A complete guide to diary studies in UX research

Most UX research methods only show you snapshots of user behavior. Lab tests tell you how people use your product for an hour. Interviews reveal what users remember about their experience. But what about all those super-important moments in between?

Diary studies fill this gap. It lets you see how people really use your product in their daily lives - from the parent using your app at 3 AM to the trader checking data during market shifts. Users record their experiences, thoughts, and actions over days or weeks, giving you rich, contextual data you can't get any other way.

This guide answers all your questions about diary studies, including:

• What is a diary study?
• How to conduct a diary study?
• How to use chatgpt for diary study?
• What are the benefits of using a UX diary study?

Spoiler alert: We’ll also share some diary study templates and diary study examples. By the end, you'll have practical tools to capture those essential user moments you've been missing.

What is a diary study?

A diary study is a UX research method where users record their experiences, thoughts, and actions with a product over time. Think of it as asking users to be their own researchers - they document their interactions as they happen rather than trying to remember them later in an interview.

The diary approach

In a diary study, participants log specific activities or experiences over days, weeks, or even months. Each entry typically captures:

• What they were doing
• When it happened
• Where they were
• How they felt
• Any problems they faced

The real power of diary studies comes from their ability to show patterns in user behavior. You might discover that your fitness app users often skip logging workouts on Mondays or that your banking app gets the most use during lunch breaks.

Types of diary studies

1. Free-form studies

In free-form studies, participants write about their experiences in their own words, like a traditional diary. For example, they might describe how they felt while using your banking app to make an urgent transfer, or what led them to abandon a shopping cart. These studies work best when you're exploring new territory and don't know what insights you might find. The data is rich and nuanced, but takes longer to analyze since every entry is unique.

2. Structured studies

Structured studies use specific questions or forms that participants fill out each time. For example, each time someone uses your food delivery app, they might rate their satisfaction, note how long they spent ordering, and pick from a list of common issues. These studies make analysis easier since everyone answers the same questions, but they might miss unexpected insights that would come up in free-form entries.

3. Feedback studies

Instead of regular entries, feedback studies ask users to report only when specific events happen. This could be every time they encounter an error, feel frustrated, or use a new feature. For instance, you might ask users to log entries only when they need to contact customer support. Feedback analysis approach reduces the burden on participants and focuses on key moments, but you might miss important context about what led to these events.

Digital vs. paper methods in diary studies

Digital methods

Digital diary studies use technology to collect and manage participant entries. This could be through dedicated platforms like Google Forms. The main advantage is automation - entries are instantly accessible, time-stamped, and ready for analysis.

Popular diary study tools include:

• Dedicated diary study platforms: Tools like dscout and EthOS let you create structured studies, send automatic reminders, and collect media-rich entries.
• Mobile apps: Participants can log entries right from their phones, adding photos or voice notes in the moment.
• Survey tools: Simple tools like Google Forms work well for structured studies where participants answer the same questions each time.
• Chat-based systems: Using WhatsApp or Slack for diary entries feels natural to many users and encourages regular participation.

Benefits of digital methods:

• Entries can include rich media (photos, screenshots, voice notes)
• Automatic time stamps help track patterns
• Built-in reminders boost participation rates
• Real-time monitoring lets you spot issues early
• AI tools can help analyze large amounts of data
• Easy to organize and search through entries

Paper methods

Traditional paper diaries still have their place in UX research. Some participants find writing by hand more natural, and paper works in situations where technology might be intrusive or impractical.

Paper-based tools include:

• Structured diary templates: Pre-printed forms with specific questions and space for notes
• Blank notebooks: Good for free-form studies where participants need freedom to express themselves
• Photo journals: Combining written entries with instant photos
• Activity logs: Simple forms for tracking specific actions or events

Benefits of paper methods:

• No technology barriers or learning curve
• More personal and reflective process
• Works without internet or power
• Participants can draw sketches or diagrams
• Good for sensitive contexts where phones aren't appropriate
• Some participants write more honestly on paper

Purpose, benefits and demerits of diary study

• What is the purpose of a diary study?
• Why should I run a diary study?
• What are diaries a good research tool for?
• Disadvantages of diary studies

Why run a diary study?

