Query Tracker

What does Query Tracker do?

Query Tracker is where you log each agent you have queried, the date, what you sent, and the response. Filter by status to see where a manuscript stands: pending, partial request, full request, rejection, or offer.

Getting started with Query Tracker

Query Tracker keeps every literary agent query in one table, so you can see who has your manuscript, who has asked for more, and who still owes you an answer. Log your first submission 1. Click Query Tracker in the left sidebar. 2. Click + Add Submission. 3. Enter the Agent Name. 4. Choose the Manuscript Title from your Book Library. If the book isn't there yet, pick + New Book… to add it without leaving the form. 5. Pick the File Type you sent (PDF, DOCX, RTF, EPUB or Other). 6. Choose a Status. New queries start as Initial Inquiry Sent. 7. Set the Sent Date (it defaults to today) and add any Notes, such as the materials you sent or the agent's preferences. 8. Click Add Submission. The save button stays greyed out until both an agent name and a manuscript are filled in. Read the stat tiles The four tiles at the top summarise your pipeline: - Active Queries counts submissions that are Initial Inquiry Sent, Requested Full or Sent Full and aren't archived. No Response and closed statuses don't count as active. - Full Requests counts submissions at Requested Full or Sent Full. - Offers of Rep counts submissions marked Offer of Rep. - Total Submitted counts everything you've logged. Keep it current - Change a status straight from the coloured status pill on each row. - The Last Modified column shows how long ago you last touched a submission. It turns green for under 30 days, yellow for 30 to 89 days, and red after 90 days, so stale queries stand out. - Click any column heading to sort by it, and click again to reverse the order. - Use the search box to find an agent or manuscript, and the status menu to show one status at a time. Related shortcuts - Query Letter Templates opens Email Templates, where you can keep your query letter drafts. - If you write under more than one pen name, a Pen name filter appears so you can focus on one name's submissions. New to the tool? Click How do I use this tool? under the page title for a guided walkthrough with example submissions.

How do I import my query spreadsheet into Query Tracker?

If you already track your queries in a spreadsheet, you can bring them all in at once instead of adding them one by one. Prepare your file Save your spreadsheet as a .csv file. The first row must be column headings. Query Tracker looks for these headings (capitalisation doesn't matter): - Agent (also accepts Agent Name, Agent / Recipient, Reviewer or Reviewer Name) - Manuscript (also accepts Manuscript Title, Book or Title) - File Type (or Type): PDF, DOCX, RTF, EPUB or Other - Status: Initial Inquiry Sent, Requested Full, Sent Full, Offer of Rep, No Response, Uninterested, Withdrawn or Other - Sent At (also accepts Sent Date or Sent) - Notes Other columns are ignored. A file exported from Query Tracker with Export already has the right headings. Import it 1. Open Query Tracker from the left sidebar. 2. Click Import CSV and choose your file. 3. Check the preview table. It lists every row that will be added. 4. Click Import (the button shows how many submissions will be added). Good to know - Rows with neither an agent nor a manuscript are skipped. - If a status isn't one of the values above, the row is imported as Initial Inquiry Sent. An unrecognised file type becomes PDF. - Rows with no sent date are given today's date. A year-month-day date such as 2026-03-15 is the safest format to use. - Importing always adds new submissions. It doesn't check for ones you already have, so importing the same file twice creates duplicates. If that happens, remove the extras with the trash icon on each row. - Keep each row's notes on a single line. Line breaks inside a cell can split a row in two. - Custom statuses aren't imported. Use Other in the file, then set your custom status after importing.

How do I change a query's status or create my own status?

