Meeting Sign-In Sheet

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• January 3, 2022 Updated
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How do you keep track of attendance at meetings? When your employees arrive at the meeting do you ask them to sign in? A meeting sign-in sheet is a piece of paper where everyone who attends a meeting writes down their name, arrival time, contact details, and other information. This creates an attendance record for the event.

If you need a sign-in sheet to keep a record of meeting attendance, this free printable sign-in sheet in Excel can help.

Template Contents

This template file contains five customizable worksheets. Each format is designed to fit on a standard US letter size piece of paper.

Having a clear idea of what information you need to collect from participants can help you select the correct form to download. Take a moment to reflect on what data you want to gather with a meeting sign-in form. Once you have that information in mind, you can more easily determine which of theses templates will be the best fit for you.

Internal Meeting Sign-In Sheet

Designed for a meeting within a single company, this landscape oriented sign-in sheet has plenty of room for participants to write. The form includes:

1. A header for your company name
2. A section for adding all the details of the meeting
   • Subject
   • Date
   • Topic
   • Location
3. Four columns for participant use
   • Name
   • Department
   • Designation
   • Signature

This form is colorful, and utilizes an Excel theme. It’s currently using a green theme, with a dark and light green at the top. You can easily change the theme to better match your company branding. To change the colors, please follow the directions in this post:

Change a theme and make it the default in Word or Excel

External Meeting Sign-In Sheet

Are you collaborating with another company? This landscape oriented external meeting sign-in sheet currently has a column for indicating which company each visitor is with. On this colorful template, you will find:

1. A header for your project name
2. A section for the project details
   • Topic of discussion/agenda
   • Date
   • Facilitator
   • Location
3. Four columns for participant use
   • Name
   • Title
   • Company
   • Signature

This form also uses a theme. The default uses dark and light blue. You can change this using the directions in the “Internal Meeting Sign-In Sheet” section above.

Simple Black and White Meeting Sign-In Sheet

Would you prefer a plain, simple way of keeping a record of people who attend your meetings? Use this generic sample meeting sign-in sheet template. It’s in landscape orientation.

This format includes:

1. A customizable header for your company name
2. A title for the meeting
3. Three details about the meeting
   • Topic
   • Place/ROom
   • Date
4. Five columns for participant use
   • Name
   • Company
   • Department
   • Phone
   • Email

Project Portrait Meeting Sign-In Sheet

Do you need a way to keep track of projects during meetings? This project portrait template can be a great solution. Since it is in portrait orientation, it fits nicely on a clipboard. On this sign-in sheet template you will find:

1. A header for your meeting
2. A section to document the details of the meeting
   • Project
   • Meeting Date
   • Facilitator
   • Place/Room
3. Six columns for participant use
   • Name
   • Title
   • Company
   • Phone
   • Fax
   • Email

Some of the rows are currently shaded with a light gray. You can change this color by following the directions in this article:

Add or Change the Background Color of Cells

Project Landscape Meeting Sign-In Sheet

This template contains the exact same sections as the Project Portrait Meeting Sign-Up Sheet described above. However, it is in landscape orientation instead of portrait. This means your attendees will have additional space to use when they sign in.

Here is what this template looks like. The numbers correspond to the numbers in the portrait oriented template above.

How to Customize

Now that you know which spreadsheet will best meet the needs of your company, here are a few ways you can customize any of them.

Change the Column Headers

What information do you need to collect for this meeting? Make sure your column headers align with that data. You can create your own sign-in/sign-out sheet by changing any of the column headers. Just select the text and type in the text of your choice. Appointment time, organization name, employee signature, employee title, time in and time out, comments, contact details… these are just a few ideas on what you might want to collect on your meeting sheet.

Change the Font

Does your company brand use specific fonts for documents? You can easily change the font using the directions in this article:

Change the Font Style and Size for a Worksheet

You can also change the font color. This article has step-by-step directions for selecting a color:

Change the Color of Text

Update Placeholder Text

Some of the worksheets have prepopulated placeholder text as a sample. Before use, you will want to update this text.

How to Use

Once you have selected and customized your attendance sheet, it is ready for use. You can print it out and have it available for meeting participants.

To streamline your meeting sign-in process, ensure that you have the sheet near the entrance. This will help encourage meeting participants to sign in upon arrival. Also, make sure you have a couple of pens nearby.

Now you will have an attendance log for each meeting. You can easily go back and see who came to any particular meeting.