How to Track Competition Entries: Organization Guide 2024

How to Track Competition Entries: Organization Guide 2024

Successful comping is as much about organization as it is about entering. The most consistent winners all share one trait: excellent tracking and management systems. This guide shows you how to build your own competition tracking system that maximizes wins while keeping comping fun and manageable.

Why Track Your Competition Entries?

The Benefits of Organized Comping

Never Miss Opportunities:

• Track daily entry competitions
• Remember closing dates
• Follow up on wins
• Avoid duplicate entries

Improve Your Strategy:

• Identify what's working
• See patterns in wins
• Calculate win rates
• Focus on successful entry types

Stay Motivated:

• Celebrate progress
• Track prize values won
• See your comping journey
• Maintain consistency

Practical Management:

• Know what you've entered
• Track pending wins
• Manage claim deadlines
• Record prize receipts

Choosing Your Tracking Method

Option 1: Spreadsheets

Advantages:

• Fully customizable
• Free (Google Sheets, Excel)
• Easy sorting and filtering
• Works offline
• Good for data analysis

Best for: Compers who like detailed data and customization

Option 2: Dedicated Apps

Advantages:

• Purpose-built features
• Reminders and notifications
• Often mobile-friendly
• Some include competition listings

Best for: Compers wanting ready-made solutions

Option 3: Simple Lists

Advantages:

• Low effort to maintain
• Works with any note app
• Quick to update
• No learning curve

Best for: Casual compers or those just starting

Option 4: Platform Tools

Sweepzy Features:

• Built-in entry tracking
• Competition saved lists
• Closing date reminders
• Win logging

Best for: Compers using aggregator platforms

Building a Spreadsheet System

Essential Columns

Create these columns for comprehensive tracking:

1. Competition Details:

• Competition Name
• Prize Description
• Estimated Prize Value
• URL/Link

2. Entry Information:

• Entry Date
• Entry Method (social, web form, postal, etc.)
• Platform (Instagram, Facebook, website, etc.)
• Daily Entry (Yes/No)

3. Timeline:

• Closing Date
• Winner Announcement Date (if known)
• Claim Deadline (if applicable)

4. Status:

• Entry Status (Entered, Pending, Won, Not Won)
• Notes

Sample Spreadsheet Structure

| Name | Prize | Value | URL | Entry Date | Method | Platform | Daily | Closing | Status | Notes |
|------|-------|-------|-----|------------|--------|----------|-------|---------|--------|-------|
| Brand X Giveaway | £100 Voucher | £100 | [link] | 01/12 | Comment | Instagram | No | 15/12 | Entered | Tagged @friend |
| TV Show Comp | Holiday | £2000 | [link] | 01/12 | Form | Web | Yes | 31/12 | Entered | Daily until end |

Advanced Spreadsheet Features

Conditional Formatting:

• Color-code by closing date (red = closing soon)
• Highlight daily competitions
• Mark completed entries
• Flag wins

Filtering:

• View only daily competitions
• Sort by closing date
• Filter by platform
• Show only pending results

Formulas:

• Count total entries
• Sum prize values won
• Calculate win percentage
• Days until closing

Example Formulas:

Total Entries: =COUNTIF(Status,"Entered")
Total Won: =COUNTIF(Status,"Won")
Win Rate: =COUNTIF(Status,"Won")/COUNTIF(Status,"<>")
Days Left: =Closing Date - TODAY()

Daily Competition Management

Dedicated Daily Tracking

For daily entry competitions, create a separate system:

Daily Comp Tab Columns:

• Competition Name
• URL
• Start Date
• End Date
• Entry Checkboxes (one per day)
• Total Entries Made
• Result

Visual Daily Tracker: Create a calendar-style grid:

• Rows = Competitions
• Columns = Days of the month
• Mark each day you've entered
• Quick visual of consistency

Daily Entry Routine

Morning Routine (15 mins):

1. Open daily competition bookmark folder
2. Work through each entry
3. Check off in tracker as you go
4. Note any issues or changes

End of Month:

• Archive completed competitions
• Calculate success rates
• Add new daily opportunities

Win Tracking System

Recording Your Wins

What to Track:

