Account and Login

How do I create an account?

Go to maps.pollenn.ch. Tap "Register." Fill in your name, email, and password. Check your inbox for a confirmation email. Tap the link to activate your account.

I forgot my password

Go to the login page. Tap "Forgot password?" Enter your email. Check your inbox for a reset link. The link expires after 24 hours.

I did not receive the confirmation email

Check your spam folder. Search for "pollenn" in all folders. If you still cannot find it, ask your project manager to resend the invitation.

How do I change my password?

Tap your name at the top right. Open your profile. Tap "Change password." Enter your current password and the new one. Tap "Save."

How do I change my language?

Tap your name at the top right. Open your profile. Choose your language from the dropdown. The interface changes immediately. Content translations depend on what your project provides.

How do I delete my account?

Open your profile. Tap "Delete account." Confirm the deletion. Your observations remain in the system but are no longer linked to your name. If you do not see a delete option, contact your project administrator.

Who can use Pollenn?

Everyone. The platform is open. You can browse public maps without an account. To record observations or apply for jobs, you need a free account.

Organizations and Projects

What is the difference between an organization and a project?

Organizations are the top level — a canton, a company, or an association. Organizations contain projects, which are the working level: a monitoring map with observations, tasks, and optionally a job marketplace.

How do I join a project?

Your project administrator sends you an invitation by email. Open the email. Tap the link. You join the project with the role your administrator chose for you.

What roles exist?

Each level has its own roles. At the project level, common roles are Worker (field work and observations), Manager (team oversight and validation), and Administrator (full configuration). Your organization may also assign roles at the organization level. Higher roles cascade down: an Organization Administrator is automatically an administrator on all projects below.

I was invited but I cannot see the project

Check that you are logged in with the same email that received the invitation. If you used a different email, ask your administrator to resend the invitation to the correct address.

Map and Navigation

The map is not loading

Check your internet connection. Refresh the page. If the map still does not load, clear your browser cache and try again.

How do I find my location on the map?

Tap the GPS button (the arrow icon on the right side of the map). Allow location access when your browser asks. Your position appears as a blue dot.

The map says "Please zoom more"

You need to zoom in closer before placing an observation. On a phone, pinch to zoom in. On a desktop, scroll or use the + button.

How do I switch to satellite view?

Tap the layer button (bottom right of the map). Choose "Satellite." Satellite tiles load slower than the standard map — this is normal.

What is the difference between the main map and a project map?

The main map shows all public observations and active projects. A project map shows only the data from one specific project. Your project administrator controls what appears on the project map.

Observations

How do I record an observation?

Zoom in on the map. Tap the "+" button. Choose the species. Add a photo. Fill in the details. Tap "Save." Your observation appears on the map.

I selected the wrong species

You cannot change the species on a saved observation. Ask your manager to delete it, then create a new observation with the correct species.

My photo did not upload

Check your internet connection. Try again with a smaller photo. Photos must be JPG or PNG. Maximum file size depends on your project settings. If it keeps failing, save the observation without a photo and add it later.

What is a "negative observation"?

A negative observation means you searched for a species but did not find it. This is valuable data — it tells the project where a species is NOT present.

How do I edit a saved observation?

Open the observation from the list or tap the pin on the map. Tap "Edit." Make your changes. Tap "Save." You can edit within the time window set by your project administrator. After that, contact your manager.

Can I delete my observation?

Only managers and administrators can delete observations. Contact your project manager if you need an observation removed.

Why is my observation not visible on the map?

New observations may be set to private by default. Your project administrator reviews them before making them public. This is normal — your data is saved and safe.

Some observations show a species I did not enter

Observations from Info Flora (the Swiss botanical database) appear alongside user observations on some projects. These are imported automatically and cannot be edited in Pollenn.

Filters and Search

How do I filter observations on the map?

Open the sidebar. Tap "Filters." Choose the criteria you want: species, date range, observation status, or contributor. The map updates immediately.

My filter shows no results

Check that your date range is correct. Check that the status filter includes the observations you expect. Tap "Clear filters" to reset and start over.

Tasks

What are tasks?

Tasks are work assignments created by your manager. Each task is linked to an observation and a location. Open the tasks tab in the sidebar to see tasks assigned to you.

I cannot see my tasks

Tap the tasks tab in the sidebar. If you see no tasks, you may not have any assigned. Ask your manager to confirm.

What do the task colours mean?

• Red: Urgent — do this soon
• Yellow: Pending — needs your attention
• Green: Completed
• Blue: In review — your manager is checking your work

I finished my task but cannot mark it done

Update the observation linked to the task. Add your work details and photos. The task status updates when the observation is updated.

Events

Where do I find events?

Open the sidebar. Tap "Events." You see upcoming events in your area: workshops, training sessions, networking days, and field excursions.

How do I register for an event?

Open the event. Read the description and requirements. Tap "Register." You receive a confirmation by email.

Notifications and Settings

How do I manage my notifications?

Open your profile. Tap "Notifications." Choose which events trigger an email or in-app notification: new tasks, observation updates, event reminders, or job offers.

