Getting Started


Indexing (transcribing the records on each page)

Step 1 Selecting a Page Type

Each page first needs categorising into one of the available options shown. Each type will have a description to help you select the correct option.

Once you have selected the type, the data entry panel will change to Step 2.

If you make a mistake, this can be changed from the dropdown next to the toolbar, however keep in mind if you enter data and then change the page type your data will be lost, so ensure you have the correct type before continuing.

Step 2 Entering “Header” Fields

Header fields are expected to be on a per image basis, e.g. page number. So there should only be one row of data required for each page (it will be unusual to need to add any new lines to the table shown).

Click on the field heading within the table to view the instructions on how to correctly index each piece of data.

Go through each record shown on the image, click into the table in the relevant field and enter the data in the fields provided. Once you enter data and move out of the cell, a feedback symbol will then appear to show the entry has been saved.

This feedback checks the entered data to help pick up minor mistakes but should be ignored if the data you have entered matches the image.

Mandatory fields are marked with a star in the heading and must be filled in to pass the quality checks. If there really is no data on the image click into the field and press the “Blank” button in the toolbar to force this field as a blank entry.

The Toolbar

  • Mark a “Required” field as [blank] when there is no data on the image. You do not need to mark any other fields specifically as [blank], simply leave them empty.
  • Mark a “Required” field as [unreadable] when there is data on the image but it is not possible to read it.
  • Copy the data from the cell above into the one you are currently in.
  • Insert a new row below the currently selected cell.
  • Delete the row the currently selected cell is in.
  • Move the row the currently selected cell is in upwards/downwards by one.
  • Insert a special character e.g. accented letters.
  • Drag to resize the table/image panel heights.

Step 3 Entering “Data” Fields

Data fields are the bulk of the indexing project, there will normally be multiple records per image (it will be normal to have to add new rows to the table shown).

Follow the Step 2 instructions for each line of data on the image.

Note: you may choose to perform the steps above a page at a time, or perform the same step on each page before moving onto the next step (or any combination which suits how you wish to work).

Step 4 Quality Checking

Navigation Bar > Batch > Quality Check

Once you have completed all the steps above you must run the quality checker on this batch. You will be presented with a list of any errors and warnings for the batch with links to jump to that particular image.

Errors must be fixed before moving onto the next step.

Warnings should be considered but may be ignored if your transcript matches what is shown on the data.

Step 5 Submit Completed Batch

Navigation Bar > Batch > Complete

This will check that all Quality Check errors have been completed and then mark the batch as completed.

You will be taken back to your account where you may select another batch to index if you wish.

Arbitration (checking the data entered in indexing)

Note: Arbitration is only available to selected indexers.

Each batch is (at minimum) double indexed, meaning different indexers go through the same batch and enter their interpretation of the records. Arbitration is the process of comparing differences between these transcripts and picking the most correct version. Further manual corrections can be made as a last resort if none of the indexers have put what you consider to be the correct value.

To get started, browse to a project and select . Note: as a batch can only be arbitrated once it has been indexed by multiple indexers, there can be times when a project has no batches available for arbitration, even if the percentage of indexed pieces is greater than the arbitrated ones.

Once you have volunteered, the project will appear in your account and you may open the arbitration tool.

Step 1 Page Type

If the indexers have selected differing page types for any images, this step will show allowing you to pick the correct one between their choices.

Once you have selected a choice for all images where this occurs you will be asked to continue to Step 2.

Note: If there are no mismatches, this step will automatically complete and you will start on Step 2.

Step 2 Row Order

On this step you will be shown all the rows of data each indexer has entered for an image aligned next to each other. This allows you to quickly see if there is a mismatch between them e.g. if an indexer misses out a row or transcribes the same row twice.

You have the option to move, remove and add rows so the rows of data match the image and up with each other.

Mark off each page as and at the end you will be asked to continue to step 3.

Step 3 Data

On this step you will be shown each line of transcribed data from the indexers and the final row which will be submitted as the “Arbitrated” entry.

Initially this is made up of the longest entry out of the indexers' data.

You have the option to swap to another indexer's entry (if it is different) or manually make changes to the data.

Mark off each page as and at the end you will be asked to submit this batch as arbitrated.


