Free template
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Sign-in sheet template
A sign-in sheet is a page where people write their name and sign to show they were at a training session, a meeting or on site. This template has two sheets to print: one for training sessions and safety talks, with the trainer, topic, and each person's name, job title and signature, and one for visitors, with who they are visiting, a badge number, time in and time out, and a box to confirm the safety briefing. The Excel file adds an attendance register that shows each person's attendance against a roster and a visitor log that shows who is still on site. A signature shows someone was there. It does not show they understood, so use it with a check of what they can do.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Fields for title, date, time, place, trainer and topic, a table of twenty rows with number, printed name, job title, department and signature, and lines for the trainer's signature and date.Session headerName, job title, department, signatureTrainer sign-offVisitor sheet with badge, time in and outAttendance registerVisitors on site nowSummary
When to use it
When to use a sign-in sheet
- At every toolbox talk, safety meeting and training session, so the record of who attended is made on the day.
- At the front desk or gate, for every visitor and contractor, so you know who is on site if you have to account for people.
- When a rule or a customer asks for proof of training. OSHA's bloodborne pathogens standard, for example, lists the names and job titles of those attending as part of the training record, and says to keep the record 3 years (29 CFR 1910.1030(h)(2)).
- When you want to see who keeps missing sessions, so you can arrange a make-up session.
- Not as proof that someone can do the job. For that, use a sign-off sheet or a skills matrix.
How to fill it in
- 1
Fill in the session header first
Training or meeting title, date, start and end time, place, the trainer's name and qualifications, and a one-line summary of what was covered. Do this before anyone signs. - 2
Have people print their name, then sign
A printed name next to each signature makes the page readable later. Add job title and department, since some rules ask for them. - 3
Close the sheet
Draw a line under the last name, and have the trainer sign and date the bottom. Nobody signs in for someone else, and nobody adds a name afterwards. - 4
Enter it in the register the same day
On the Excel register, put an X against each person who signed for that session. The register works out each person's attendance and shows who is below your cut-off. - 5
Book a make-up for anyone who missed it
The register's flag lists people below the cut-off. Offer a short make-up session or a one-to-one and add it to the register as a new session. - 6
For visitors, sign out as well as in
Time in when they arrive, time out when they leave. A blank time out means the person may still be in the building, and the visitor log shows how many.
Which sheet for which job
Two sign-in sheets, two questions
The training sheet answers who was trained. The visitor sheet answers who is here now. They have different columns, so keep them apart.
| Sheet | Question it answers | Key columns | Keep it |
|---|---|---|---|
| Training and meeting sign-in | Who attended this session, and who led it? | Printed name, job title, department, signature, trainer, topic, date | With the training record. Check how long your rules and customers require. |
| Visitor sign-in and out | Who is on site right now, and who are they visiting? | Name, company, host, badge, time in, time out, briefing confirmed | Long enough to answer a question about a past visit. Your security and insurance rules decide. |
| Attendance register (Excel) | Who has missed sessions this quarter? | Roster, sessions, attendance %, flag | With the sheets it was built from. |
Training and meeting sign-in
- Question it answers
- Who attended this session, and who led it?
- Key columns
- Printed name, job title, department, signature, trainer, topic, date
- Keep it
- With the training record. Check how long your rules and customers require.
Visitor sign-in and out
- Question it answers
- Who is on site right now, and who are they visiting?
- Key columns
- Name, company, host, badge, time in, time out, briefing confirmed
- Keep it
- Long enough to answer a question about a past visit. Your security and insurance rules decide.
Attendance register (Excel)
- Question it answers
- Who has missed sessions this quarter?
- Key columns
- Roster, sessions, attendance %, flag
- Keep it
- With the sheets it was built from.
A filled-in example
Illustrative, not a benchmarkAn example (illustrative): ten people on a roster and four weekly toolbox talks in October 2026, plus six visitors on one day, 4 November 2026. Every name and company is made up.
