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Field program

CoralOps field program

CoralOps runs the field side of a marine research or coral restoration program: reef sites, the dive team's certifications, dive logs, permits and restoration (nurseries, genotypes, fragments and outplanting). In the left menu, under Field program, choose Reef sites, Certifications, Dive logs, Permits or Restoration. These modules are part of CoralOps only. Company Admins and Company Users with the Manager, Ops or Coordinator role can add and edit records; Finance, Legal and View only seats do not see these modules unless a Company Admin gives them access.

What are CoralOps' words for the usual GigOps screens?

CoralOps keeps GigOps' engine and uses field-research words for it: a tour is a Program, a show is a Survey day, crew are the Field team, the advance is the Site brief, the day sheet is the Dive day sheet, the venue is the Reef site, a promoter is a Funder / partner, the budget is the Grant budget, the CFO view is the Funder view, settlement is Grant reconciliation and incidents are Dive safety.

What is in CoralOps, and what is not?

CoralOps uses the same engine as the rest of GigOps, with its own words: a tour is a Program, a show is a Survey day, Budget is the Grant budget, the CFO view is the Funder view, Logistics is Field gear, Weather is Sea state, Incidents is Dive safety, and the per-day Advance is the Site brief.

The Field program section of the left menu holds the modules only CoralOps has: Reef sites, Certifications, Dive logs, Permits (the screen is titled Permits & CITES) and Restoration.

CoralOps runs the operation, not the science. It does not analyze survey observations (transect counts, benthic cover and so on); the partner surveys it takes are a partner's summary held for your review. Keep the science in MERMAID, and link each reef site to its MERMAID site with the MERMAID site id field.

A company is CoralOps or it is not, chosen when the account is created. You cannot switch a CoralOps company to TourOps or FestivalOps (or back) in settings.

How do I add a reef site?

  1. In the left menu, under Field program, choose Reef sites.
  2. Choose Add reef site.
  3. Type the Name (for example "East Fore Reef"). It is the only required field.
  4. Fill in what you know: Programme, Protection status, Habitat / zone, Depth min (m), Depth max (m), Latitude, Longitude, MERMAID site id and Notes.
  5. Choose Add reef site.

Leave Programme on Company-wide (no programme) for a site several programs share. A site needs a latitude and longitude to appear on the map.

How do I add a reef site by clicking the map?

  1. In Reef sites, find the spot on the map (it opens in satellite view).
  2. Click the map where the site is. The Add reef site window opens with Latitude and Longitude already filled in.
  3. Add the Name and any other details, then choose Add reef site.

Each site shows as a dot colored by its protection status. Click a dot to open that site. If the map area says it appears once Google Maps is connected, the map is not set up for your workspace: the sites are still listed below it and you can type coordinates by hand.

How do I edit or delete a reef site?

  1. In Reef sites, click the site in the list (or its dot on the map).
  2. Change any field and choose Save, or choose Delete and confirm.

Deleting a site does not delete the records that point to it: survey days, dive logs, nurseries, genotypes and outplanting records stay, but lose their link to the site. There is no undo.

What do the protection statuses and the numbers on Reef sites mean?

Protection status is one of MPA, No-take, Restricted, Open or Unknown (or left unspecified). It sets the color of the site's dot on the map and in the list. Use the All protection dropdown above the list to show one status only.

The cards at the top count:

Open the site in Reef sites and paste the site's MERMAID ID into MERMAID site id, then choose Save. The site then counts as MERMAID linked. For now the ID is stored as a reference so your team can find the matching MERMAID site; CoralOps does not pull reef-health data from MERMAID.

How do I record a diver's certification?

  1. In the left menu, under Field program, choose Certifications.
  2. Choose Add certification.
  3. Pick the Diver (required).
  4. Pick the Agency (PADI, SSI, NAUI, BSAC, CMAS, AAUS, GUE, TDI, SDI or Other) and type the Level (for example "Rescue Diver" or "AAUS Scientific Diver").
  5. Add the Certificate number, Issued on and Expires on.
  6. Choose Add certification.

Leave Expires on blank for a qualification that does not lapse. A diver can hold several certifications: add one record for each.

Why is the Diver list empty in Certifications or Dive logs?

