Initial Data Import Guide

Zebrabase offers a one-time initial data import to help new customers populate their instances with existing information. If you are interested in using this service, please follow the steps and guidelines below.

1. Request the Excel Import Sheet Template

To begin, contact our customer support team to request the Excel import sheet template required for the data import process. You’ll use this template to input your existing data.

-> Click here to contact Customer Support

2. Populate the Excel Import Sheet

To ensure a successful data import, please follow the instructions below when filling out the Excel sheet:

  • local_stock_id (optional): Enter your internal stock identifiers. Can be left blank, Zebrabase automatically generates its unique IDs, but if input both local stock IDs and unique Zebrabase IDs can be present for better tracking.

  • species (optional): Enter the species name, if relevant.

  • substock_owner (optional): Specify the substock owner. Note that owners must already exist in your Zebrabase instance as users. You can create users via Admin > Users. The owner name entered must exactly match the corresponding username.

  • fishline_alias: Enter an alias for the fishline, if desired. Zebrabase uses a hierarchical naming system for fishlines. The alias will override the default name generated automatically from genotype and its combinations.
    This is especially useful for:
  • Naming wild-type (WT) fishlines without a defined genotype.
  • Fishlines with multiple genotypes, where a simplified or custom name is preferred.

Note: Even when an alias is used, all genotype information will still be accessible in the fishline details.

Naming Logic Examples:

- Genotype A + Genotype B → Fishline name: Genotype A Genotype B
- Alias only → Fishline name: Alias
- Genotype A + Genotype B + Alias → Fishline name: Alias

  • fish_count (optional): Enter the number of fish for each tank/substock. This can also be added later directly in Zebrabase.

  • background (optional): Specify the genetic background of your fishline (e.g., AB, TL, TU, etc.).

  • date_of_birth (mandatory): Enter the date of birth for each substock in the format YYYY-MM-DD. This field is required for every substock.

  • F Generation (optional): Indicate the generation of each substock (e.g., F1, F2, etc.).

  • parent_id_father / parent_id_mother (optional): Use these fields to define parentage by referencing the local_stock_id of each substock's father and/or mother.
    Please note the following:
  • The parent substock must be listed in the same import sheet.
  • Each parent must be a distinct individual substock.
  • If multiple substocks share the same local_stock_id, differentiate them – for example by using decimals (e.g., 2687.1, 2687.2) and choose the correct parent ID accordingly.

  • Important: Parent IDs cannot be added after the import is completed.

  • substock_suffix (optional): Add a suffix to each substock. This suffix will appear in the substock's full name and can be used for easier identification.

  • workgroup_id (optional): Specify the name of the workgroup the substock should be affiliated with and accessible to. Workgroups should be predefined in your instance via Admin > Workgroups before import.

  • substock_description (optional): Add a custom description that will be displayed in the substock’s detail page.

  • position (optional): Enter the position of the substock in the facility using the format: XY:Z00
  • X = Room name
  • Y = Rack name

  • Z00 = Position on the rack (e.g., tank location)
    Example: AH:C10 (Room A, Rack H, Row C, 10th tank from the left)
    Make sure to create rooms and racks in your Zebrabase instance before the import. Positions can also be assigned after import.



  • fishline_description (optional): Add a general description for the fishline. This will appear in the fishline details view.

  • project (optional): Assign the substock to a specific project. Projects should already be defined in the system.

  • date_of_death (optional): Use this field to record the date of death for terminated substocks you wish to keep in the database for historical reference.

Genotypes (mandatory for non-WT substocks)

Use the genotypes section to input genetic modification details for each substock. This is required for any non-Wild-Type (WT) substock.

Step 1: Select a Modification Category

Choose from the following categories: - Tg – Transgenic - Mut[E] – Mutant (engineered) - Mut[N] – Mutant (natural)

Step 2: Enter Genotype Details

Provide the following genotype components for each modification: - Driver - Gene - Allele/Mutation - Zygosity (see codes below)

Zygosity Codes:

Code Description
+/+ Homozygote (transgene)
+/- Heterozygote
-/- Homozygote (mutant)
+ Sorted – positive
- Sorted – negative
? Unspecified

You may enter multiple genotypes for a single substock.

Genotype fields should only be filled for genetically modified fish.
For WT (wild-type) substocks, leave genotype fields empty and use "WT" in the fishline_alias instead.

Substocks with the same genotypes should share the same alias (if applicable), and aliases should not be duplicated for different genotypes.

3. Submit the Completed Import Sheet to Customer Support

Once you have populated the import sheet with your data, please return the file to our customer support team. Upon receiving it, we will initiate the import process and provide you with a link to a temporary import instance.

This temporary instance allows you to review and verify your imported data. If you are satisfied with the results, simply notify us, and we will finalize the import by transferring the data from the temporary instance to your main Zebrabase instance.