How to Create Your Own Genealogy Tracker
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When you're knee-deep in census records, birth certificates, and scribbled family notes, it’s easy to lose track of what you’ve searched and what you haven’t. That’s where a documenting your searches can save your sanity.
A genealogy tracker (more commonly known as a “research log”) is one of the most essential tools for staying organized as you continue your family history research. Whether you're an experienced researcher or just getting into genealogy for beginners, having a reliable system for tracking your efforts will save time, reduce frustration, and help you make better discoveries.
Before we dive in, hi! I’m Jessica. A professional genealogist specializing in research for New England, French Canada, and Hawaii. If your research notes are a jumble of half-remembered searches, sticky notes, and browser tabs (been there), I’m here to help you bring clarity and structure to the chaos.
So, let’s walk through exactly how to create a genealogy tracker that works for your brain, your research goals, and your research style.
Why You Need a Genealogy Tracker (Even as a Beginner)
Here’s the honest truth: even professional genealogists don’t rely on memory. We write everything down. You can call it a genealogy tracker, research log, or something else entirely, but at its core, it helps you avoid wasting time repeating searches, chasing the same lead twice, or forgetting which records you’ve already reviewed. Ask me how I know.
Especially when you hit a brick wall or feel stuck, it becomes your personal map, showing you where you’ve been and what paths are still open to explore. If you're asking "how do I find my ancestors?" or "how to find my ancestors when records are missing?" the first step is making sure you know what you’ve already looked at.
A good log also helps you:
See patterns in the records you’ve reviewed
Keep track of negative searches (where you didn’t find something, which is just as important)
Record new ideas and leads
Stay motivated when progress feels slow
Regardless if you’re working on one ancestor or tackling a multi-generational branch, this simple tool gives you clarity and structure. And if you ever hire a genealogist, (I’d love to help!) they’ll thank you for the organized notes.
Photo by Debby Hudson on Unsplash
What to Include in a Genealogy Tracker
Your notes can be as detailed or as simple as you need, but there are a few core pieces of information you should always include:
Date of search so you know when you last checked something.
Name of the person researched with identifying details like birth year or spouse.
Research question or what you were trying to find.
Source consulted (database, book, archive, etc.)
Exact search terms used. This is helpful for trying again later with tweaks.
If you found something or not, and what it was. Although, I typically only add when I didn’t find something. If I did find something, I add it to my tree software with a citation.
What you want to follow up on or try next.
You can also add notes about confusing spellings, wild guesses, or anything that stood out to you. The point is to capture your work clearly enough that Future You (or someone helping with your research) can easily understand it.
Digital vs. Paper: What Format Is Best for You?
The best format is the one you’ll actually use. Some folks love a spreadsheet, which is what I use. Others want a printed log they can scribble on while digging through microfilm. There’s no right answer here, just preferences.
Digital Options:
Great for sorting and filtering
Easy to back up and share
Can link to online sources or scanned records
Try Google Sheets, Airtable, Notion, or a simple Excel file. You can add tabs for different family lines or keep a separate file for each person or branch.
Paper Options:
Handy when researching offline
Appeals to tactile learners (hello, fellow notebook lovers)
Can be customized to fit in your research binder
If you like the idea of a printable format, check out my Complete Family Story Organizer Workbook. It includes ready-to-use research log pages along with other helpful templates to keep your research tidy.
Tools and Templates to Help You Get Started
You don’t have to create your document from scratch. There are tons of great templates and tools available, especially designed for those looking for family tree help.
Here are a few options to consider:
Printable research logs - many free, some paid.
Google Sheets templates, some come pre-formatted with filters.
Note-taking apps like Evernote or OneNote.
Dedicated genealogy software like Legacy Family Tree or RootsMagic, which include tracking features.
Whichever tool you choose, just make sure it’s something you’re comfortable with. The fancier the system, the more likely it is to get abandoned if it doesn’t fit your workflow.
Photo by Annie Spratt on Unsplash
How to Use it to Stay Focused and Organized
Once you’ve chosen your format and set up your genealogy log, here’s how to make the most of it:
Start with a clear research question. What exactly are you trying to find? “Find my ancestors” is a great overall goal, but each search should be more specific.
Log every research session. Even if it’s just a five-minute scan of an index, write it down. Every little piece adds up.
Mark negative results. If you searched for a record and found nothing, that’s still valuable information. Note it so you don’t check it again unless something changes.
Review your notes regularly. Sometimes the answer is right there in a previous entry, but you miss it until you look again with fresh eyes.
Update your next steps column. This helps you plan what to do next without having to re-analyze everything each time you sit down to research.
It’s easy to get sidetracked by new shiny hints or rabbit holes. Chronicling your search helps pull you back to your main goal.
Mistakes to Avoid When Setting Up Your Research Log
Even experienced researchers can fall into a few common traps when it comes to research logs.
Being too vague. “Checked census” isn’t enough. Write which census, what years, where you looked, and what name variations you tried.
Skipping the log when you're tired. Yes, it takes a minute. But if you don’t write it down, you’ll waste more time redoing it later or forgetting what you meant.
Overcomplicating your system. You don’t need 17 columns of color-coded data. Keep it simple and useful.
A solid genealogy tracker is a tool to help, not a project in itself. Don’t let perfectionism get in the way of actual research.
When to Update and Revisit Your Notes
Think of it as a living document. It’s not a one-and-done kind of thing.
You should revisit it:
At the start of every research session to get your bearings
When you hit a brick wall to see if you missed a clue
To check in on what research ideas you want to follow up on
Before sharing your findings with family or a professional genealogist (hi!)
If it’s been a while since you’ve looked at it, take a few minutes to review it. You might be surprised by what jumps out at you.
Get Professional Help to Build Your Genealogy Tracker
No matter how long you’ve been researching your family tree, recording your research results can be your secret weapon. It keeps you organized, saves you time in the long run, and helps you build a clearer path through your family’s story.
Not sure how to get started or what to include? Browse my Complete Family Story Organizer Workbook for a ready-to-go genealogy workbook that makes it easy to stay on track.
And if you ever feel stuck, remember: you can always reach out for family tree help. I offer personalized family history research services, and we can schedule a free 20-minute chat to figure out the best next step for you. Whether you want to hire a genealogist to do the research for you or just need help organizing your materials, I’ve got your back.