Biodiversity data management software: a complete guide to choosing the right tool
As biodiversity data explodes (fauna-flora inventories, habitat monitoring, impact assessments), many organisations find themselves drowning in scattered spreadsheets, poorly documented GIS files and unmanageable network folders. Yet this data is strategic: it determines the quality of your ecological assessments, the robustness of your reports, and your ability to make long-term use of your observations.
The right biodiversity data management software allows you to regain control: to centralise, structure, analyse and share your data in a reliable and sustainable way. Specialist providers such as Natural Solutions now offer end-to-end solutions designed for consultancies, NGOs, public authorities and protected area managers.
In this practical guide, you will discover:
The concrete benefits of biodiversity data management software.
The essential features you should expect from a modern solution.
The key criteria for choosing the tool best suited to your context.
An overview of available biodiversity data management tools.
The key steps for successful deployment and integration into your workflows.
Major trends to anticipate (cloud, AI, citizen science).
Goal: to give you a clear, actionable framework for selecting and implementing biodiversity data management software that truly fits your needs.
Understanding the stakes of biodiversity data management software
Biodiversity data management software is a specialised tool that centralises, structures and leverages all naturalist data collected in the field or compiled from existing sources. It typically covers:
Fauna observation data (species, abundance, behaviour).
Flora data (surveys, species lists, sensitive plant locations).
Habitats and environments (typologies, conservation status, pressures).
Associated metadata: observers, dates, methods, sources, protocols.
For ecological consultancies, nature conservation NGOs, local authorities or site managers, the stakes are high:
Consolidating data from different projects, sometimes over several decades.
Ensuring full traceability of each record to respond to checks, audits or requests for additional information.
Producing reliable maps, indicators and reports quickly for clients, funders or regulators.
Unlocking the long-term value of your data assets (capitalisation, reuse, temporal analyses).
Standard spreadsheets (Excel, Google Sheets) quickly reach their limits:
High risk of input and consistency errors (species spelling, date formats, duplicates).
Difficulties managing tens or hundreds of thousands of observation records.
Lack of proper user-rights management, edit history and traceability.
Cumbersome integration with GIS software, data portals or taxonomic reference lists.
Dedicated software, on the other hand, offers key benefits:
Security and long-term preservation of data (backups, access rights, logs).
Fine-grained traceability of records (who entered what, when and how).
Time savings for data entry, QA/QC, mapping and report production.
Better analysis quality thanks to structured, standardised, easily filterable datasets.
Professional solutions such as those offered by Natural Solutions are specifically designed to address these challenges, aligned with the standards and workflows of ecologists and GIS specialists.
Essential features of biodiversity data management software
Good biodiversity data management software should provide a robust core feature set while offering advanced capabilities for expert users.
Must-have core functions
Entry of fauna, flora and habitat observations:
Configurable forms tailored to protocols (transects, point counts, quadrats, etc.).
Management of key attributes: species, abundance, sex, life stage, behaviour, etc.
Geolocation:
Precise entry (coordinates, polygons, lines) or approximate locations.
Integration of base maps to check spatial consistency.
Metadata management:
Observer, date and time, sampling method, weather conditions.
Project, client, data source, accuracy level and sensitivity.
Standards and taxonomic reference lists
Data quality relies on the use of up-to-date taxonomic reference lists, such as:
Taxref for national species taxonomy.
Red Lists for assessing conservation status.
Habitat codes (EUNIS, Corine Biotopes, regional typologies, etc.).
Robust software should:
Allow regular updates of reference lists.
Prevent uncontrolled free-text entry (dropdown lists, autocomplete, validation rules).
Manage synonyms and nomenclature changes over time.
Interoperability and data exchange
Import/export capabilities are central to exchanging data with partners and platforms:
Import of CSV, Excel, shapefiles, GeoPackage, etc.
Export in the standard formats required by GBIF, SINP and regional or thematic databases.
Strong interoperability with GIS (QGIS, ArcGIS): direct connections, web services, dynamic layers.
Advanced features
Interactive mapping: dynamic filters, thematic layers, symbology by species, habitats or conservation issues.
Statistics and dashboards: species richness indicators, sampling effort, temporal trends, etc.
Study project management: structuring by assignment, site, client, with project-based access control.
Automated reporting: generation of species factsheets, site summaries, exports to report templates.
Professional solutions, such as those in the Natural Solutions product range, generally include these advanced features while remaining configurable to suit diverse professional contexts.
How to choose biodiversity data management software suited to your needs
Choosing software is not just a technical decision: it must start from your use cases, constraints and objectives. Here are the main criteria to consider.
1. User profiles and context
Consultancies: need to manage multiple projects and clients, tight deadlines, collaboration between ecologists and GIS teams, intensive report production.
Nature conservation NGOs: large volumes of records, volunteer contributions, citizen science, data sharing with regional platforms.
Local authorities: monitoring biodiversity issues at territory level, biodiversity observatories, interactions with other departments (planning, water, forestry, etc.).
Protected area managers: habitat monitoring, management plans, long-term monitoring, statutory reporting obligations.
