How to Use Our Submission Tracker

Getting Started

Accessing the Tracker

1. Go to https://www.chillsubs.com/tracker

2. Sign in to your account

3. You'll see the main tracker interface

Interface Overview

• New button: Create new submissions

• Import dropdown: Import existing data

• Search bar: Find specific submissions

• View toggles: Switch between Table and Board views

• Export button: Download data as CSV

• Filters: Show only submissions in progress

Creating Submissions

Adding a New Submission

1. Click the "New" button

2. Select submission type:

   • Magazine: For literary magazines and journals

   • Manuscript: For book manuscripts

   • Contest: For writing contests

Filling Out Submission Details

Required fields:

• Publisher/Magazine: Select from dropdown or type to search

• Name of your piece: Enter the title of your work

• Date submitted: Select the submission date

Optional fields:

• Submission method: How you submitted (e.g., Submittable, email)

• Status: Current status of submission

• Result date: When you heard back (if applicable)

• Notes: Additional information

Selecting Publishers

• Type in the publisher field to search the database

• Select from dropdown suggestions

• If not found, type the full name to add as custom entry

Saving Submissions

1. Fill in required information

2. Click "Create" to save

3. Submission appears in your tracker

Managing Submissions

Viewing Your Submissions

Table View

• Shows all submissions in spreadsheet format

• Columns: Title, Publisher, Method, Date Submitted, Result Date, Status, Notes

• Click column headers to sort

• Use search bar to filter results

Board View

• Visual kanban-style layout

• Columns by status: Pending, Rejected, Accepted, Withdrawn, Never Responded

• Drag and drop to change status

• Color-coded for quick recognition

Updating Submission Status

1. Click on the status dropdown for any submission

2. Select new status:

   • In Progress: Awaiting response

   • Accepted: Submission accepted

   • Rejected: Submission declined

   • Withdrawn: You withdrew the submission

   • Never Responded: No response received

3. Status updates automatically

4. Pop-up messages appear when changing status

Status Pop-ups

Rejection messages (examples):

• "The Paris Review reject Hemingway seventeen times. That's a lie, but we hope it made you feel better while reading it."

• "Could be worse. Could be trapped in an elevator with a fart."

• "This is why they invented ice cream."

Acceptance messages (examples):

• "Take that! Middle school writing teacher who gave you a C-"

• "Simon says, 'DANCE!'"

Editing Submissions

1. Click on any submission in table view

2. Edit submission window opens

3. Modify any field as needed

4. Click "Save" to update

5. Click "Delete" to remove submission

Adding Notes

• Click in the Notes field for any submission

• Enter additional information

• Notes save automatically

Importing Data

From Submittable

1. Go to https://www.submittable.com/

2. Sign in and navigate to "Submissions" tab

3. Click the download button to export data

4. In Chill Subs, click "Import from Submittable"

5. Upload your Submittable export file

6. Map columns (usually pre-selected)

7. Click "Next" to proceed

8. Review and edit data if needed

9. Click "Confirm" to complete import

From The Grinder

1. Go to https://thegrinder.diabolicalplots.com/

2. Sign in and go to "My Account" > "Manage Submissions"

3. Check all boxes under "By Status"

4. Click "Show Submissions" then "Generate Export"

5. In Chill Subs, click "Import from The Grinder"

6. Upload your Grinder export file

7. Map columns (usually pre-selected)

8. Click "Next" to proceed

9. Review and edit data if needed

10. Click "Confirm" to complete import

From Custom CSV

1. Create spreadsheet with columns:

   • Submission title

   • Publisher

   • Date submitted

   • Result date (optional)

   • Status

   • Submission method (optional)

   • Notes (optional)

2. Export as CSV file

3. In Chill Subs, click "Import custom CSV"

4. Upload your CSV file

5. Map your columns to Chill Subs fields

6. Review and edit data

7. Click "Confirm" to complete import

Import Process Steps

1. Upload file: Select your data file

2. Select header row: Choose which row contains column headers

3. Match columns: Map your data to Chill Subs fields

4. Validate data: Review imported submissions and make edits

Form Rejection BINGO

Form Rejection BINGO helps make rejection letters less discouraging by gamifying common rejection phrases.

Accessing BINGO

• Opens automatically when you mark a submission as rejected

• Can be turned off in settings

• Also accessible via "Rejection bingo" link in tracker interface

• Card shows 5x5 grid of common rejection phrases

Playing BINGO

1. When you receive rejection letters, open BINGO card

2. Look for matching phrases in your rejection

3. Click on matching squares to mark them

4. System tracks frequency with multipliers (x1, x2, etc.)

5. Complete rows, columns, or diagonals for BINGO

6. Completing BINGO earns "Rejection Bingo Champion" badge on profile

BINGO Settings

• BINGO opens automatically after marking submissions as rejected

• Toggle "Open Rejection Bingo after rejections" to turn off auto-launch

• System shows completion percentage

• Track progress across all submissions

Search and Filtering

Using Search

1. Type in search bar at top of interface

2. Search finds matches in:

   • Submission titles

   • Publisher names

   • Notes

3. Results filter automatically

Filtering Options

• Toggle "Only in progress" to show pending submissions only

• Use status filters in Board view

• Sort by columns in Table view

Export and Backup

Exporting Data

1. Click "Export as CSV" button

2. File downloads with all submission data

3. Includes all fields and current status

4. Use for backup or external analysis

Data Management

• Export regularly for backup

• Use exported data in other spreadsheet programs

• Import exported data to new account if needed

Statistics and Community Features

Viewing Statistics

• Statistics appear on magazine listing pages

• Shows real-time data from all Chill Subs users:

  • Total submissions tracked

  • Average response time

  • Average acceptance rate

  • Fastest response time

• Statistics update in real-time as users track submissions

Contributing to Statistics

• Your submission data automatically contributes

• Connect magazines properly for accurate stats

• Keep dates and statuses current

• Use standard submission methods when possible

Magazine Connections

• Alert icons show unconnected magazines

• Click to edit and reselect from database

• Proper connections improve community statistics

• No functionality lost if left unconnected

Account Requirements

Getting Started

• Chill Subs account required to use tracker

• Basic tracking features available to all users

• Submitter's Passport requires "Better" membership upgrade

Support

• For technical issues, visit the Chill Subs support portal

• Access support through main website navigation