- The four talks were lockout tagout (6 October), forklifts and pedestrians (13 October), hand and finger safety (20 October) and housekeeping (27 October).
- Signatures per session: 8, 8, 8 and 7. Across the quarter 31 of 40 possible signatures are there: 31 ÷ 40 = 77.5% attendance.
- By person: four people attended all four talks (Ana, Carla, Fay and Ian), three attended three (Ben, Eli and Hana), and three attended two (Dev, Gus and Joy).
- The flag is set at 75%. Dev, Gus and Joy are at 2 of 4 = 50%, so they are flagged for a make-up session. Ben, Eli and Hana are at exactly 75% and are not flagged.
- Six visitors signed in on 4 November. Five have signed out. Their visits lasted 25, 165, 360, 75 and 30 minutes, 655 minutes in total, an average of 131 minutes (655 ÷ 5).
- Lee W., an HVAC contractor, signed in at 14:20 and has no time out. The log shows 1 person still on site. Five of six visitors were briefed on safety; the sales rep was not.
The three people who missed half the talks are named, the make-up sessions can be booked this week, and anyone doing a headcount knows one visitor is still in the building.
Common mistakes
Signing for someone else
A sheet that carries a name for a person who was not there is worse than none. Have people sign their own line, with the trainer watching.
Passing the sheet around during the talk
It gets lost, or it ends up blank at the back. Hand it out at the start and collect it at the end.
Treating the signature as proof of competence
A signature shows someone was in the room. For a task that matters, check they can do it, and record that on a sign-off sheet.
No sign-out for visitors
Without a time out you do not know who is still in the building, which is the question you need answered in an emergency.
Leaving the visitor sheet open on a desk
Every visitor can read the names above theirs. Use a sheet per day on a clipboard, or a form you can keep out of sight, and decide how long you keep the old ones.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
In LeanSuite courses, SOP sign-offs, classroom attendance and external training sit in one audit-ready record per person; trainees enter an attendance code as their sign-off for in-class sessions, and on-the-job assessments are signed off by a trainer on a tablet.
See it in a 45-minute demoIn the lean glossary
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FAQ
Sign-in sheet template: common questions
The title of the training, the date, the place, the trainer's name, a short summary of what was covered, and for each person a printed name, job title and signature. Some rules ask for specific items, so check yours.
It depends on the rule or customer. OSHA's bloodborne pathogens standard, 29 CFR 1910.1030(h)(2), says to keep training records for 3 years from the date of training, and lists the dates, a summary of the content, the trainer's name and qualifications, and the names and job titles of those attending. Other standards differ, so check the one that applies to you and ask your customers.
It is proof of attendance. Whether it is enough depends on the rule. Where you must show that a person can do a task, as with a forklift operator, the record needs more than a signature, such as an evaluation.
So you know who is in the building. If you have to count people in an emergency, a sheet with times in and out lets you check against it. A visitor with no time out may still be on site.
Often yes. Check that your rules and customers accept an electronic signature or attendance code, and that you can produce the record when asked. The Excel register here works from either source.
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- Breakdown analysis reportOne equipment breakdown from the stop to the 90-day check, plus a breakdown log with repeat flags, MTBF and MTTR by asset and a Pareto of causes.
- Heijunka box planner (production leveling)Weekly demand turned into containers a day, takt, pitch and slots, a leveled sequence of products and the heijunka box, with a check that the changeovers fit.
- 4M change management sheet (change point)A shift log of every change to Man, Machine, Material, Method or Design, the extra checks after it and when normal checks resume, with a change point board.
- Future state value stream map worksheetThe eight future-state questions worked through in order: takt, pitch, flow, supermarkets, the pacemaker and the mix, with an EPEI check and current against future lead time.
- Value stream plan (VSM action plan)The future-state map cut into loops, each with an objective and a measurable goal, and its kaizen bursts turned into owned, dated projects on a 12-month timeline.