2. Data volumes, users and regulatory constraints
Current and projected data volumes (5–10 year horizon).
Number of users working simultaneously, both internal and external.
Regulatory constraints: GDPR, sensitive data (protected species), requirements from government agencies, parks, etc.
3. SaaS (cloud) vs on-premise installation
SaaS / cloud:
Advantages: automatic updates, managed backups, multi-site access, easier collaboration.
Points to watch: server location, contractual clauses on data ownership.
On-premise installation:
Advantages: full control over infrastructure, internal hosting.
Points to watch: IT resources required, managing backups and updates.
4. Usability, mobility and learning curve
A good tool must be easy to use for ecologists, including those who are not very tech-savvy:
Clear interface, customisable forms, contextual help.
Mobile or mobile web apps for field data entry, including offline mode.
Reasonable training time and access to learning resources.
5. Costs and return on investment
Costs to anticipate:
Licences (subscription or purchase), potential add-on modules.
Maintenance and support.
Training for your teams.
Customisation (configuration, specific developments).
For a consultancy, return on investment is measured through:
Hours saved on data entry, cleaning and consolidation.
Fewer errors and fewer queries from clients or regulators.
Ability to deliver more in-depth analyses and stand out commercially.
It can be useful to compare several options (for example, an open-source solution, a generalist commercial tool and a specialist solution such as those from Natural Solutions) based on the same requirements specification to clarify overall costs and benefits.
Comparison of biodiversity data management software on the market
The French and European markets offer a wide range of biodiversity data management tools, from open-source solutions to turnkey commercial products.
Overview of the main types of solutions
Open-source solutions:
Tools developed by communities (observatories, local authorities, research institutes).
Very flexible, but often require in-house technical skills or external support.
Specialist commercial solutions:
Developed by companies dedicated to biodiversity professions.
Support, updates, documentation, ready-to-use modules.
General-purpose solutions (databases, customised CRMs):
Can be suitable for small volumes or specific use cases.
Less adapted to taxonomic constraints and standard biodiversity data formats.
Practical comparison criteria
Target organisation type: is the tool primarily designed for observatories and NGO networks or for consultancies and site managers?
Functional richness: advanced reference list management, built-in mapping, dashboards, automated reports, project management.
GIS compatibility: spatial data import/export, QGIS/ArcGIS connections, web mapping services.
Import/export capabilities: supported formats, field mapping, export profiles (GBIF, SINP, regional databases).
Support and community: documentation, community forum, responsiveness of technical support, active user network.
Solutions suited to consultancies vs NGOs
Consultancies:
Need for multi-project, multi-client, multi-user management.
Features for report production, version tracking, internal validation.
NGOs and observatories:
High modularity for citizen science (online data-entry portals, public contributions).
Scientific validation workflows for volunteer-contributed records.
Mini comparison (strengths, limits, typical use cases)
Open-source solution designed for observatories
Strengths: adaptability, no licence fees, strong integration with certain public platforms.
Limits: need for technical skills, sometimes less polished user experience, variable documentation quality.
Use cases: regional wildlife observatory, structured NGO network.
Specialist commercial solution for consultancies (for example, tools offered by Natural Solutions)
Strengths: onboarding and training, features tailored to impact studies, GIS integration.
Limits: licence costs, reliance on an external provider.
Use cases: consultancy conducting dozens of studies per year, needing reliability and productivity.
Customised general-purpose database
Strengths: very high configuration freedom.
Limits: extensive setup work, few biodiversity standards built in by default.
Use cases: small organisation with an in-house developer and very specific needs.
The goal is to choose a solution whose functional coverage and service level match your resources and development strategy, rather than aiming for "the most powerful" at the expense of simplicity and control.
Implementing and integrating biodiversity data management software in your organisation
Project success depends not only on the software you choose, but also on how it is deployed and integrated into your processes. Here are the key steps.
1. Data audit, cleaning and migration
Inventory existing sources: spreadsheets, Access databases, GIS projects, PDF reports, field notebooks.
Assess data quality: duplicates, gaps, taxonomic inconsistencies, missing metadata.
Clean and harmonise: standardise formats, recode species according to a common reference list, reconstruct key metadata.
Plan migration: tests on a sample dataset, adjust mappings, phased import.
2. Configuring reference lists and user profiles
Select taxonomic reference lists, habitat classifications, Red Lists, internal nomenclatures.
Define user profiles: ecologists, GIS specialists, project managers, admin staff, clients (read-only access).
Configure permissions: data entry, editing, validation, export, administration.
3. Organising workflows
The software should reflect your business workflows:
From field data entry (mobile apps, GPS imports) through to validation by a lead ecologist.
Handover between ecologists and GIS teams for spatial analysis.
Production of deliverables for project managers and clients (maps, tables, appendices).
4. Training, procedures and data quality
Train teams not only on the software itself, but also on good practices for data entry and documentation.
Draft internal procedures: nomenclatures, data-entry rules, validation protocols.
Set up data quality rules: automated checks, expert review, change history.
5. Measuring benefits and continuous improvement
To objectively measure project benefits, track before/after indicators such as:
Time spent consolidating data for a typical project.
