How I Keep Track of My Keycap Projects
I started building a simple spreadsheet to track vintage custom keycap builds about four years ago. The idea was straightforward: record what I sourced, what I modified, and what ended up on my desk versus what went to the trash. It grew into something larger than I expected, and I keep updating it every time I pick up a new set. The main problem is that old keycap sets aren't cheap and they don't last forever. Once you start buying from different vendors, dealing with different materials like ABS, PBT, or even resin, and trying to match profiles across manufacturers, it becomes impossible to remember which batch of legends you bought from who and whether the legends survived the acid wash. A journal keeps that information organized so you aren't guessing six months later when you need to reorder something. My first entry date was around late 2019 when I was ordering a lot more sets than I actually needed. I kept mixing up which suppliers sold genuine Artisan keys versus aftermarket reproductions. The spreadsheet forced me to be specific about provenance, and that ended up saving me from buying fake resin keycaps twice in one year. Not glamorous, but practical.
What Goes Into the Log
Here's how I structure each entry. Not every field is always necessary, but having the fields ready helps when you're searching back through old orders. I also keep a separate column for keyboard compatibility notes because not every keycap set fits every switch type. You would be surprised how often I looked back at an old entry and realized I had bought a set that only worked on Cherry MX switches, not Kailh or Gateron. Vintage keycaps are not standardized. One seller calls their set "SA profile" and another uses the same term for something slightly different. The legend width varies. The stem height varies. I learned this the hard way when I ordered a set labeled as "vintage SA" from a reseller on a hobby forum, only to find the stems were too short for my switches and the legends were shifted three millimeters left because the mold was warped.
I recorded the entire experience in the journal anyway. That entry now has notes warning about that particular reseller and a note that the profile description on eBay listings for these keycaps is often inaccurate. I wish someone had written that warning before I spent ninety dollars on a mismatched set.
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How I Use the Journal in Practice
I don't just log purchases. I update entries after each build session to note which keys I used, which ones cracked, and which ones I decided to retire. If a particular material yellows faster than expected under desk lamp light, I flag that in the material column. If a certain dye-sub legend starts fading after heavy use, I record the month and usage hours. That pattern eventually tells you which keycap types are worth buying again. The workflow takes about five minutes per keycap set. I snap a quick photo, fill in the spreadsheet, and file the photo in a folder named by date and supplier. It isn't elaborate. Some people use apps for this. I use Google Sheets because I can sort, filter, and search without learning a new interface every year.
Common Mistakes People Make
The biggest mistake is treating every keycap as if it came from the same standard. They don't. Profile height alone can vary by a millimeter or two between SA sets from different production runs. Legend thickness varies. Stem tolerance varies. If you assume everything will work together, you end up with wobbly keys and uneven typing feel. Another mistake is not photographing the set before you start working on it. I once spent two days washing a set in mild acid solution, dried it, installed it, and then realized I had no reference photo showing what the original color was. The acid had lightened it more than I expected and I couldn't tell if I ruined it or if it was just the lighting in the room. A quick before photo solves that problem entirely.
Limitations of This Approach
There are trade-offs. Spreadsheets don't handle image storage well. I ended up using a separate cloud folder for photos and linking them in the spreadsheet. That works, but the links break if you move files around. I've lost entries because of corrupted spreadsheets, though that's rare if you keep a backup. The method also assumes you have the discipline to log things immediately. I missed logging two sets last year because I was busy with work and forgot until I had already built keyboards from those sets. By then I had sold a few spare keys and couldn't remember which batch they came from. The gap in the data annoyed me, so I've tried to be more consistent since then. If you are just starting out, you don't need a complex system. A simple table with the core fields I listed above will cover most of your needs. As your collection grows, you can add columns for vendor ratings, repeat purchase history, or even a cost-per-key metric if you track spending that closely. I haven't needed to go that far yet, but it's there if you want it.