- Kaizen project plan (Gantt chart)One improvement project as a Gantt chart: tasks by phase with owners, predecessors and working days, a 16-week grid, milestones and a status from planned against actual % done.
- Histogram templateReadings, bins set by the square root rule, a tally and counts, the spec limits drawn and the share out of spec, with the common shapes explained.
- Scatter diagram templateUp to 50 pairs with a group code, r and R², the least squares line, the quadrant count and r for each group.
- Gauge calibration logA gauge register with next due dates and status, a calibration record with as-found and as-left readings, and the steps when a gauge fails.
- Escalation matrix templateWho is called for each type of issue and after how long, with severity rules, contacts and an escalation log.
- Visual management audit checklist29 checks of whether anyone can tell normal from abnormal at a glance, scored by group, with a trend and actions.
- Quality alert formA quality alert to post at the line, a sign-off sheet for every shift, and a log of open, expired and closed alerts.
- TQM self-assessment templateThe eight TQM principles in 24 statements you can check on the floor, scored 0 to 4 by several people, with the spread, the top 3 gaps and an action plan.
- Lean transformation roadmapA plant-wide lean program on one sheet: six phases with exit criteria, six workstreams by quarter over 24 months, the model line, metrics with baseline and target, cadence and risks.
- Obeya room plannerPlan the walls, owners, cadence, agenda and rules of an obeya, then run the weekly review of KPIs, problems, actions and milestones.
- Paper forms inventory (paperless manufacturing worksheet)Every paper form, checklist and log in one list: hours a month, who acts on it, how long the paper waits, and which forms to move first.
- Continuous improvement software evaluation scorecardCompare CI software vendors: a must-have gate, eight weighted criteria scored 1 to 5, points out of 100 and a rank, with a demo script and reference questions.
- Lean principles assessment templateThe five lean principles as 25 things you can see on one value stream, answered yes, partly or no on a walk, with a score per principle, the next step and a trend over walks.
- Hansei reflection sheet (lessons learned)A written look back at one finished project, event or launch: goals against results in numbers, causes rather than blame, lessons to keep or change, and where else they apply.
- Daily kaizen routine boardA team's 10 to 15 minute daily routine at the board: one problem from each person, small fixes with one owner, counted every week.
- Quality circle meeting recordA circle's charter, a one-page record for each meeting and a problem register that follows every problem from selected to closed or escalated.
- Weekly maintenance schedule templateNext week's maintenance jobs, scheduled only when ready, loaded against each craft's hours by day, with schedule compliance and break-ins at week end.
- Operational excellence assessment templateThe ten principles of operational excellence as 30 behaviors and practices you can see, scored 1 to 5 by several people, with the spread, the three lowest principles and an action plan.
- Scrum meeting agenda templateTimed agendas for the five scrum meetings, a sprint planning sheet, a retrospective sheet, and an Excel sprint backlog with a burndown.
- Toyota Production System (TPS) house templateThe TPS house for one plant or value stream: roof, two pillars and foundation, with what you do today, the evidence, a status and the next step for each element.
- EPEI and batch size calculatorHow often each part can come round on a shared machine (EPEI) and how big each batch must be, from demand, cycle times and changeovers, now and after SMED.
- People, process, technology (PPT) assessmentCheck one change before go-live: 18 people, process and technology statements scored 1 to 4 by the people who will use it, the lowest element and the actions.
- Process capacity sheet templateEach machine in a part's routing with manual, auto and tool change time, its capacity per shift, and the step that limits the cell against demand.
- Jidoka worksheet (stop at abnormality)For one line or cell, every abnormality that should stop the work: how it is detected, how the work stops, who is called, the immediate fix and the root cause step, plus a log of real stops.
- Chaku-chaku line plannerPlan a load-load cell: time each machine, load and walk, check that every machine is ready when the operator comes back, compare the cell cycle with takt and size the crew.