Wondering why should I run a diary study? So, diary studies help you understand how people use your product in real life, not just in a lab. Unlike usability tests or interviews, these studies show you authentic user behavior over time.

Natural behavior capture: Diary studies reveal how people actually use your product in daily life, not how they claim to use it. A user might say they use your fitness app every morning, but diary entries show they mostly use it at lunch. These patterns show how context, timing, and mood affect real usage.

Hidden problem discovery: Users often forget small frustrations during interviews but record them instantly in diary entries. This helps you find friction points that lead to feature abandonment - issues you'd miss in traditional UX research.

Behavior change tracking: Watch how usage evolves as users get familiar with your product. You'll see when habits form, how needs change, and what drives long-term engagement. This insight is crucial for products that need sustained usage.

Advantages and disadvantages of diary study

Advantages of diary study

• Captures authentic user experiences over time, revealing contextual usage patterns and behaviors.
• Ideal for long-term insights in real-world scenarios.
• Helps understand how user needs and behaviors evolve over days or weeks.
• Remote diary studies offer flexibility for participants.
• Data is recorded in users' natural environments, reducing bias compared to lab-based studies.
• Provides qualitative data that complements methods like usability testing for diverse perspectives.
• Remote studies minimize logistical costs as participants can engage from anywhere.
• AI tools assist with template creation, log summarization, and pattern identification to enhance efficiency.

Disadvantages of Diary Study

• Users might not log experiences consistently, affecting the reliability of collected data.
• Long durations can lead to participant fatigue, reducing engagement or thoroughness.
• Lack of researcher presence may result in misunderstandings about study tools or objectives.
• Analysis is time-consuming and complex without structured tools or AI support.
• High initial setup effort is required to create templates and train participants.
• Over-reliance on AI may miss nuanced or subjective feedback that requires human interpretation.

When to conduct a diary study

A diary study is ideal when you need to capture in-the-moment, authentic user experiences over time. If you're exploring how users interact with a product in their natural environment or how their behaviors evolve, this method provides valuable insights. For instance, a UX diary study works well for understanding how users adopt a new app or device over several weeks.

When is a diary study a good fit?

A diary study research method is also a good fit when:

• You need longitudinal data on user habits or emotions.
• The study requires observing private or sensitive scenarios, such as healthcare or personal finance usage.
• You're interested in real-life contexts where a remote diary study minimizes disruptions.
• The project involves gathering detailed qualitative feedback through a structured diary study template.

Diary study timeline

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A diary study follows a clear sequence of activities, each building on the previous one:

• Planning and preparation

Set your research goals, create study materials, and plan participant recruitment. This groundwork ensures your study stays focused and effective.

• Pre-study brief

Hold a kick-off session with participants. Explain the process, show example entries, and answer questions. Clear instructions here lead to better data later.

• Reporting period

This is the core of your study where participants record their experiences. Regular check-ins and mid-study payments help maintain engagement. Most studies run 2-4 weeks, though length varies by research goals.

• Post-study interview

Conduct exit interviews to fill gaps and validate patterns you've noticed. This is also when you make final participant payments.

• Data analysis

Transform raw entries into actionable insights. Modern tools and AI can help spot patterns across hundreds of entries.

Diary Studies vs. User Interviews and Usability Testing

Here are the difference between the two based on different aspects:

1. Purpose:

• Diary studies: Long-term behavior tracking over time.
• User interviews: Exploring user opinions and experiences.
• Usability testing: Evaluating product usability in real-time.‍

2. Data collected:

• Diary studies: Real-world, contextual insights.
• User interviews: Self-reported insights.
• Usability testing: Observed actions and usability feedback.

3. Participant input:

• Diary studies: Regular entries (e.g., daily or per event).
• User interviews: Responses to structured/open-ended questions.
• Usability testing: Task performance and feedback during tasks.

4. Setting:

• Diary studies: Participant's natural environment.
• User interviews: Controlled or natural.
• Usability testing: Controlled (e.g., lab or online testing setup).

5. Focus:

• Diary studies: Longitudinal, reflective.
• User interviews: Exploratory, reflective.
• Usability testing: Task-based, evaluative.

