Closing inventories at the right time ensures:

  • Accurate timestamps
  • Correct sample boundaries
  • Proper species classification (inside vs. outside sample)

Use notes for unusual observations

Behavior, habitat, or detection details can be added to:

  • Species
  • POIs
  • Journal entries

Use filters and search tools

Filters help you quickly find:

  • Active vs. finished inventories
  • Specific nests or specimens
  • Journal entries by keyword

Sort lists to match your workflow

Sort by:

  • ID or field number
  • Date and time
  • Locality
  • Species
  • Inventory type
  • Nest fate
  • Specimen type

Maintain Data Quality

Avoid duplicate species in qualitative lists

Most inventory types do not allow duplicates, but detection methods do.

Check species counts in quantitative methods

Tap the number to correct large values.

Review POIs and notes before finishing

This prevents incomplete or incorrect metadata.

Use reminders for missing data

Enable reminders for vegetation and weather to avoid gaps.

Manage Files and Backups Safely

Back up your data regularly

Use Settings → Backup → Create backup after:

  • Each field day
  • Each expedition
  • Before reinstalling the app
  • Before switching devices

Store backups in the cloud

Google Drive, OneDrive, Dropbox, or email are good options.

Restore with caution

Restoring a backup replaces all current data.

Export and Share Data Properly

Choose the right export format

  • CSV for spreadsheets and statistic analysis
  • Excel for structured tables (experimental)
  • JSON for importing into Xolmis Desktop or Xolmis Mobile
  • KML for mapping POIs, nests and specimens
  • Plain text for field journal notes without text formatting
  • Markdown for field journal notes with text formatting markings
  • Word for field journal notes with text formatting and images

Export finished inventories only

Active inventories should be closed before exporting.

Use multi‑selection for batch exports

This is faster and ensures consistent formatting.

Integrate Smoothly with Xolmis Desktop

Import Mobile data soon after fieldwork

This reduces the risk of data loss and keeps your database current.

Verify imported records

Check:

  • Species IDs
  • Localities
  • Counts
  • Notes
  • POIs

Use Desktop for long‑term storage and analysis

Mobile is for fieldwork; Desktop is for:

  • Validation
  • Reporting
  • Archiving
  • Advanced analysis

Keep the App Running Smoothly

Update to the latest version

New versions include:

  • Performance improvements
  • Bug fixes
  • Updated taxonomy
  • New features

Restart the app if it becomes slow

Xolmis Mobile automatically cleans temporary files on startup.

Avoid running too many active inventories

Limit simultaneous inventories to prevent confusion and data errors.

Following these best practices will help you collect cleaner, more reliable, and more useful field data with Xolmis Mobile—ensuring your observations remain valuable for long‑term research and analysis.