• Date won
• Competition name
• Prize description
• Prize value
• Date announced
• Claim method
• Date claimed
• Date received
• Photos of prize

Win Statistics

Monthly Review:

• Number of wins
• Total value won
• Best platform for wins
• Most successful entry types
• Win rate (wins ÷ entries)

Annual Summary:

• Total prizes won
• Total estimated value
• Best months
• Platform performance
• Entry type performance

Bookmark Organization

Browser Bookmark Structure

Create this folder system:

Competitions/
├── Daily Entry/
│   ├── Morning Dailies
│   └── Evening Dailies
├── New to Enter/
├── Closing This Week/
├── Creative (Need Time)/
├── Favorites/
└── Competition Sites/
    ├── Aggregators
    └── Brands

Managing Bookmarks

Weekly Cleanup:

• Remove ended competitions
• Move urgent ones to "Closing This Week"
• Add new finds to "New to Enter"
• Process "New to Enter" folder

Email Organization

Competition Email Folders

Folder Structure:

• Wins (confirmed wins)
• Win Claims (in progress)
• Competition Confirmations
• Newsletters/Alerts
• Spam/Marketing

Email Filters

Automated Sorting:

• Filter by sender keywords
• Move confirmations automatically
• Flag emails containing "congratulations"
• Separate marketing from important messages

Quick Search:

• Save searches for common win phrases
• "You've won"
• "Congratulations"
• "Winner"
• "Selected"

Using Sweepzy for Tracking

Platform Features

Competition Management:

• Save competitions to lists
• Track what you've entered
• Get closing date reminders
• Filter by various criteria

Win Logging:

• Record prizes won
• Track your success rate
• Celebrate achievements

Combining Methods

Many compers use multiple systems:

• Sweepzy for finding and basic tracking
• Personal spreadsheet for detailed analysis
• Bookmarks for quick daily access
• Email folders for win management

Time Management

Scheduling Your Comping

Daily Time Blocks:

• Morning: Daily entries, email check (15 mins)
• Lunch: Quick social media check (5 mins)
• Evening: New entries, tracking update (20-30 mins)

Weekly Tasks:

• Sunday: Week planning, bookmark cleanup
• Wednesday: Mid-week review
• Friday: Add weekend competitions

Avoiding Overwhelm

Signs of Poor Organization:

• Missing daily entries regularly
• Forgetting about closing dates
• Not knowing what you've entered
• Feeling stressed about comping

Solutions:

• Simplify your system
• Reduce number of dailies
• Focus on quality over quantity
• Take breaks when needed

Building Your System Step by Step

Week 1: Foundation

1. Choose tracking method (start simple)
2. Create basic spreadsheet or list
3. Set up competition email folders
4. Create browser bookmark folders
5. Track 5-10 competitions

Week 2: Expansion

1. Add daily competition tracking
2. Set up reminders/calendar
3. Create win tracking section
4. Add more competitions to track
5. Refine folder structures

Week 3: Optimization

1. Add formulas/automation
2. Create templates for efficiency
3. Establish daily routine
4. Review what's working
5. Adjust based on experience

Week 4: Review and Refine

1. Calculate first month statistics
2. Identify improvements needed
3. Remove unnecessary complexity
4. Plan next month approach
5. Celebrate any wins!

Templates and Resources

Free Spreadsheet Template Elements

Competition Tracker Sheet:

• All essential columns
• Conditional formatting
• Filter dropdowns
• Summary statistics

Daily Entry Sheet:

• Calendar grid format
• Auto date population
• Progress indicators

Win Log Sheet:

• Prize details
• Value tracking
• Monthly/annual summaries

Conclusion

A good tracking system transforms comping from chaotic to manageable, and from occasional luck to consistent success. You don't need a perfect system from day one - start simple and build as you learn what works for you.

The best system is one you'll actually use. If a complex spreadsheet feels overwhelming, start with a simple list. If you love data, build detailed analytics. Match your system to your personality and available time.

Remember: organized comping is successful comping. Take time to set up good habits now, and they'll pay dividends in wins for years to come.

Start tracking your competitions with Sweepzy and build your winning system today!