Divers are your crew members. If no one appears in the Diver list, add your field team first: in the left menu, under Operations, choose Crew and add each person. Then come back and record their certifications or dives. The list shows each person's name and role title.

How do certification expiry alerts work?

Each certification card shows a colored badge: Valid, Expires in a number of days (amber, within 30 days), Expired (red) or No expiry. The cards at the top count Certifications, Valid, Expiring soon and Expired, and the All statuses dropdown filters the list.

Company Admins get a notification in the bell when a certification is within 30 days of expiring, or has already expired. Each certification alerts once. When the diver renews, open the certification, change Expires on and choose Save: the alert is re-armed for the new date.

How do I edit or delete a certification?

In Certifications, click the certification card. Change any field and choose Save, or choose Delete and confirm.

How do I log a dive?

  1. In the left menu, under Field program, choose Dive logs.
  2. Choose Log a dive.
  3. Pick the Diver (required). Add the Dive # and Date.
  4. Pick the Reef site and the Survey day the dive belongs to.
  5. Fill in Time in, Time out, Max depth (m), Bottom time (min), Surface interval (min), Gas (for example "air" or "nitrox32") and Notes.
  6. Choose Log dive.

Only the diver is required, so you can log the basics on the boat and fill in the rest later. To change or remove a dive, click its card, then choose Save or Delete.

Why can't I find the survey day I want in the dive log?

The Survey day list only shows the survey days of the program you have selected. Switch to the right program at the top of the screen (or under Programs in the left menu), then open Dive logs again. If no program is selected, the list is empty. Survey days are listed by their location and date.

What do the numbers on Dive logs show?

The cards at the top add up every dive logged: Dives, Divers (how many different people dived), Deepest (the greatest max depth) and Bottom time (the total, shown in hours once it passes two hours). To see one person's dives, pick them in the All divers dropdown above the list.

How do I add a permit?

  1. In the left menu, under Field program, choose Permits.
  2. Choose Add permit.
  3. Pick the Type: Research, MPA access, Collection, CITES, Import/export or Other.
  4. Set the Status: Active (the default), Pending, Expired or Suspended.
  5. Fill in the Authority (for example "Belize Fisheries Dept"), Permit number, Scope (for example "coral collection, 3 sites"), Programme, Issued on and Expires on.
  6. Choose Add permit.

A permit needs at least a type, an authority or a number. Leave Expires on blank for an open-ended permit, and Programme on Company-wide (no programme) for a permit that covers all your work.

How do permit expiry alerts work?

Each permit card shows a badge: Valid, Expires in a number of days (within 30 days), Expired, or the permit's status when it has no expiry date. The cards at the top count Permits, Active, Expiring soon and Expired, and the All types dropdown filters the list by type.

Company Admins get a notification in the bell when a permit is within 30 days of expiring, or has expired. Each permit alerts once; changing its Expires on date after a renewal re-arms the alert. The Status field is yours to set: an expired date does not change the status by itself.

To edit or delete a permit, click its card, then choose Save or Delete.

How do I attach a scan of a certification card or a permit?

Open the certification (in Certifications) or the permit (in Permits) and, under Scan, choose Upload scan and pick a PDF or an image (PNG, JPEG, WebP or GIF, 20 MB at most). Save the record first if it is new. View scan opens the file in a new tab, Replace scan uploads a newer one, and Detach takes it off the record; the file stays in Documents either way. Everyone who can read certifications and permits can view the scan; only the roles that can edit them can upload one.

How is the Restoration screen organized?

In the left menu, under Field program, choose Restoration. It has four tabs, each with a count: Nurseries, Fragments, Genotypes and Outplanting. The button at the top right changes with the tab (Add nursery, Add fragments, Add genotype, Record outplanting).

The cards at the top show Nurseries, Fragments held (fragments marked Growing or Ready), Outplanted (the total count across outplanting records) and Genotypes.

A good order to set up: add your reef sites, then nurseries, then genotypes, then fragments in each nursery. Click any card on a tab to edit or delete it.

How do I add a coral nursery?

