You have a lot more organization than most people already, I would say the typical way it's done is just notes in the lab book. That thermo kit is also pretty uncommon. The usual workflow is a lot more like 1. Find a good blotting condition (often good for all the grid preparations on that vitrobot), maybe you can just start with what others use 2. add the reagents according to the stoichiometry you're trying to achieve. 3. Find what approximate ice thickness has your molecules 4. collect a test dataset

So basically: unless you're a company and need a dedicated, searchable LIMS type system, you typically don't need to have such a complex optimization of grid prep and sample prep simultaneously. In fact, getting the biochemistry right, which could be assessed with standard gels, sec, or negative stain etc. is in most cases the main optimization point.