Campaign Management Tools for Game Masters

Introduction

Game Masters need a place to store NPCs, plot threads, locations, and session notes — and to find them again when the table is live. The right campaign management tool depends on whether you care most about worldbuilding, linked notes, session-to-canon pipeline, or simple shared docs. This guide compares five popular options and explains the strengths of each so you can choose what fits your table.

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At a glance: how they compare

Tool	Best for	Key strengths
Tabletop Arc	Session-to-canon pipeline, transcripts, published arcs	Built-in transcription, AI recap & entity extraction, Lore Wall with evidence, dual-track GM/player output, public episode pages
Notion	Flexible wikis and databases	Databases, templates, drag-and-drop, collaboration, works for any system
Obsidian	Linked notes and local control	Local markdown, backlinks, graph view, plugins, no vendor lock-in
World Anvil	Published worldbuilding	World-building focus, maps, timelines, public-facing articles, community
Google Docs	Simple shared notes	Familiar, real-time collaboration, no learning curve, free

Below we break down the strengths of each.

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Tabletop Arc

Strengths: Tabletop Arc is built specifically for campaign continuity. It turns session audio into a searchable transcript, runs AI analysis to suggest scenes and entities (NPCs, locations, items, quests), and feeds approved items into a Lore Wall — a campaign wiki where every entry can link to transcript evidence. You get an episode recap and a GM continuity report tied to what was actually said, so your notes and your canon stay in sync. Dual-track output keeps GM-private notes separate from player-safe recaps and public arc pages (episodes, wiki, map) for sharing. If you want one place where “what happened” becomes “what’s canon” and optionally “what’s published,” Tabletop Arc is designed for that pipeline.

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Notion

Strengths: Notion is a flexible workspace that many GMs use as a campaign wiki. You get databases (e.g. NPCs, locations, items) with custom properties, templates for session notes or character sheets, and drag-and-drop organization. Real-time collaboration makes it easy to share with co-GMs or players. It’s system-agnostic and adapts to any TTRPG. Because it’s general-purpose, you design your own structure; there’s no built-in session transcription or automatic canon extraction, but you have full control over layout and workflow.

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Obsidian

Strengths: Obsidian is a markdown-first note-taking app with a strong emphasis on linking. Backlinks and graph view help you see how NPCs, locations, and plot threads connect. Notes live locally (or in your own sync), so you own your data and there’s no vendor lock-in. A large plugin ecosystem adds TTRPG-specific features, dice rollers, and AI helpers. It’s ideal for GMs who like writing in markdown, want a personal knowledge base, and prefer to own and structure their own files rather than use a hosted campaign hub.

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World Anvil

Strengths: World Anvil is built for worldbuilding and publishing. You create articles, maps, timelines, and character profiles in a structure designed for fictional worlds. Maps can be pinned with locations; timelines order events across your setting. Articles can be public so you can share your world with players or readers. The focus is on building and presenting a world rather than ingesting session audio or auto-extracting canon, so it suits GMs who want a rich, presentable world bible and are happy to update it manually (or with optional AI writing aids).

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Google Docs

Strengths: Google Docs is simple and familiar. You get real-time collaboration, comments, and sharing with no learning curve. Many groups already use it for session notes, handouts, or campaign logs. It’s free and works on any device. There’s no built-in structure for a campaign wiki (no linked entities or transcript pipeline), so organization is up to you — folders and docs. For tables that just want a shared place to write and read notes without extra features, Docs is a solid, low-friction choice.

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Choosing the right tool

• Session audio → transcript → canon → recap: Tabletop Arc.
• Flexible databases and templates, any system: Notion.
• Linked markdown, local files, full control: Obsidian.
• Worldbuilding and public world articles: World Anvil.
• Minimal setup, shared docs only: Google Docs.

You can also combine tools (e.g. Tabletop Arc for session pipeline and continuity, Obsidian for personal prep). If you want to try a purpose-built continuity engine, Tabletop Arc is free to start.