I receive too many emails

Open your profile. Tap "Notifications." Turn off the categories you do not need. You can always check updates inside the app instead.

AI Species Recognition

What is the AI species recognition?

When you upload a photo, the system can suggest which species it shows. The suggestion appears with a confidence score. You decide whether to accept or change it.

How accurate is the AI?

The AI works best with clear, well-lit photos showing the species in the centre. Accuracy depends on the species and photo quality. Always verify the suggestion — the AI is a helper, not a replacement for your knowledge.

For which species does the AI work?

The AI is trained for specific species per project. Ask your project administrator which species are covered. The system is expanding to more species over time.

Data and Privacy

Where is my data stored?

All data is stored on secure servers in Switzerland. The connection between your browser and the server is encrypted (TLS).

Who sees my observations?

Your project administrator decides what is public and what is private. Public observations are visible on the main map. Private observations are visible only to project members.

What data goes to Info Flora?

If your project synchronizes with Info Flora, the following fields are shared: species, observation date, location, your name, frequency, and treatment type. This happens automatically each night. Only data on exotic plants is synchronized.

Are the answers in observation forms shared?

Form answers are shared with your project administration only. Pollenn does not share personal data with third parties.

Mobile and Offline

Can I use Pollenn without internet?

Some features work offline if you add Pollenn to your home screen first. Observations saved offline sync automatically when you reconnect.

How do I add Pollenn to my home screen?

iPhone/iPad: Open maps.pollenn.ch in Safari. Tap the share icon. Tap "Add to Home Screen."

Android: Open maps.pollenn.ch in Chrome. Tap the menu (three dots). Tap "Add to Home screen."

This makes Pollenn work like an app.

The app is slow on my phone

Close other apps. Use standard map view instead of satellite (it uses less data). Make sure your browser is up to date. If the problem continues, restart your phone.

Troubleshooting

The GPS position is wrong

GPS accuracy depends on your device and surroundings. It is typically 3–10 metres, sometimes more in buildings or dense forest. You can drag the observation pin to the correct spot before saving.

I see an error message

Note the message text. Refresh the page. If the error continues, take a screenshot and contact your project administrator.

My changes were not saved

Check your internet connection. Try again. If you were offline, your changes will sync when you reconnect. If the problem persists, contact support.

Which browsers does Pollenn support?

Pollenn works on all modern browsers: Chrome, Firefox, Edge, Safari. Use the latest version for the best experience. Internet Explorer is not supported.

Which devices work with Pollenn?

Pollenn works on any device with a modern browser: phones, tablets, laptops, and desktops. For field work, a phone with GPS is recommended.

Administrator FAQ

Organization and Project Setup

How do I create a new project?

Open your organization in the admin panel. Tap "Create Project." Fill in the name, description, and geographic area. Tap "Save." You can now configure the project settings, invite users, and enable features.

How do I configure my project map?

Open the project in the admin panel. Go to the map settings. You can configure: base layers, observation types, default zoom and centre, sidebar content, feature toggles (Work Board, events, tasks), and access rules. Changes take effect immediately.

User and Role Management

What roles can I assign?

At the project level: Worker (field observations and task execution), Manager (team oversight, data validation, task assignment), Administrator (full configuration and user management). At the organization level, you can assign Owner, Administrator, and Manager roles. Higher-level roles cascade down to all projects below.

How do I invite users to my project?

Open the project in the admin panel. Go to "Users." Tap "Invite." Enter the email address and choose a role. The person receives an email with a join link. If they already have a Pollenn account, they are added immediately. If not, they create an account first.

A user needs a different role — how do I change it?

Open the project users list. Find the user. Tap their role. Choose the new role from the dropdown. The change takes effect immediately. The user sees their new permissions the next time they load the app.

Can I remove a user from my project?

Yes. Open the project users list. Find the user. Tap "Remove." The user loses access to the project but their observations remain in the system.

What happens if I make someone an Organization Administrator?

They become an administrator on the organization AND on every project inside it (cascade). They can manage all users, configure all projects, and access all data. Assign this role carefully.

Observation Management

How do I control the editing window for observations?

Open the project settings. Set the "Editing window" value (in days). Users can edit their observations during this period. After it expires, only managers and administrators can edit.

How do I make observations private by default?

Open the project settings. Enable "Private by default." New observations are only visible to project members until you review and publish them.

How do I handle observations from Info Flora?

Info Flora observations are imported automatically and appear alongside user data. You cannot edit them in Pollenn. If you find an error, contact Info Flora directly. You can filter Info Flora observations in the sidebar to distinguish them from user data.

A user entered incorrect data — what should I do?

Open the observation. Tap "Edit." Correct the data. Add a note explaining the correction. If the observation should be removed entirely, tap "Delete" — but consider archiving first, as deletion is permanent.

Work Board Administration

How do I enable the NeoJob Work Board?

Open the project in the admin panel. Go to the map settings. On the Features tab, check "Enable Work Board." Then open Work Board Settings to configure job types, compensation rules, and limits. See Chapter 19 of the reference manual for the full setup guide.

What compensation rules should I set?

