How to Use a Data Collector with a Total Station

Applies to: Trimble TSC7 with S-series, Topcon FC-6000 with GT series, Leica CS20 with TS-series

A data collector transforms a total station from an angle-and-distance instrument into a full layout and documentation system. Without one, you record measurements by hand and calculate positions in the field. With one, the total station tells you exactly where to move to find a stakeout point, records every measurement automatically, and exports a complete job file at the end of the day. This guide covers the connection, job setup, and core workflow for crews new to data collector operation.

Step 1: Pair the Data Collector to the Total Station

Most modern total stations communicate with data collectors via Bluetooth. On the total station, navigate to the communications menu and enable Bluetooth. On the data collector, go to the instrument connection settings in the field software and scan for available Bluetooth devices. Select the total station from the list — it will appear by its serial number or assigned name. After initial pairing, the connection re-establishes automatically at startup without re-pairing.

For older total stations or where Bluetooth is unreliable, use a serial cable (RS-232) with a USB adapter on modern controllers. Cable connections are more reliable in high-RF environments such as near generators or cell towers. Baud rate settings on both devices must match — 9600 baud is typical for most Topcon and Sokkia instruments; 19200 or 38400 for Trimble and Leica.

Step 2: Create a Job File

In the field software, create a new job for the project. The job file stores all measurements, coordinates, and settings tied to this specific survey session. On Trimble Access, select Jobs > New Job and specify the coordinate system (projection, datum, and geoid model). On Topcon's Magnet Field, navigate to Job > New. On Leica Captivate, select Jobs > Create New Job.

Import your coordinate file at job creation — enter control point coordinates and design stakeout points from a CSV or project file. Importing data eliminates hand-entry errors that are common when typing coordinates from plan sheets into the controller. Confirm control point IDs match the field monuments before leaving the office.

Step 3: Run Station Setup

Navigate to the Station Setup or Instrument Setup routine. Select the control point you are occupying from the coordinate list — the controller sends the known coordinates to the total station as the instrument's position. Enter the instrument height (measured from the top of the control monument to the instrument's horizontal axis). See total station setup on a known point for the full centering and leveling procedure.

After entering instrument data, direct the rodman to set up a prism at the backsight control point. Aim the total station at the prism and press Measure. The controller displays the residual between the measured direction and the known backsight coordinates. Accept when the angular residual is within 10 arc seconds and the distance residual is within 0.02m.

Step 4: Collect or Stake Points

For stakeout: navigate to Survey > Stakeout > Points and select the design point. The controller displays a turn angle (rotate the total station this many degrees to face the target direction) and the distance to the point. A rodman walks to the approximate location while the instrument operator tracks them. The controller shows real-time cut/fill and horizontal offset — the rodman moves until both approach zero.

For data collection: navigate to Survey > Measure Points (or Topo on some software). Enter a point ID and description, aim at the prism, and press Measure. The total station reads angle and distance automatically, the controller calculates coordinates, and the point is saved to the job file. Shot intervals on robotic instruments in tracking mode can capture dozens of points per minute for rapid surface mapping.

Step 5: Export and Back Up the Job File

At the end of each session, export the job file from the controller. Export formats vary by software: Trimble Access exports to .job or .csv; Magnet Field exports to .mfj or .csv; Leica Captivate exports to .dbx or .csv. Transfer to a project folder on a laptop or cloud storage. Data collectors can fail, be lost, or be stolen — a job file that lives only on the controller is one accident away from being lost.

For active projects, upload as-staked data to a project management or documentation platform at the end of each working day. This creates a running record of what has been placed, when, and where.