  1. In Restoration, open the Nurseries tab and choose Add nursery.
  2. Type the Name (required, for example "Tree Bank A").
  3. Pick the Reef site, the Structure (Tree, Table, Rope, Frame or Other) and the Status (Active or Retired).
  4. Add Installed on, Capacity and Notes.
  5. Choose Add nursery.

Each nursery card shows how many fragments it holds. A retired nursery stays in the list, faded. Deleting a nursery also deletes all its fragment records, so retire it instead if you want to keep the history.

How do I add a coral genotype?

  1. In Restoration, open the Genotypes tab and choose Add genotype.
  2. Type the Species (for example "Acropora cervicornis"), the Genotype tag (for example "ACER-014"), or both. One of the two is required.
  3. Pick the Source reef site it was collected from and add Notes.
  4. Choose Add genotype.

Deleting a genotype keeps the fragment and outplanting records that used it; they just lose the genotype link.

How do I record fragments in a nursery?

  1. In Restoration, open the Fragments tab and choose Add fragments.
  2. Pick the Nursery (required), type the Count and set the Status: Growing (the default), Ready, Outplanted or Lost.
  3. Pick the Genotype if you track it.
  4. Add Date in, Last checked, Survival % and Notes.
  5. Choose Add fragments.

You need a nursery first: if there is none, add one on the Nurseries tab. Use one record per batch (for example, one genotype in one nursery). After a nursery check, open the record and update Last checked, Survival % and the Count.

How do I record an outplanting?

  1. In Restoration, open the Outplanting tab and choose Record outplanting.
  2. Pick the Reef site (required) and type the Count of corals outplanted.
  3. Pick the Genotype and the Survey day if you like. The survey day list shows the selected program's days only.
  4. Add Outplanted on, Method (for example "epoxy" or "nail & cable tie"), Survival % and Notes.
  5. Choose Record outplanting.

You need at least one reef site first (add it under Reef sites). Recording an outplanting does not take the corals out of the nursery count by itself: open the fragment record on the Fragments tab and lower its Count or set its Status to Outplanted, so Fragments held stays right.

How do I fill in a survey day's site brief (the dive plan)?

Open the survey day and choose Site brief. The Dive plan at the top takes the Depth range, the Entry type (boat, shore or liveaboard), Hazards, Planned transects and Who is diving. Choose Save. Copy link… gives you a link a local partner can open with no account to fill the brief in, dive plan included; their answers come back to the brief.

How do partners send us survey data?

  1. In Reef sites, with the program selected, choose Partner link and copy it.
  2. Send it to the partner (a local dive operator, a reef check team). With no account, they pick one of the program's reef sites or type the site's name, and send the survey date, depth, visibility, water temperature, hard coral cover, bleaching and their observations.
  3. Each survey lands under Partner surveys on Reef sites, waiting for review. Choose Accept or Reject (a rejection asks for an optional note, kept with the survey).

The form ignores automated sign-ups and limits how many surveys one address can send a day. Rotate or disable the link from the same Partner link window; a disabled link stops answering at once.

  1. Select the program you want to share (at the top of the screen, or under Programs in the left menu).
  2. In the left menu, under Money, choose Funder view.
  3. In the Programme summary panel at the top, choose Share funder link.
  4. Choose Copy and send the link to your funders.

The funder opens a read-only programme dashboard with no login: survey days done, dives logged, reef sites, corals outplanted, certification and permit status, the restoration totals (nurseries, fragments held, outplanted, genotypes) and the grant budget planned and committed. It shows totals only, never anyone's name, and the figures are counted fresh each time the page loads.

If you see "Select a programme first", pick a program and try again. Creating the link needs the Manager, Ops or Coordinator role or a Company Admin seat.

In Funder view, choose Share funder link to open the link window again. Choose Regenerate to make a new link (the old one stops working at once, so send the new one to the funders who should keep access), or Disable link to turn it off. To share again after disabling, choose Create new link. The funder then sees "This funder link is invalid".

How do I put the survey schedule in my calendar?

Select the program, then in the left menu, under Money, choose Funder view. In the Programme summary panel, choose Subscribe (iCal) and copy the link into Apple Calendar, Google Calendar or Outlook. The calendar lists the program's survey days and stays in sync as the schedule changes. No login is needed to read it, so share it only with your team.

Who can use the CoralOps field modules?