Getting Started

Adding a new graveyard

  • Zoom in as far as possible onto the graveyard
  • Click in the centre of it to set the location accurately
  • Fill in the name and correct any location details which you feel could be improved
  • Click Save
  • At this point your graveyard will show on the site as “Awaiting Approval” until one of the UK Indexer Team can take a quick look at it and check the details / location look correct. If you want to get started straight away, don’t worry about this status – we will always approve valid graveyards
  • Any red markers already on the map indicate that a graveyard has been registered and is in the process of being photographed. Purple markers are partially completed graveyards - if you wish to contribute further please contact us

Viewing a graveyard project page

  • Zoom into the map until you can see the marker you are interested in
  • Click on the marker - a popup will show with a View button
  • Click this to view the project page
  • or
  • Click on "List" from the top navigation menu
  • Click on the entry you are interested in. Note: you may use Ctrl+F to search for a word on the page

Editing a graveyard's details

  • Browse to the project's page
  • Click on Edit button next to "Details"
  • Make any changes you wish to the project's details
  • Click the Save button
  • Please Note: You may only edit graveyards you have added

Editing a graveyard's location

  • Browse to the project's page
  • Click on Edit button next to "Location"
  • Drag the marker to the new location - all changes are saved automatically
  • Click on Finish Edit
  • Please Note: You may only edit graveyards you have added

Dividing up a graveyard

For large graveyards, it may be worth dividing up the plot into separate areas which can be referenced. This will help people re-find the plot or allow multiple people to collaborate.

Once a graveyard is split, the areas will be shown on the map with green markers in each. Click on these to be shown the reference number to use in the transcription.

  • Browse to the project's page
  • Click on Edit button next to "Location"
  • It may be worth selecting "Satellite" on the top right as often small paths etc. will not be shown on the regular map layer
  • Click on the Polygon tool at the top of the map
  • Draw a shape onto the map by clicking on each corner of it and then back on the first point (the cursor will change to a hand when clicking on the first point again). Try to follow any existing boundaries e.g. paths etc.
  • The shape is now added and saved and a green marker will show in the centre
  • Repeat for each area in your graveyard
  • Please Note: You may only divide graveyards you have added

Taking Photos

What to use

When to go

When not to go

How to take

What to take

Example Photos

Example 1
Example 2


Do I need to get permission from a church to work in the graveyard?
Graveyards are public places, however you shouldn’t climb into locked areas. If you are approached, most vicars will be supportive of projects where the aim is to preserve the information on gravestones.
How much work do you have to do to earn a credit? What is a credit worth?
Credits will be issued relating to the amount of photos and transcripts submitted. As a volunteer project we are very happy to be able to offer credits as a reward, which can be redeemed against subscriptions to our sister site, The Genealogist, or against products from S&N Genealogy Supplies.
The current products which can be purchased with credits may be viewed here
I already have some photos from a graveyard, are you interested?
Please contact us specifing the location, number of stones etc. and we can look into if these can be used.
What do I do once finished?
Images can be uploaded through the site. Click on the church or cemetery you have registered to complete and simply drag and drop the files into the correct area.
After we have received and processed these files, they will then be available for you to transcribe in our online tool which can be accessed through the 'My Account' tab at the top of the page.

Frequently Asked Questions

How long does a batch take?

Each batch is expected to take around 30 minutes to complete. You do not need to do a whole batch in one go, when you open the tool again you can resume from the image you left off.

Do I need to save my work as I go?

As the Indexing and Arbitration tools are online, there is no need to save. As soon as you have entered the data and moved onto the next cell, that data will be immediately sent to our systems and securely saved.

Why can’t I access the old Indexing Project?

With the new redesign we have taken the decision to retire the old UKIndexer census checking project. The work you have submitted into it will be worked through by our team and put to use. We thank you for all your hard work over the years and hope you will enjoy having more varied projects to work on. All the credits you have earned have been carried over to the new tool.

How do I use my credits?

Go to the Account page and click on the credit number shown. This will take you to a page where you can redeem the credits.

Credits can be redeemed by clicking the 'Use Credits' link at the bottom of your homepage, this will open a pop up window. The subscriptions we offer to The Genealogist are listed. Vouchers can be used towards products from S&N Genealogy Supplies or to top up existing subscriptions. Once you have decided on the voucher / subscription you would like, choose it from the list and press the 'select' button. If you are ordering a subscription please enter the name of the subscription you would like. All rewards are set up / sent by a member of admin and can only be processed during normal office hours.

How do I become an arbitrator?

If you wish to become an arbitrator, and have consistently submitted high quality batches, please contact us to request this permission. The ability to arbitrate is given out at our discretion. We may occasionally contact some of the top indexers to invite them to participate as arbitrators.

I have completed a batch but haven't had any credits added to my account?

Credits are added to your account once the arbitration stage has been completed