What to put on the sheet
The meeting sheet starts with four columns. Here's what each is for. You can drop any your meeting doesn’t need, or add your own.
Name
Ask people to print their name rather than sign it. A signature on its own is hard to read if you need to type up the names a week later.
Organization
Useful when people come from more than one group, like a joint meeting between departments, a meeting with partner organizations, or a board with outside members. Rename this one to Department or Company if that fits better.
So you can send the minutes or follow up afterwards. Leave it off for internal meetings where you already have everyone's address.
Signature
Keep it when your bylaws, a grant or an auditor require one.
Other columns that meetings often add are a role or title, a time in for people who arrive late, and a phone number. A sheet can have up to eight columns.
Setting it up
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Open the meeting sheet. The sheet maker opens with the meeting columns already in place, and a line at the top for the meeting’s name and the date. Type both in before you print, so the sheet still makes sense when it comes out of a folder months later.
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Add your members’ names, if you know who’s coming. Paste your member list and each name prints on its own row. People then sign next to their name instead of writing it out, and anyone who didn’t come is easy to spot. You can sort the list A to Z if it isn’t in order already.
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Choose how many rows you need. Print blank rows for the number of people you expect plus a few extra, or fill the whole page. A long list carries on to another page.
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Pick the paper and print. Letter or A4 is chosen from where you are, and you can switch it. Landscape gives wider columns like Organization and Email more room. Print it, or save it as a PDF to send to whoever is printing for the meeting.
After the meeting
The sign-in sheet may be the only record of who attended, so it’s worth reviewing after the meeting.
Copy the names
Most minutes list who attended. Type the names from the sheet under Attendees, and note anyone who arrived late or left early.
Check for a quorum
If your meeting needs a quorum, count the names on the sheet against your membership. What counts toward a quorum is set by your group's rules.
Store it with the minutes
File the paper with the minutes, or scan it, so the two stay together if anyone asks about the meeting later.
Print the next one in advance
The sheet doesn't change from one meeting to the next, so you can print a stack and only fill in the date each time.
Meeting sign-in sheet FAQ
- Can I use the same sheet for every meeting?
- Yes. The sheet is a template, so you can print a stack at once and fill in the meeting and the date on each one. The maker also remembers your columns for the next time you open it.
- Can I change the columns?
- Yes. You can rename any column, remove the ones you don't need, add new ones up to eight in total, and drag them into the order you want.
- How many names fit on one page?
- That depends on the row height you choose. Compact fits the most names, Roomy leaves space for bigger handwriting, and a longer list carries on to another page.
- Should I print on Letter or A4?
- The maker starts with the size that's normal where you are, which is Letter in the US and Canada and A4 in most other places. You can switch it before you print.
- What about people who join by video?
- They can't sign a paper sheet, so add their names yourself, either on the sheet or in the minutes, and note that they attended remotely.
- Is it free?
- Yes. There's no account to make and no email to give, and you can print as many sheets as you like.
Prefer no paper: People can also sign in from their own phones by scanning a QR code, and the attendee list arrives already typed. Here’s how QR code attendance works.
Also: every sign-in sheet, a monthly attendance sheet for groups that meet regularly, online vs paper sign-in sheets