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Meeting sign-in sheet

Meeting sign in sheet template

A meeting sign-in sheet records who attended: printed name, organization or unit, role (voting member, staff or guest), the time they arrived and a signature, plus contact details only if you will follow up. For groups that vote, add a count at the bottom so the secretary can confirm quorum. For recurring meetings, use an attendance sheet with one column per meeting date.

Best forAssociation and board meetings, trainings, public meetings, volunteer and member meetings

Time neededSet out before the doors open, collected when the meeting starts

SectionsSign-in table, attendance count and quorum, attendance across meetings

FormatsPrintable, Google Docs, Word, Notion, Markdown

Word Markdown

[Meeting name] sign-in sheet.docx

[Meeting name] sign-in sheet

Meeting Date and time Location Sheet collected by

Sign-in

#	Printed name	Organization or unit	Role	Time in	Email or phone (optional)	Signature
1			Member / Guest / Staff
2
3

Attendance count and quorum

Total signed in	Voting members present	Proxies or votes represented (only if your bylaws count them)	Guests and staff	Quorum required	Quorum met
				From your bylaws	Yes / No, at [time]

Attendance across meetings

Name	Meeting 1	Meeting 2	Meeting 3	Meeting 4
Date
	P / A / E

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Larkspur Neighborhood Association general meeting sign-in sheet

Filled-in example

Larkspur Neighborhood Association general meeting sign-in sheet

MeetingLarkspur Neighborhood Association, November general meetingDate and timeTuesday, November 10, 2026, 7:00 pmLocationLarkspur Recreation Center, Room 2Sheet collected byIrene Walsh, secretary

Sign-in

#	Printed name	Organization or unit	Role	Time in	Email or phone (optional)	Signature
1	Irene Walsh	Board, secretary	Member	6:48 pm		Signed
2	George Abbott	Board, president	Member	6:50 pm		Signed
3	Priscilla Nguyen	Board, treasurer	Member	6:52 pm		Signed
4	Walter Kim	Board, at-large (Maple Court)	Member	6:55 pm	Gave email for the tree committee	Signed
5	Bea Morales	Hilltop Drive	Member	6:57 pm		Signed
6	Dennis Clark	Hilltop Drive	Member	6:58 pm		Signed
7	Sandra Lowe	Larkspur Lane	Member	7:00 pm		Signed
8	Unreadable (first name Tom?)	Not filled in	Not filled in	7:01 pm		Signed
9	Hector Ruiz	Maple Court	Member	7:02 pm		Signed
10	Joyce Bennett	Larkspur Lane	Member	7:03 pm		Signed
11	Officer Dana Petrie	City police, community liaison	Guest	7:05 pm		Signed
12	Amir Haddad	Elm Way	Member	7:10 pm		Signed
13	Lucy Ford	Hilltop Drive	Member	7:40 pm		Signed. Arrived after the vote on the holiday lights budget.

Attendance count and quorum

Total signed in	Voting members present	Proxies or votes represented (only if your bylaws count them)	Guests and staff	Quorum required	Quorum met
13	10 confirmed by 7:10 pm, 11 after Lucy Ford (#13) arrived at 7:40 pm, plus #8 to confirm	Not counted: the bylaws count members present, one vote each, no proxies	1	10 members, per the association bylaws	Yes, at 7:10 pm with 10 members

Note for the minutes: line 8 is unreadable and has no street or role. Irene will check it against the member list before the minutes go out. Quorum holds either way.

Attendance across meetings

Name	Meeting 1	Meeting 2	Meeting 3	Meeting 4
Date	Aug 11	Sep 8	Oct 13	Nov 10
George Abbott (president)	P	P	P	P
Priscilla Nguyen (treasurer)	P	E	P	P
Irene Walsh (secretary)	P	P	P	P
Rosa Jimenez (at-large)	A	A	E	A
Walter Kim (at-large)	P	P	A	P

P = present, A = absent, E = excused. Rosa Jimenez has not attended since July. George will call her before the December meeting.

The Larkspur Neighborhood Association and everyone on this sheet are a fictional sample.

Best forAssociation and board meetings, trainings, public meetings, volunteer and member meetings

Time neededSet out before the doors open, collected when the meeting starts

SectionsSign-in table, attendance count and quorum, attendance across meetings

FormatsPrintable, Google Docs, Word, Notion, Markdown

What to write in each section

Header

Meeting name, date, location and who is collecting the sheet. Write it before printing, so a loose page still makes sense months later.

Sign-in table

Printed name first, then organization or unit, role, time in and signature. Ask for email or phone only if you will actually use it, and say what for. Leave enough rows that nobody signs in the margin.

A role column with "Member / Guest / Staff" saves the secretary from guessing during a quorum count.

Time in

Useful when people arrive late. If someone signs in after a vote, the minutes may need to show they were not there for it.

Attendance count and quorum

After sign-in closes, count what your bylaws count toward quorum. Usually that's voting members present, one each. In a corporation, and in some associations and nonprofits, quorum counts votes, units or shares represented in person or by proxy, so a headcount isn't enough: keep proxies and weighted votes in their own column. Compare with the quorum your bylaws set (a quorum calculator does the math), and write the number on the sheet and in the minutes (how to write meeting minutes covers formal minutes for boards and committees). Your bylaws and state law decide what counts, including whether proxies are allowed at all; this is not legal advice.

Delaware's default for a stock corporation is a majority of the shares entitled to vote, present in person or by proxy. Robert's Rules allows proxies only if your bylaws or the law do.

Attendance across meetings

For a board or committee, one row per member and one column per meeting, marked present, absent or excused. It shows patterns that single sheets hide.

When to use this template

Your bylaws need a quorum of members, and you have to show how you counted it, as at a club, PTA or union meeting.
A training or certification session needs proof of who attended.
You want to see which members have missed the last three meetings.

Questions people ask

Can a public meeting require people to sign in?: Some state open meeting laws don't let a public body require members of the public to sign in or give their name as a condition of attending. California's Brown Act is one: any sign-in sheet must say clearly that signing is voluntary. If you run a city, county or school board meeting, label the sheet voluntary and check your state's rules. Members and staff can still be recorded separately.
How do you take attendance for a virtual or hybrid meeting?: Download the participant list from your video tool after the meeting and add the in-room sign-in sheet to it. Ask people to show their full name on screen, because a list of nicknames and phone numbers is hard to match to members. Note anyone who joined only for part of the meeting.
How long should we keep sign-in sheets?: Keep them with the minutes of the same meeting, for as long as you keep the minutes, especially when quorum or a training record depends on them. If your bylaws, a funder or a licensing body sets a retention period, follow that.

Sources

Robert's Rules of Order, Frequently Asked QuestionsProxy voting isn't allowed in ordinary assemblies unless the bylaws or the law allow it.
8 Del. C. §216, Quorum and required vote for stock corporationsDefault quorum is a majority of the shares entitled to vote, present in person or by proxy, unless the charter or bylaws set it differently.
California Corporations Code §5512, Quorum of membersFor California public benefit nonprofits, the default quorum is one-third of the voting power, in person or by proxy.
California Government Code §54953.3 (Brown Act)A local public body can't require the public to register to attend, and a sign-in sheet must say signing is voluntary.

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