Should I put my Variable in the table rows or columns?

Choosing whether a Variable appears in rows or columns does not change the data collected by the Schema. Instead, it affects how the data entry table is laid out — and how easy it is for contributors to enter data accurately and confidently.

The goal is to format the table in a way that feels intuitive, reduces repetition, and minimises the risk of errors during data entry.

An example

Imagine you are collecting data with the following Variables and Categories:

If all three Variables are placed in columns, the data entry table would contain a single row and many columns — one for each combination of State, Year, and Measured quantity.

This layout is challenging to work with, as contributors must scan across multiple columns to enter values, increasing cognitive load and the chance of mistakes.

A more intuitive approach

A useful rule of thumb is:

• Variables with few (or only one) Category → place in columns

• Variables with many Categories → place in rows

In this example, Year has the most Categories. By placing the Year Variable in rows, the table creates a separate row for each year.

This results in a clearer structure, where contributors can move down the table logically, entering values year by year. The data is the same, but the experience of entering it is simpler, faster, and more reliable.

Why this matters

Thoughtful table design supports consistent data entry and cleaner aggregation later on. When contributors can enter data easily and accurately, the resulting dataset is more reliable — strengthening the quality of analysis and reporting that follows.