A prop-firm tracker is useful only when it mirrors the exact program you bought. A firm name is not enough: one company can run several evaluations, account sizes, phases, loss models, reset clocks, and payout conditions. The safe Notion setup stores those inputs separately from your trades and treats every unknown as unresolved—not as permission to keep trading.
This guide builds that setup. It does not replace the firm dashboard, platform risk controls, or current terms. Use the exact program facts and official links above as the starting scope, then copy the conditions for your own region, account size and stage before relying on any formula.
Start With the Exact Program, Not the Firm Name
“FTMO rules” or “Topstep rules” is too broad for a reliable tracker. Your configuration record should identify the firm slug, program, phase, region, account size, rule version, official source URL, and verified date. If any of those changes, create a new version instead of silently overwriting the record used by prior trading days.
The three program rows above are normalized to the same global/default account-size and first-stage scope so you can see why one generic template cannot safely cover every evaluation. Markets and loss mechanics still differ. For a deeper explanation of those mechanics, use the prop-firm drawdown rules guide; do not infer a trailing floor from a static-loss example or vice versa.
Build Three Related Databases
A single table looks convenient but mixes durable program rules with changing daily state. Three small databases are easier to audit and much harder to corrupt.
Programs
One versioned record per exact program and phase. Store Program Key, Firm, Program, Phase, Region, Account Size, Currency, Loss Model, Daily-Loss Amount, Maximum-Loss Amount, Profit Target, Minimum Days, Reset Time Zone, Restrictions, Official Source, Verified Date, and Status.
Trading Days
One row per program-defined trading day. Store Date, Session Open Balance, Session Open Equity when relevant, Realized P&L, Unrealized P&L, Fees, Highest Qualifying Balance or Equity, Current Balance, Current Equity, and Data Complete?. Relate the row to exactly one Program version.
Trades
One row per reconciled trade with account, symbol, timestamps, side, size, entry, exit, fees, and status. Relate it to the correct Trading Day. Keep deposits, withdrawals, refunds, and adjustments out of trade P&L and reconcile them separately.
If you already keep discretionary notes, screenshots, and setup tags in Notion, connect this structure to the workflow in the Notion trading journal guide. The rule tracker should consume the same reconciled trades rather than introduce a second, conflicting ledger.
Turn Each Rule Into a Data Contract
Before writing formulas, document what each input means. A number without its basis, observation point, and reset clock is not a rule.
| Field | Required definition | Fail-safe behavior |
|---|---|---|
| Daily-loss basis | Which balance/equity reference applies, what P&L and costs count, and when the day resets | Show Not verified; do not calculate remaining room |
| Maximum-loss model | Static, trailing intraday, trailing end-of-day, or another documented method | Disable the floor formula until the model is selected |
| Profit target | Phase-specific target and whether net costs affect progress | Display progress as unavailable |
| Minimum days | What counts as a trading day for this exact phase | Count observations, but do not claim eligibility |
| Restrictions | News, holding, products, consistency, size, or other conditions from the official source | Keep an unresolved checklist visible |
| Verified date | Date the linked source was checked | Flag stale or missing records for review |
A personal risk policy belongs in separate fields. For example, Personal Daily Stop may be earlier than the contractual Daily-Loss Amount. Name it clearly so a safer internal threshold is never mistaken for the breach boundary. The prop-firm position-sizing guide shows how the day-level budget constrains individual trade risk.
Use Formulas That Fail Closed
Notion formulas should expose status, not pretend to know more than the inputs. Write the logic in plain language first, then implement it with your current Notion property names.
Do not use the trailing expression until you have confirmed whether the peak is measured intraday or at end of day, whether the floor stops trailing, and whether unrealized P&L or fees are included. Those details change the result. The dedicated consistency-rule tracker covers best-day and distribution rules, which require different denominators from drawdown.
Make the Pre-Session View a Control Surface
Filter the Trading Days database to the active account and current rule-defined day. Put these fields above every note or chart:
- Program identity: exact firm, program, phase, size, region, and rules version.
- Data state: last reconciled timestamp, Data Complete?, and unresolved adjustments.
- Loss controls: remaining contractual daily room, remaining maximum-loss room, and earlier personal stop.
- Progress controls: target progress, qualifying days, and any separately calculated consistency status.
- Source state: official terms link, verified date, and a visible review flag.
Run a pre-session check before the first order and a reconciliation after the last fill. During the session, the prop-firm dashboard and trading platform remain authoritative. A manually updated Notion page can lag fills, fees, resets, rejected orders, and open-position changes.
When Notion Is Enough—and When TSB Helps
Notion is strong when you want a transparent, editable checklist and you are willing to maintain the inputs. It is a poor substitute for an authoritative live risk screen. Its formulas only know what has been entered and related correctly.
TSB is our product. It recognizes 332 import profiles and has processed 600K+ imported trades. Its useful role here is consolidating imported or manual trade evidence, preserving account identity, and reviewing the record with the prop rule tracker. A lifetime-access route is available alongside the current plan; check the plan page before choosing either route.
That does not make TSB the firm’s official breach engine. Import completeness, account mapping, fees, time zones, and the selected rule version must still be reconciled. If current balance or rule evidence is missing, the honest status is Not verified. Keep the firm’s own dashboard and terms as the execution-day authority.
Audit the Tracker Before You Trust It
- Clone the setup with test data, not an active evaluation.
- Test a profitable day, a losing day, fees without a closed trade, an open loss, a reset boundary, and a missing-data row.
- Test the exact static or trailing model, including any lock or observation rule.
- Compare every result with the official dashboard for the same timestamps.
- Record the program source and verified date; version the record after any rule change.
- Confirm the page says Not verified when a required field is blank.
- Keep the personal stop visibly separate from the contractual breach line.
Keep the official rule URL and checked date inside every program record so another reviewer can reproduce the calculation.
Final Verdict: Build a Rule-Aware Ledger, Not a Decorative Dashboard
A useful Notion prop-firm tracker is a versioned rule contract joined to reconciled days and trades. It identifies the exact program, refuses to calculate from missing inputs, separates contractual rules from personal buffers, and keeps the official source within reach.
Start with one program and six test cases. Add more accounts only after the first configuration matches the official dashboard. If manual maintenance becomes the weak point, move the trade-evidence work into TSB—but keep the prop firm’s own controls as the final authority.