Number of errors or inconsistencies detected during review.
Perceived reliability of reports by clients or regulators.
Ability to reuse data from one project to another.
Specialised vendors such as Natural Solutions can support these steps (audit, migration, training) to secure the transition and minimise the risk of data loss.
Trends and future developments in biodiversity data management software
The biodiversity software landscape is evolving rapidly, driven by digital innovation, open data and the growing importance of biodiversity in public and private policies.
Towards collaborative cloud solutions
Widespread adoption of cloud-based solutions, enabling multi-site, multi-device access.
Stronger interoperability with data portals: GBIF, SINP, regional biodiversity platforms, territorial observatories.
Collaborative features: comments, version histories, fine-grained access control between partners.
AI, machine learning and citizen science
Increasing use of AI and machine learning for:
assisted species identification (images, audio),
anomaly detection in datasets,
species distribution modelling.
Rapid growth of citizen science: integration of data streams from consumer mobile apps, collaborative platforms, participatory projects.
Need for appropriate validation mechanisms to distinguish opportunistic, protocol-based and expert-validated data.
Regulatory requirements and data sharing
Stricter obligations to share data with environmental information systems (e.g. SINP in France).
Questions around open-data licences and intellectual property of datasets.
Compliance with GDPR for personal data (observers, contact details) and confidentiality rules for sensitive species (blurred locations, restricted access).
Ensuring long-term preservation of biodiversity data
Safeguarding the long-term value of your biodiversity data involves:
Using open, well-documented formats (CSV, GeoJSON, etc.).
Providing clear documentation: data dictionaries, protocol descriptions, reference lists used.
Implementing a robust backup and archiving strategy: redundant backups, regular restore tests.
Choosing software with a clear roadmap and an active user community.
The solutions offered by Natural Solutions align with these trends, making it easier to exchange data with public platforms while providing the level of security and durability required by professional users.
FAQ on biodiversity data management software
What is biodiversity data management software and what does it do in practice?
Biodiversity data management software is a tool dedicated to the centralisation, structuring and analysis of biodiversity data (fauna, flora, habitats, metadata). In practical terms, it is used to:
Enter and store observations in a structured, secure database.
Manage taxonomic reference lists and habitat codes.
Produce maps, summary tables and indicators.
Share data with partners or portals (GBIF, SINP, regional databases).
Ensure data traceability and long-term preservation.
What are the key criteria for choosing biodiversity data management software for a consultancy?
For an ecological consultancy, priority criteria include:
Multi-project and multi-client management.
Interoperability with GIS (QGIS, ArcGIS) and standard data formats.
Ease of field data collection (mobile apps, offline mode).
Quality of taxonomic reference lists and update management.
Ability to generate reports and summaries quickly.
Level of support, training and vendor stability.
Running a pilot project is often the best way to compare several solutions against these criteria.
What is the difference between a standard spreadsheet and dedicated biodiversity data management software?
A spreadsheet (Excel, Google Sheets) is a general-purpose tool, whereas biodiversity software is specialised. The main differences are:
Control of data quality (reference lists, business rules, validation) is absent or very limited in a spreadsheet.
Management of large datasets is much more robust in dedicated software.
Built-in mapping, statistics and reporting in specialist software, which must be built manually in a spreadsheet.
More complete security, access control and traceability mechanisms in dedicated tools.
For small, one-off projects, a spreadsheet may be enough. For structured, ongoing survey or assessment work, dedicated software quickly becomes indispensable.
Are there open-source biodiversity data management tools, and are they suitable for consultancies?
Yes, there are open-source solutions developed by observatories, local authorities or research institutes. They can be a good option for organisations that have:
In-house technical skills (database administration, development).
Time to devote to setup, updates and maintenance.
For some consultancies, these tools are perfectly suitable. For others, a specialist commercial solution, such as those offered by Natural Solutions, will deliver a better balance between functionality, support and ease of implementation.
How can I migrate my biodiversity data (Excel, GIS) to new biodiversity data management software without losing anything?
Successful migration is based on a structured approach:
Preparation: list all your sources (spreadsheets, databases, GIS), identify fields and formats.
Cleaning: correct inconsistencies, remove duplicates, harmonise coding systems.
Mapping: define the correspondences between your current columns and the fields in the new software.
Testing: run a test import on a sample, check consistency and adjust where necessary.
Full migration: once the tests are validated, import all data.
It is advisable to work with the software vendor or a specialist consultant for the most sensitive steps (mapping, import scripts) to secure the migration and minimise the risk of data loss or degradation.
Conclusion: take action now to structure your biodiversity data
Biodiversity data management software is not just another IT tool: it is a cornerstone of your ecological information system. When well chosen and properly deployed, it saves time, improves the quality of your analyses and unlocks long-term value from your biodiversity data assets.
If you are planning to structure your biodiversity data or to switch biodiversity data management software, start by listing your requirements, comparing 2–3 solutions and planning a pilot test on a real project to validate your choice. Make sure you also explore the solutions offered by Natural Solutions and their range of products, designed specifically for biodiversity professionals.
