GUIDE
How to Take Better TTRPG & D&D Notes
A practical system for notes that are fast to capture, easy to find, and genuinely helpful during play. Includes templates, time estimates, and a full automation stack for recording, transcription, and summaries.
Published February 9, 2026 - 12 min read
Back to GM GuidesTL;DR - The 30-Second Fix
- Pick a note goal: recall, prep, or continuity. Stop trying to record everything.
- Capture in five buckets: People, Places, Problems, Promises, Prizes.
- Do a 10-minute post-session cleanup while it's fresh.
- If you want maximum accuracy, record and automate the transcript + summary.
- Archivist handles transcription, summaries, and structured campaign memory for you.
Quick Start: The 2-Minute Method
If you only have two minutes, this is the best ROI system we know. It's deliberately small so it actually happens.
Once you have a quick baseline, choose your note goal so the rest of your system stays focused.
During Play
- Write just proper nouns (NPCs, places, items).
- Circle anything unresolved (threads).
- Note one sentence per scene.
After Play
- Write a 3-sentence recap.
- List 3 open questions for next session.
- Tag any new NPCs or locations.
Set Your Note Goal (This Fixes 80% of Note Chaos)
Great notes are not complete notes. They are useful notes. Choose one primary purpose and shape the rest around it. This keeps the rest of the workflow clean and consistent.
Recall
Perfect for players. Track what happened, who said what, and where the story is headed.
Prep
Perfect for GMs. Capture decisions, consequences, and new prep items for next session.
Continuity
The campaign bible. Track canonical facts so lore stays consistent session to session.
GM tip: If you do nothing else, record decisions. Decisions create prep.
What to Capture: The 5 Ps Method
Most note-taking fails because we don't know what to write. Use the 5 Ps and your brain will stop freezing.
People
NPCs, allies, villains, contacts, and who wants what.
Places
Cities, dungeons, taverns, and where things are happening.
Problems
Active threats, mysteries, and unanswered questions.
Promises
Quests, deals, oaths, and future commitments.
Prizes
Rewards, loot, artifacts, information, and plot keys.
Choose Your Format (Match Your Table)
Your format should match how you play. If you're in-person and busy running initiative, you need minimal friction. If you're online, a digital system can help you link and search.
| Format | Best For | Tradeoff |
|---|---|---|
| Paper | In-person tables, quick scribbles | Harder to search and share |
| Digital Doc | Players, shared recaps | Easy to lose structure |
| Wiki / Vault | Long campaigns, lore continuity | Setup time |
| Audio + Automation | Maximum accuracy, minimal effort | Needs consent + workflow |
Live Note Techniques That Actually Work
Rotate the Scribe
One person per session keeps the load light and consistency high. Bonus: players stay engaged.
Signal Words
Use shorthand like NPC:, QUEST:, CLUE:.
One Line Per Scene
A scene title and one sentence is enough to rebuild memory later.
Tag as You Go
Add quick tags like #NPC or #loot for searchable notes.
Consent reminder: If you record audio, ask everyone at the table first and explain how it will be used.
Templates That Stick (Steal These)
The best template is the one you actually use. Keep it short and consistent.
Session Template
Session #: Date: Party Goal: Recap (3 sentences): Scenes (one line each): - - - People (NPCs): - Places: - Problems / Clues: - Promises (Quests / Deals): - Prizes (Loot / Info): - Next Session Hooks (3 bullets): - - -
Player Variant
- Keep your character's goals at the top.
- Track favors, debts, and social obligations.
- Write "What I will do next time."
GM Variant
- Highlight decisions that change prep.
- List consequences to seed future scenes.
- Note any rules rulings for consistency.
The 10-Minute Cleanup (Where Great Notes Are Born)
The best time to fix notes is right after session. Set a timer for 10 minutes.
- Fill in any missing names or places while everyone still remembers.
- Summarize the session in 3-5 sentences.
- Convert any "?" into clear questions for next session.
- Tag new NPCs, locations, and items.
- Share a short recap with the group.
Automation Pipeline: Record -> Transcribe -> Summarize
This is the fastest path to accurate notes. You focus on play; the pipeline handles the details.
If you want the bigger picture of AI at the table, start with AI in TTRPGs: Automate the Admin, Not the Story and the broader overview in AI in TTRPGs.
1. Record the Session
Use a phone, Discord bot, or local recorder. The goal is clean audio.
Time cost: 0 minutes during play
2. Transcribe
Convert the recording into text with a speech-to-text tool.
Time cost: 5-45 minutes after play (automated)
3. Summarize
Use an AI assistant to generate recaps, key decisions, and open threads.
Time cost: 2-10 minutes
4. Structure & Publish
Extract NPCs, locations, and items into your campaign knowledge base.
Time cost: 5-15 minutes
Accuracy tip: Use the best mic you can, minimize crosstalk, and ask players to speak clearly.
Tools for TTRPG Notes (Free + Paid)
These are reliable, popular tools for each stage of the note pipeline. Mix and match based on your table.
For a deeper comparison of AI tools, see AI tools for TTRPGs.
Note Apps & Wikis
- Google DocsFreeFast shared notes, zero setup.
- ObsidianFreeMarkdown vault + backlinks for lore.
- NotionFree + PaidDatabases, templates, and sharing.
Recording
- OBS StudioFreeGreat for online sessions.
- CraigFreeDiscord recording bot with multi-track audio.
- Phone Voice RecorderFreeFastest in-person setup.
Transcription
- Whisper (OpenAI)FreeOpen-source STT, runs locally.
- Otter.aiFree + PaidEasy transcription + highlights.
- DescriptPaidTranscription + audio editing.
- RevPaidHigh-accuracy transcription.
Time & Effort Estimates (Per 3-4 Hour Session)
| Workflow | Time After Session | Accuracy |
|---|---|---|
| Handwritten only | 15-30 minutes | Medium |
| Digital doc + template | 10-20 minutes | Medium-High |
| Audio + manual summary | 25-45 minutes | High |
| Automation + cleanup | 5-15 minutes | Very High |
The Fastest Way to Consistent Notes: Archivist
If you want maximum accuracy and minimum manual effort, Archivist is the obvious upgrade. It records sessions, generates transcripts, creates summaries, and organizes your campaign knowledge so you can search it later.
- Capture sessions live or upload audio later.
- Automatic transcripts, recaps, and timelines.
- Extract NPCs, locations, factions, and items into your compendium.
- Ask questions about your campaign and get consistent answers.
If your group plays weekly, this can save hours every month and massively improve continuity.
Try Archivist ->FAQ
Should I record every session?
Record if your table is comfortable and you want accuracy. If not, use the 2-minute method and keep it light.
What's the minimum I should track as a player?
Track your character's goals, the current quest, and any promises your party made.
How do I keep notes consistent across sessions?
Use the same template every time and run a 10-minute cleanup. Consistency beats detail.
Final Thought
Notes are a tool for future play, not a test of memory. Build a system you can sustain, automate what you can, and spend the saved time on the fun parts of the game.