How to Choose the Right Software for Your Daily Diary Study Projects

How to Choose the Right Software for Your Daily Diary Study Projects

Angelo Yanga
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Diary studies are a vital research methodology for collecting sequential data about individual behaviors, experiences, and environments in real time. 

This approach minimizes recall bias and provides rich, crucial insights for fields like psychology, health care, and human-computer interaction. Traditionally conducted with paper diaries, this method has evolved through the transition to digital platforms, enhancing both the efficacy and efficiency of data collection. There is no more need to worry about losing paper diaries or having participants backfill diaries all in a single day!

Given this, researchers need to look for software that can help with their daily diary study projects. So, read the blog to learn how to find the right research software! 

Understanding Your Research Needs

Foremost, you need to understand what your project needs before you look for daily diary research software. Here's what you need to consider: 

Defining Your Methodological Objectives Before Choosing a Research Software

Clear objectives are essential in a diary study. Apart from the substantive research questions that you seek to answer (e.g., what activities do adolescents do each day?), you will need to understand the methodological needs. Defining your methodological goals helps tailor the methodology and tools used for mood tracking or event sampling. 

  • What are the types of data collection required?
  • Who are the participants that will be involved?

Type of Data Collection Required

Diary studies can collect qualitative data and quantitative data. 

  • Qualitative Data: This involves narrative data expressing complex feelings, thoughts, and behaviors. Diary entries, open-ended responses, and audio diaries are standard qualitative data collection methods. These formats are invaluable for understanding participants' nuances and personal experiences, offering deep insights into their daily lives and reactions to specific events.
  • Quantitative Data: It includes numerical data that can be easily measured and analyzed statistically. Examples include frequency of behaviors, duration of activities, or ratings on a Likert scale (e.g., stress levels rated from 1 to 5). Quantitative data are essential for identifying patterns, correlations, and trends, providing a solid empirical basis for drawing and generalizing conclusions.

Look for research software that supports a daily diary for EMA with different data collection features. This will allow you to obtain the data you need to produce accurate results and better understand human behavior. 

Participant Demographics

Consider the technological proficiency and accessibility needs of your target population to ensure the tools and methods employed do not hinder participation. You should consider these three factors: technological proficiency, accessibility needs, and cultural considerations. 

  • Technological Proficiency - Technological Proficiency refers to the level of comfort and skill participants have with using technology. This can vary widely among individuals, influenced by factors such as age, educational background, and exposure to technology.
  • Accessibility Needs -  Accessibility needs are necessary to ensure everyone, including people with disabilities, can use the technology effectively. This includes visual, auditory, motor, and cognitive abilities.
  • Cultural Considerations - Cultural considerations involve recognizing and respecting the diverse backgrounds of participants, including language, norms, values, and expectations. When discussing cultural considerations, you must look for daily diary research software with multilingual support to have a broader range of participants from different countries.

Key Features to Look for in Diary Study Software

In the article by SurveyCTO, quality data requires finding the right tool for your study. Relying solely on manual checking can lead to mistakes, so automating the process can help you get the data you need. 

So, when choosing software for diary studies, here are the features you need to consider. We summarize these in the following table as well. 

Key Features to Look for in Diary Study Software

Ease of Use

The importance of intuitive user interfaces cannot be overstated. Software that is easy to navigate and use benefits both researchers and participants greatly. For researchers, simplicity in setting up studies, configuring settings, and analyzing data saves valuable time and reduces the likelihood of errors. 

An intuitive interface ensures that participants can make entries quickly and accurately, which is essential for maintaining engagement over the duration of the daily diary study. Software that requires minimal training appeals to a broader range of participants, including those who may not be tech-savvy.


Each daily diary study has unique needs based on its specific research goals. Thus, the ability to customize the software to fit these requirements is crucial. 

Customizability may involve several aspects, such as the ability to create bespoke forms, choose from various response types, and set specific triggers for diary entries (e.g., time- or event-based prompts). 

This flexibility allows researchers to tailor the experience precisely to the study's needs, enhancing the relevance and quality of the data collected.

Data Collection Capabilities

Modern diary studies often require collecting various data types to understand the participants' experiences comprehensively. Effective diary study software supports multiple data types, including:

  • Text Entries: This is for detailed narrative input from participants.
  • Audio and Video Logs: To capture more nuanced expressions of participants' experiences that text alone might miss.
  • Sensor Data: Including GPS, motion, and biometric data, which can provide objective measures of participant behavior and physiological states.