6. Tools used:

• Diary studies: Diaries, apps, or online forms.
• User interviews: Audio/video recording or transcription tools.
• Usability testing: Screen recording, eye-tracking, or usability tools.‍

‍7. Duration

• Diary studies: Days to weeks.
• User interviews: 30–60 minutes.
• Usability testing: 30–90 minutes.

Learn about all the 23 Best UX Research Tools for User Researchers in this detailed guide.

How to conduct a diary study

Here’s a step-by-step approach to conducting a diary study. 

1. Plan your study

Start with clear research goals. Define what you want to learn and choose a study length that matches. Most diary studies run between 2-4 weeks - long enough to spot patterns but short enough to maintain quality entries. For habit-forming products, plan for 4+ weeks. For focused feature studies, 1-2 weeks often suffices.

2. Select your tools

Choose tools based on your study type and participants. Digital platforms like dscout or EthOS work well for remote studies. For sensitive contexts, paper diaries might work better. AI tools like ChatGPT can help create study templates and analyze results, especially with large participant groups.

3. Create your diary study template

Design entry templates that capture essential data without overwhelming participants. Each entry should record:

• The specific activity or event
• Time and context
• User's goal and outcome
• Any problems faced
• Emotional response

Keep questions focused and relevant. Instead of asking "How was your experience?", try "What stopped you from completing your task?"

4. Choose participants

Pick participants who match your target users and can commit to regular entries. For most studies, 8-12 participants give enough data while keeping analysis manageable. Offer clear incentives based on study length and entry quality.

5. Run the study

Start with a kick-off session to explain the process and set expectations. Show example entries and let participants practice. Send regular reminders, but don't overwhelm them. Monitor entries daily to spot issues early.

6. Analyze and act

Group entries by themes, not just chronology. Look for:

• Common frustration points
• Usage patterns across times and contexts
• Changes in behavior over time
• Feature adoption rates
• Workarounds users create

Pro Tip: Use AI tools to help spot patterns in large datasets, but always verify findings manually. Focus on insights that lead to clear product improvements.

Data collection methods in diary studies

How data is gathered?

There are different ways of data collection:

1. Structured data collection

Modern diary studies use a mix of methods to gather rich, useful data. Digital tools like dscout or dedicated research platforms like Looppanel help collect structured responses. Each entry includes timestamps, locations, tags, and specific answers. This structured approach makes analysis faster, especially when using AI tools to spot patterns.

2. Media-rich entries

Today's diary studies go beyond the text. Participants share photos of product usage, screen recordings of bugs, or voice notes about their experience. This rich context helps you understand not just what happened but why it matters. Photos often reveal issues participants don't think to mention in written entries.

3. Contextual triggers

Instead of fixed schedules, smart diary study tools can prompt entries based on context. Your app might ask for feedback right after a user abandons their cart or when they try a new feature. This catches insights while they're fresh and relevant.

4. AI-powered analysis

Tools like Looppanel can now process diary entries in real-time, flagging important patterns and urgent issues. This helps researchers spot problems early and adjust the study if needed. AI can also help translate entries, categorize feedback, and identify emerging themes.

Remote vs in-person collection

Remote diary studies work well for most products, but some situations need in-person methods. Healthcare studies might use paper diaries for privacy. Physical product testing might need researchers to collect entries and prototypes weekly. Choose your method based on your users' needs, not just convenience.

Pro tip: The best data gathering method is one that fits naturally into your users' lives. If gathering data feels like work, you'll get less useful insights.

Tools and software

Your choice of diary study tools depends on your research goals. Simple behavior tracking needs tools that are different from complex user journey mapping. Here's what works best for different scenarios:

1. Basic feedback tools

Messaging apps like WhatsApp or Telegram work well for quick, frequent updates. They're familiar to users and support photos and voice notes. However they lack structured data formats and make analysis harder.

2. Structured research platforms

Tools like dscout and EthOS are built for diary studies. They offer:

• Custom entry templates
• Automatic reminders
• Media upload options
• Built-in analysis tools
• Participant management

3. Survey and form tools

Google Forms or SurveyMonkey work well for structured responses. They're good for:

• Fixed-format questions
• Regular check-ins
• Quantitative data
• Large participant groups

4. AI-enhanced tools

Modern platforms like Looppanel use AI to improve diary studies:

• AI for entry analysis
• Automatic theme detection
• Auto-tagging
• Quick pattern spotting
• Transcription with over 90% accuracy

How to use AI for diary research

AI transforms diary studies at every stage. Here’s how you can use AI to improve your diary study:

1. Planning: During setup, you can use ChatGPT to craft study templates, entry prompts, and screening questions. 

2. Data collection: While collecting data, AI helps convert voice notes to text, translate entries, and flag responses that need follow-up. 