Each submission has a status that tells you where it stands. You can change it in a couple of clicks, and add your own statuses when the built-in ones don't fit. Built-in statuses Initial Inquiry Sent, Requested Full, Sent Full, Offer of Rep, No Response, Uninterested, Withdrawn and Other. Change a status from the table 1. Open Query Tracker from the left sidebar. 2. Click the coloured status pill on the submission's row. 3. Pick the new status. It saves straight away and the row's Last Modified date resets. Create a custom status 1. Click the status pill on the row and choose Other…. The edit window opens. (You can also click the pencil icon and change Status to Other.) 2. Type a name in the Custom status name box, for example "Revise & Resubmit". 3. Click Save Changes. Your custom status is remembered. From then on it appears in every row's status menu, so you can apply it with one click. Things to know - If you choose Other but leave the name blank, the status is saved as "Other". - The status filter above the table has a single Other option that shows every submission with a custom status. - Active Queries only counts Initial Inquiry Sent, Requested Full and Sent Full, so custom statuses aren't counted as active.

How do I archive or update several queries at once?

When a batch of queries closes out, or you want to tidy up old ones, you can change many submissions at once. Select submissions 1. Open Query Tracker from the left sidebar. 2. Tick the checkbox at the start of each row you want. The checkbox in the header selects every row on the current page. 3. To include rows on other pages, click Select all … across pages in the selection bar. A bar appears showing how many submissions you've selected. Click Clear to deselect them. Bulk edit 1. In the selection bar, click Edit. 2. In Bulk Edit Submissions, tick the fields you want to change (Status, File Type or Notes) and set their new values. 3. Click Apply to (the button shows how many submissions will change). Only the ticked fields change; everything else stays as it was. Archive or unarchive Click Archive in the selection bar to move the selected submissions out of the main list. If everything you've selected is already archived, the button reads Unarchive instead. You can also archive a single submission with the box icon on its row. Seeing archived submissions Archived submissions are hidden until you tick Show archived. They then appear faded alongside the rest. Archived submissions don't count toward Active Queries. Undo After a bulk change, archive or delete, a message appears with an Undo button for a few seconds. Use it straight away if you changed the wrong rows.

How do I download a copy of my queries?

You can download all of your submissions as a CSV file that opens in Excel, Numbers or Google Sheets. 1. Open Query Tracker from the left sidebar. 2. Click Export at the top of the page. 3. A file named query-tracker.csv downloads. What's in the file The file has these columns: Agent, Manuscript, File Type, Sent At, Status, Notes, Archived and Updated At. Good to know - The export always includes every submission, including archived ones. Search, status and pen name filters don't change what's exported. - Submissions with a custom status are exported with the status Other. - The Export button is greyed out until you have at least one submission. - Because the columns match what Import CSV expects, you can edit the file and import it again. Importing adds new rows rather than updating existing ones, so delete the originals first if you're replacing them.

Why can't I add, import or edit submissions in Query Tracker?

The Add Submission button in the form is greyed out Both Agent Name and Manuscript Title are required. Fill in both and the button becomes active. I see "No Access" or the buttons are greyed out If you're working in someone else's account as a collaborator, your role controls what you can do. Query Tracker shares one permission with File Watermarker, Storage and ARC Tracker, shown to account owners as Watermarking, Storage, ARC & Query Tracker. - Without read access you'll see No Access. - Without edit access, + Add Submission, Import CSV, the status pills and the edit and archive icons are disabled. - Without delete access, the trash icon is disabled. Ask the account owner to update your role. My CSV import says it couldn't find any rows The message Couldn't find any rows means the file had no recognisable data. Check that: - The file is a .csv, not .xlsx or .numbers. Use your spreadsheet app's export or "Save as CSV" option. - The first row contains column headings such as Agent and Manuscript. - There's at least one row of data below the headings, with an agent or manuscript filled in. My imported statuses all say Initial Inquiry Sent The status in your file didn't match one of the built-in names. Use exactly Initial Inquiry Sent, Requested Full, Sent Full, Offer of Rep, No Response, Uninterested, Withdrawn or Other. Capitalisation doesn't matter. "This is example data from the tour" While the guided tour is running, the table shows example submissions. You can't edit, archive or delete these. Add a real submission and it replaces the examples. I can't find a submission - Clear the search box and set the status menu back to All statuses. - Tick Show archived. - If you have more than one pen name, set the Pen name filter to All pen names.