Running or playing in a tabletop campaign can be an incredible experience, but it’s also easy to get lost in the details as the story unfolds over weeks, months, or even years. Whether you’re a player or a Dungeon Master (DM), keeping track of key events, character details, plot twists, and world lore is crucial for an enjoyable and immersive experience.
Here are some of the best ways to organise your campaign, from note-taking apps to good old-fashioned journals.
1. Note-Taking Apps
Digital note-taking apps offer quick, flexible ways to record and organise your campaign notes, accessible across multiple devices. Here are some top choices:
Notion
Notion is a robust, all-in-one workspace where you can keep detailed notes, build databases, and even track character sheets. It’s ideal for organising complex campaigns with multiple plot threads.
- Best for: Organising campaign lore, creating NPC databases, tracking quests, and sharing notes with players.
- Pro tip: Use Notion’s database feature to create detailed records of NPCs, locations, and magical items, so all the information is available at your fingertips.
Google Docs
Google Docs offers simplicity and accessibility, making it perfect for campaign notes that need to be shared with other players or co-DMs. The real-time collaboration allows multiple people to edit and view notes simultaneously.
- Best for: Group note-taking and shared session logs.
- Pro tip: Create separate docs for session summaries, rules clarifications, and character backstories, then share the links with your group so everyone stays on the same page.
Evernote
Evernote’s tagging system allows you to organise campaign notes based on categories like NPCs, quests, or world-building lore. It’s great for those who need a more structured and searchable note-taking system.
- Best for: Quickly finding specific pieces of information (e.g., “When did we last meet that villain?”).
- Pro tip: Use the web clipper feature to save inspiration from websites—like cool monster art or lore ideas—directly into your campaign notes.
2. Dedicated Campaign Management Tools
For those looking for a more specialised approach, there are tools designed specifically for managing tabletop RPGs.
World Anvil
World Anvil is a world-building and campaign management tool that’s perfect for DMs who need to keep track of a large, interconnected world. You can build entire worlds, create timelines, and manage detailed character sheets.
- Best for: Large, homebrewed worlds or campaigns with extensive lore.
- Pro tip: Use World Anvil’s timeline feature to track in-game events over time, helping you keep track of the story’s chronology.
Obsidian Portal
Obsidian Portal is a popular campaign wiki-building tool where you can create and manage wikis for your campaign. It includes tools for tracking characters, NPCs, locations, and player notes.
- Best for: DMs who want a public-facing wiki for their campaign that players can access.
- Pro tip: Encourage your players to contribute to the wiki with character backstories or in-game journals for added immersion.
Chronica
Chronica is an online platform designed to track TRPG campaigns. It includes features for tracking quests, session summaries, NPCs, and more, all in one place.
- Best for: Campaigns with many moving parts and DMs who want an organised, clean interface for campaign management.
- Pro tip: Set up recurring reminders in Chronica for character downtime activities or ongoing campaign events, keeping the story flowing smoothly between sessions.
3. Journals and Notebooks
There’s something special about physically writing down your campaign notes, and a good journal or notebook can be a fantastic way to track the story.
Bullet Journals
Bullet journaling is a customisable and highly organised way to take notes. You can use a bullet journal to track key events, NPCs, and plot points in a way that makes sense to you, with symbols or icons to highlight different elements.
- Best for: DMs and players who like a creative, personal way to organise their notes.
- Pro tip: Create a “session recap” section at the end of each game to summarise key events, then keep a list of unresolved plot hooks or mysteries on a separate page for easy reference.
Leather Journals or Themed Notebooks
Using a themed or leather-bound journal can help immerse you further into the world of your campaign. Whether you’re tracking a campaign as a DM or keeping an in-character journal as a player, these notebooks make the experience feel more personal.
- Best for: Players who enjoy writing in-character journals or DMs who want a more tactile experience when prepping sessions.
- Pro tip: Decorate your journal with maps, symbols, or drawings from the game world to make it feel even more thematic.
4. Discord Servers
If your group already uses Discord for voice chat or gameplay, it can also be an excellent tool for organising your campaign’s information.
Create a Dedicated Server
Set up a private Discord server just for your campaign. This allows you to create channels for different categories of information (e.g., “Session Logs,” “Character Backstories,” “In-Game Maps”).
- Best for: Groups who play online and want a centralised hub for all campaign-related discussions.
- Pro tip: Pin important posts, like session summaries or house rules, to keep them easily accessible. You can also use bots like Avrae for in-game dice rolling and stats tracking.
Session Recap Channels
Use a dedicated channel for recapping each session. Players or the DM can take turns writing brief summaries after each session, so everyone has an easy-to-access record of the campaign’s progress.
- Best for: Keeping everyone up to date, especially if a player misses a session.
- Pro tip: Create a separate channel for “Character Journals” where players can write in-character reflections or updates after each session, adding a layer of role-playing to the recap process.
5. Index Cards and Binders
Sometimes, going analog with physical tools is the most straightforward way to keep track of your campaign. Index cards and binders are classic tools for organising campaign notes.
Index Cards for NPCs and Locations
Use index cards to keep track of NPCs, locations, and plot points. You can color-code them based on the type of information (e.g., red for villains, blue for allies, green for locations) and keep them in a simple card box or binder.
- Best for: DMs who like to jot down quick notes during sessions and want an easy way to shuffle through information.
- Pro tip: Write down key stats and personality traits of NPCs on the back of their cards so you can reference them quickly in-game without flipping through a rulebook.
Binders for Long Campaigns
If you’re running a long-term campaign, a binder with section dividers is a great way to keep everything organised. You can have sections for maps, NPCs, session notes, and player handouts.
- Best for: DMs who need to manage a lot of paperwork or handouts.
- Pro tip: Use clear plastic sleeves to store maps and handouts, protecting them from wear while making them easy to reference during the game.
Whether you prefer digital tools, physical journals, or collaborative platforms, there’s no shortage of ways to keep track of your tabletop RPG campaign. The best system is the one that fits your style and helps keep the story organised and immersive. Try out different methods, mix and match tools, and find what works best for you and your group!