3. Data analysis: For analysis, feed your entries to Looppanel. It automatically organizes participant responses, tags key themes, and highlights important patterns. 

For example, if participants share daily video logs about using your product, you can upload the videos to Looppanel. It can transcribe them with over 90% accuracy, identify sentiment patterns, and theme similar experiences. 

You can quickly filter through weeks of diary entries to find specific moments and ask questions like "What are common frustrations with the checkout process?" 

In addition, the AI reporting feature combines insights from all the videos you upload to show bigger patterns in how people use your product. You can always check these findings by looking at the exact moments when users talk about them.

Conclusion: Making diary studies work better

A successful diary study needs three key elements. First, choose the right tools - modern platforms can automate data collection, while tools like Looppanel can speed up analysis. Second, keep participants engaged with clear prompts and appropriate incentives. Finally, plan carefully with clear research goals and realistic timelines.

Despite these challenges, diary studies reveal insights you simply can't get any other way. When you need to understand how people really use your product in their daily lives, a well-planned diary study is often your best choice.

Frequently asked questions (FAQs)

1. How long should a diary study last?

A diary study typically lasts between 1-4 weeks, though the duration can vary based on research goals. Some studies might run for just a few days, while others could extend to several months.

2. How to use a diary for study?

Participants record their experiences, thoughts, and actions related to the research topic at specified intervals or when certain events occur. This can be done through digital tools, paper diaries, or mobile apps.

3. What is the format of a diary study?

Diary studies can be structured (with specific questions and formats) or unstructured (free-form entries). They may include text entries, photos, videos, or voice recordings depending on the research needs.

4. What are the disadvantages of diary studies?

• Requires significant commitment from participants
• Risk of incomplete or missed entries
• Self-reported data may be biased
• Time-consuming to analyze
• Participants might forget to record entries

5. What questions should be asked in a diary study?

Questions should focus on:

• What happened?
• When did it happen?
• How did you feel?
• What was the context?
• What problems did you encounter?

6. What is a digital diary study?

A digital diary study uses electronic means (apps, websites, or devices) to collect participant data, offering easier data collection, automatic reminders, and simplified analysis.

7. Can I use AI for research?

Yes, AI can be used to:

• Analyze diary entries for patterns
• Transcribe audio/video entries
• Send automated reminders
• Help process and categorize data
• Identify trends across multiple entries

8. How do you present diary study findings?

Present findings through:

• Summary reports
• Key themes and patterns
• Participant quotes and examples
• Visual representations of data
• Timeline of insights

9. What kind of study uses diaries?

Diary studies work best when you need to:

• Track behavior patterns over time
• Understand how people use your product in real life
• Capture infrequent or random events
• Learn about sensitive topics users might not discuss in person
• Study behaviors that happen at odd hours or private moments

10. When should I use a different study type?

Although a diary study tool provides rich insights, it’s not suitable for every scenario. You might need a different method when:

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• Immediate results are required: Methods like usability testing are faster.
• User consistency is doubtful: If participants may fail to engage regularly, this can compromise the diary study research method.
• Data needs are quantitative: Surveys or analytics might be better for statistical accuracy.

11. What is a valid diary study method?

A valid diary study method matches your research goals and participants' needs. It could be structured daily forms for tracking specific behaviors, voice notes for capturing quick thoughts, or photo diaries for understanding product usage. The key is consistent data collection that participants can easily follow.

12. How to set up a diary study

Start by defining clear research goals. Create easy-to-use templates for entries. Test your process with team members. Pick the right tools (digital or paper) for your users. Recruit 8-12 participants and run a kick-off session to explain everything. Set up regular check-ins to maintain quality.

13. What do you write in a study diary?

Record specific details about product interactions: what you were doing, when it happened, where you were, what worked or didn't, and how you felt. Include context about your goals and any workarounds you tried. Add photos or screenshots when they help explain the situation.

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