For many enthusiasts, the miniature hobby begins with a single box of figures, but it rarely stays that way. As a collection grows, it transitions from a handful of models on a desk to a complex pipeline of projects in various stages of completion. This growth brings a significant challenge: managing the “mental load” of the collection. From an information-design perspective, the primary obstacle to a sustainable hobby is often not a lack of painting skill, but a lack of a reliable recording system to track what is owned and where each piece stands in the production process.
Why a name and a photo aren’t enough
In the early stages of a hobby, a simple name or a single photo might seem sufficient to identify a miniature. However, as the volume of figures increases, memory alone becomes an unreliable tool for tracking progress. Collectors often find themselves facing a “backlog”—a collection of unstarted models often referred to as a “pile of shame”—without a clear sense of what is still in the box, what has been partially assembled, or what was set aside mid-painting months ago.
A name identifies what the model is, but it does not provide the context of its production history. A photo captured at a random interval shows how it looked at one moment, but it does not tell the story of the effort invested or the specific series it belongs to. To solve the problem of mismanagement and “forgetting,” a record-keeping system must go beyond surface-level identification. It needs to capture the metadata that allows a collector to organize, search, and review their collection as a functional database. By defining specific, structured record fields, we can transform a scattered gallery into a system that supports long-term hobby sustainability.
Core miniature fields
To build an effective record, we must identify which data points provide the most utility for ongoing management. Based on the design of the BrushLog database schema, we have identified several core fields that serve as the foundation for any miniature record. These fields are designed to balance ease of entry with the depth of information required for effective searching and filtering later.
| Field | Required? | What it’s for |
|---|---|---|
| Name | Yes | The primary identifier for the miniature (e.g., “Intercessor Sergeant”). |
| Series | No | Allows for grouping by game system, manufacturer, or specific board game. |
| Build status | Yes | Tracks progress through four stages: backlog, assembling, painting, or done. |
| Thumbnail photo | No | Provides a quick visual reference for the miniature in list and grid views. |
| Notes | No | A free-text area for recording conversion details, ideas, or purchase history. |
Each of these fields serves a specific purpose in reducing the cognitive burden on the collector. The Name and Thumbnail provide instant recognition, while the Series and Status fields enable the powerful filtering and searching necessary to manage a large collection. The Notes field acts as a catch-all for information that does not fit into a rigid category, such as specific modifications made during assembly.
Furthermore, some painters choose to track their total painting time to understand the effort required for different types of models. In a well-designed system, this is handled as a manual log—where hours and minutes are added after a session—rather than an automatic timer, ensuring the record remains a long-term archive of effort rather than a high-pressure stopwatch.
Tracking build status without losing motivation
One of the most effective ways to maintain momentum in a hobby is to see progress visualized as a pipeline rather than a single, overwhelming task. In our design, we utilize a four-stage status system to categorize every miniature in the collection:
- Backlog: Miniatures that are unstarted, often still in their original packaging.
- Assembling: Models currently being cleaned, glued, or converted.
- Painting: Figures that have moved to the painting desk and are in active progress.
- Done: Completed works that are ready for the tabletop or display.
By assigning every model to one of these statuses, the collector can move away from a binary “painted or unpainted” mindset and instead see their work moving through a workflow. This system is particularly useful when paired with searching and filtering capabilities. For example, a user can quickly filter their list to see only models in the “Painting” stage to decide what to work on during a session, or view the “Backlog” to plan future projects.
To further assist with organization, records can be manually reordered within the list. This allows the collector to prioritize specific models at the top of their view without relying on rigid automatic sorting, ensuring that the most important current projects remain front and center.
Two fields worth adding as your collection grows
Two record types build naturally on top of the core fields above, and both work whether or not you’re using a dedicated app:
- A “before” photo alongside the thumbnail. A single thumbnail identifies a model, but pairing it with a photo from the start of the project — bare plastic or fresh primer — turns the record into visible evidence of skill growth, not just an identifier. Consistent lighting and angle between the two shots matter more than the tool used to view them; see our before-and-after comparison guide for the details.
- A project or “army” grouping, separate from Series. Series describes what a model is (a game system or manufacturer); a project describes what you’re building it for — a specific army, a diorama, a commission. The two are easy to conflate in a single-field system, and separating them is what lets you view a collection as cohesive forces instead of a flat list of individuals. More on that in our project management guide.
In BrushLog, both of these are Pro features — a Before & After comparison slider and Project (Army) management — built on top of the same core record described above.
How BrushLog handles this
We designed BrushLog specifically to implement these record-keeping principles in a simple, mobile-first interface. The app provides a structured environment where you can register your miniatures using the fields described above, including the ability to toggle between list and grid views and filter by status or series.
BrushLog follows a “privacy-first” approach, storing all data and photos locally on your device with no account registration required. The app is available in two tiers:
- Free Tier: Allows for the registration of up to 5 miniatures and 20 paints. It includes all core fields, manual time logging, and manual list reordering.
- Pro Tier: A one-time purchase that removes all registration limits and unlocks advanced features like the Before & After comparison slider, Project (Army) management, and weekly painting reminders.
By providing a dedicated space for these records, BrushLog helps you move your hobby data out of your head and into a system that is easy to maintain.
Download BrushLog on the App Store: https://apps.apple.com/us/app/brushlog/id6763442950
Summary
Effective miniature tracking requires more than just a gallery of photos; it requires a structured set of fields—including name, series, and build status—that turn a collection into a manageable pipeline. By adopting a systematic approach to status and metadata, you can reduce the mental load of your hobby and focus on the creative process.
For a broader look at how different tools compare for managing your hobby data, see our hub article: Notebook, Spreadsheet, or App? How Miniature Painters Should Track Recipes and Progress
This article organizes information from a recording and organizing perspective. If you notice an error or outdated information, please contact us. Last verified: July 2026