This depends on your project's needs. At minimum, decide: are jobs paid, volunteer, or both? If paid, set the allowed currencies (CHF, EUR, USD) and optional min/max compensation limits. These rules apply to all job posters in your project — they cannot override them.

A user reported a problem with a job — how do I investigate?

Open the Work Board dashboard. Check the Alerts card. Tap "View" on the reported item. You see the report details, the job information, and the full chat history. You can cancel the job (with notification to all parties) or close the investigation if no action is needed. Tap "Export PDF" to save the chat transcript for records.

Can I edit or cancel a job posted by someone else?

Yes. As administrator, you can edit any active job (title, description, compensation amount, deadline) and cancel any job at any stage. Both actions require a written reason, which is logged in the audit trail and sent to all participants.

Data Export and Reporting

How do I export observation data?

Open the observations list. Apply filters if needed. Tap "Export." Choose the format: CSV, XLS, or GeoJSON. The export includes all visible observations with their metadata.

Can I export job data from the Work Board?

Open the Work Board jobs list. Apply your filters. The admin panel provides export options for job data including status, participants, and completion dates.

Moderation

Someone is posting inappropriate content — what do I do?

Open the observation or chat in question. Review the content. You can delete observations, cancel jobs, and remove users from the project. For serious issues (harassment, threats), document the evidence and contact Pollenn support.

How do I see what other administrators changed?

Each admin action is logged in the activity log. Open a job, observation, or user profile — the activity log at the bottom shows all admin actions with timestamps, the admin's name, and what was changed.

Job Work Board FAQ

Finding Jobs

What are Job Work Boards?

The Work Board is a job marketplace built into your project. Landowners and managers post jobs for invasive species management. Qualified workers browse, apply, and complete the work. All communication happens inside the platform.

How do I find jobs near me?

Open the Work Board from the map sidebar. You see all available jobs in your project. Each job card shows the location, treatment type, compensation, and deadline. Tap a card to read the full details.

Can I see jobs from other projects?

You only see jobs from projects where you are a member. Join more projects to see more jobs.

What does the price on a job card mean?

It shows the compensation for the job. Fixed price means you earn that amount for the whole job (e.g. CHF 200). Hourly rate means you earn per hour (e.g. CHF 35/hour). Volunteer means no payment — the work is for community benefit.

Applying

How do I apply for a job?

Open the job card. Read the description and requirements. Tap "Apply." Write a short message explaining why you are a good fit. The job poster receives your application.

Can I apply for multiple jobs at the same time?

Yes. Apply to as many jobs as you want. Only accept the ones you can complete on time.

How do I withdraw my application?

Open the job. Tap "Withdraw Application." You can only withdraw before the poster makes you an offer.

What does "Offer Made" mean?

The job poster chose you and made an offer. You need to accept or reject it. Open the job or check your chat — you see Accept and Reject buttons. If you do not respond, the offer stays open.

What happens to other applicants when I get an offer?

When the poster makes an offer to one applicant, all other pending applications are automatically rejected. If you reject the offer, the poster can open the job again for new applications.

Chat

How does the job chat work?

When you apply for a job, a chat conversation opens between you and the poster. You can discuss details, ask questions, and coordinate the work. System messages appear in the chat at each lifecycle stage (application received, offer made, work completed).

Can I contact the poster before applying?

No. The chat opens when you apply. Read the job description carefully — most questions are answered there.

Doing the Work

What equipment do I need?

Read the job description. It lists the treatment type, work scope, and any special requirements. Bring your own tools unless the description says otherwise.

What is "work scope"?

The work scope tells you how much work to expect. It is measured in m² (area), hours (time), or linear metres (length). Example: "Clear 50 m² of knotweed" or "8 hours of monitoring."

Can I do several jobs at the same time?

Yes, if the deadlines allow it. Check your workload before accepting new jobs.

The deadline is too short — what do I do?

Contact the poster through the chat. Discuss whether the deadline can be extended. If not, you can reject the offer or withdraw your application.

Completion

How do I report that I finished the work?

Open the job. Tap "Claim Complete." Write a summary of the work you did. Confirm the disclaimers. The poster receives a notification and reviews your claim.

What happens after I claim completion?

The poster verifies your work. If approved, the job is marked as completed. If rejected, the poster explains what is missing. You can then complete the remaining work and claim again.

What if the poster does not verify my work?

Wait a few days. If there is no response, contact the poster through the chat. If the poster is still unresponsive, contact your project administrator.

What is "volunteer" compensation?

No payment. The job is for community benefit — group clean-ups, training events, or ecological education. You contribute your time as a volunteer.

When and how do I get paid?

Payment is arranged between you and the job poster. Pollenn does not process payments — it connects you with the poster and tracks the work. Discuss payment terms with the poster through the chat before accepting the offer.

Problems

I want to report a problem with a job or a poster

Open the job or the chat. Tap "Report." Choose the reason and write a description. Your project administrator investigates the report.

The poster cancelled my job — what now?

You receive a notification with the cancellation reason. If you believe the cancellation is unfair, contact your project administrator.

I cannot find the Work Board in the sidebar

The Work Board must be enabled by your project administrator. If you do not see it, your project may not have activated this feature yet. Ask your administrator.