This diversity in data collection enriches the data set and offers participants different ways to express their thoughts and experiences, which can increase engagement.

READ MORE: Why Automated Transcriptions of Video and Voice Are Important for Ecological Momentary Assessments

Data Export Options

Practical data analysis tools integrated within the software can significantly aid in interpreting the collected data. Look for features that offer easy data visualization, statistical analysis capabilities, and the ability to export data in various formats for further analysis using external statistical software.

For instance, you can download your surveys in PDF format using ExpiWell, a research platform app for daily studies. This feature allows you to have a hard copy of all the data gathered and helps you keep track of your participants' responses. 

Other Features to Consider in Your Daily Diary Software

Other Features to Consider in Your Daily Diary Software

Real-Time Data Access and Monitoring

Accessing and monitoring data in real-time is a powerful feature that can significantly enhance research outcomes. Real-time data access allows researchers to track participation and compliance, making it possible to intervene promptly if participants are not adhering to the study protocol. 

Moreover, real-time monitoring can help researchers quickly identify and address data anomalies, adjust study parameters on the fly, and better manage the logistical aspects of the study.

Compliance and Security

Data privacy and security are paramount, especially when sensitive personal information is involved. Daily diary study software must adhere to legal standards such as the EU's General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA) in the US. 

Compliance features include:

  • Secure data encryption.
  • The ability to anonymize data.
  • Comprehensive user consent management tools.

Ensuring that the software meets these standards protects both the participants and the integrity of the research.

After finding the key features of your daily diary software, it’s also important to learn how you can implement the software in your software. Learn how you can do it here:  

Integration with Existing Systems

Integrating new software with current research tools is crucial for maintaining data integrity and workflow efficiency. According to Debutify, seamless software integration is beneficial for businesses because it can unlock the software's full potential and improve the process. So, to ensure seamless integration, read these considerations: 

  • Compatibility: Ensure that the diary study software is compatible with your research's existing data management and analysis tools. This might involve checking for standard data formats, integration capabilities via APIs, or even custom development work to bridge software platforms.
  • Data Transfer: Consider how data will be transferred between systems. Efficient data integration should minimize the risk of data loss or errors and support automatic data syncing to reduce manual labor and the potential for human error.
  • Training and Updates: Regular updates and maintenance may be needed to keep the systems integrated smoothly. Plan for ongoing training so that team members can handle these updates competently.

READ MORE: Incorporating Fitbit Into Ecological Momentary Assessment in Research

Offers Training and Support 

Choosing software for your daily diary methodology with robust customer support and comprehensive training resources is vital for the smooth operation and troubleshooting of the system:

  • Training Resources: Effective training materials such as tutorials, manuals, webinars, and live training sessions can significantly enhance the user experience for researchers and participants. These resources should be accessible and tailored to various skill levels.
  • Customer Support: Reliable customer support is essential, particularly when dealing with complex systems or unexpected issues. Look for software providers that offer timely and helpful support through multiple channels, such as email, phone, and chat.
  • Community Forums: Some software providers have active user communities. These forums can be invaluable for receiving peer-to-peer advice, learning best practices, and finding innovative solutions to common problems.

Budget-Friendly App Licenses

The financial aspect of implementing diary study software can vary widely depending on the features, scalability, and licensing model:

  • Purchase vs. Subscription: Some software options require a one-time purchase, while others operate on a subscription model. Subscriptions might include regular updates and support, which can benefit long-term studies but could result in higher overall costs.
  • Scaling Costs: Consider how the costs may change as the number of participants or data volume increases. Some software charges per participant or data point could significantly affect the budget if the study scales up.
  • Funding Options: Research grants, institutional funding, and departmental budgets might be funding sources for software purchases. It’s essential to align the software costs with available financing and justify the expense based on the expected value it will add to the research.

Enhancing Your Study with Daily Diary Method 

Daily studies are an excellent way to learn about human behavior, but researchers need to find the right research software before they can get accurate data. Hence, it is essential to know the features to consider when looking for a daily diary app or software. 

If you're looking for daily diary research software, you can learn more about ExpiWell by booking a FREE consultation through Improve your research study with ExpiWell to discover more groundbreaking insights! 

For more updates, you can also follow ExpiWell on their social media: Facebook, YouTube, Linkedin, and Twitter/X.

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