Entomolabels: a flexible tool for designing, standardising and printing labels for biological collections

Abstract

ABSTRACT Labels are essential components of biological collections, preserving specimen-associated metadata required for identification, curation, reuse and long-term scientific use. Despite their importance, label production often relies on general-purpose software or specialised workflows that can be difficult to standardise, time-consuming, or inaccessible to users without programming expertise. As digitisation efforts expand, there is a growing need for flexible and reproducible label-production tools. Here we present EntomoLabels, a free Windows desktop application developed to support the design and batch production of labels for biological collections. Originally created for entomological collections, where labels are typically small and highly standardised, the software can be adapted to a broad range of specimen types and collection workflows. Users can define label dimensions and layout, design labels using text fields, tags, lines, frames, images and machine-readable codes, and generate batches of labels from structured comma-separated values (CSV) files. Additional features include adjustable label and page dimensions, Unicode support, reusable templates, automatic serial numbering and generation of both one-dimensional and two-dimensional barcodes. Representative applications demonstrated here include compact entomological pin labels, barcode identifier labels, herbarium labels, labels for fluid-preserved specimens, tissue or DNA tubes, double-sided study-skin tags, storage-box labels and slide-mounted specimens. By separating label design from specimen, EntomoLabels promotes repeatable workflows, reduces formatting inconsistencies and facilitates integration between physical specimens and digital collection records. Unlike many existing label-production approaches that depend on scripts, databases or barcode-centred workflows, EntomoLabels emphasises visual label composition through an interactive graphical interface, allowing users to directly control layout and printing without requiring programming skills. The software has been applied across diverse biological collections and labelling scenarios, demonstrating its utility as a practical and accessible solution for researchers, curators, collection managers and private collectors seeking to standardise and streamline specimen label production.