- Standard operating procedure (SOP) templateA full SOP in the hierarchical step format, from purpose and scope to the steps, records, revision history and approvals, with review checks and an SOP register.
- Process improvement method selectorEight questions about one problem, an example rule that suggests a method and a matrix of nine methods: when each fits, the usual team and time, and the template to start with.
- X-bar and R control chart template25 subgroups with means and ranges, control limits from A2, D3 and D4, signal flags, both charts and a reaction log.
- Gage R&R study sheet10 parts, 2 or 3 appraisers, 2 or 3 trials: EV, AV, GRR, PV, %GRR and ndc by the average and range method.
- Root cause analysis templateOne report from problem statement to proof: containment, evidence, analysis, verified causes, actions and the effectiveness check.
- Quality control pillar 90-day model area planThirteen weeks from the QA matrix to the QM matrix on one model area, a KPI board, the day-90 gate and expansion waves.
- Autonomous maintenance 90-day model area planAM steps 0 to 3 on one model machine in 13 weeks, a KPI board, the day-90 gate and expansion waves for months 4 to 12.
- Professional maintenance (PM) 90-day model area planThirteen weeks from breakdown analysis to a running PM calendar on one model machine, a KPI board, the day-90 gate and expansion waves.
- Environment and energy pillar 90-day model area planThirteen weeks from waste and energy maps to area standards on one model area, a KPI board, the day-90 gate and expansion waves.
- Focused improvement 90-day model area planThirteen weeks from the loss Pareto to standardized fixes on one model line, a KPI board, the day-90 gate and expansion waves.
- Logistics and customer service pillar 90-day model area planThirteen weeks from the current-state map to pull on one model value stream, a KPI board, the day-90 gate and expansion waves.
- Early equipment management 90-day model area planThirteen weeks from lessons on current machines to a tracked start-up on one model equipment project, a KPI board, the day-90 gate and expansion waves.
- Cost deployment pillar 90-day model area planThirteen weeks from the loss map to costed, ranked projects in one model area, a KPI board, the day-90 gate and expansion waves.
- Moving from Excel to one system checklistA 34-point checklist and a file inventory for moving trackers from spreadsheets to one system: keep, move, connect or retire, clean, pilot, run both, retire.
- Prioritization matrix templateScore up to 20 improvement ideas on weighted criteria, rank them, test the ranking with equal weights and place each one on an effort and benefit grid.
- Cost per unit worksheet (manufacturing cost per good unit)One product's cost per good unit by materials, labor, machine and overhead, the gap to target, and which cost lever is worth most a year.
- Digital manufacturing readiness assessmentScore 24 statements on process, technology and people from 0 to 4, check the balance between them and rank the gaps by what matters in your plant.
- Manufacturing KPI dashboard templateWeekly plant numbers in, 14 KPIs out: OEE and its parts, first pass yield, scrap, on-time delivery, recordable rate, cost and absence, each against a target.
- RCM worksheet (failure mode and task selection)Failure modes classed as hidden, safety, operational or non-operational, then a task chosen for each: condition-based, discard, failure-finding, redesign or run to failure.
- Error-proofing verification log (daily master-sample check)Each poka-yoke device proved every day or week with a known-bad sample, with missed checks counted and the hours and parts at risk worked out when one fails.
- Downtime reason codes template26 starter codes mapped to the six big losses, a log with drop-downs, a Pareto by code and by loss, and a code card for the line.
- Defect catalogue template with boundary samplesEvery defect with a definition, a class and the reason for it, measured accept and reject limits by zone, boundary samples, a defect log with DPU and Pareto, and an inspector agreement check.
- I-MR chart template (individuals and moving range)Up to 100 single readings with moving ranges, limits from a baseline, five run-rule flags, both charts, a second phase and a reaction log.
- Kaizen event preparation checklistEverything that has to be ready before a kaizen event and done after it: 44 items with owners and due dates from 6 weeks before day 1 to 30 days after, five go or no-go gates and a day-by-day agenda.
- Attribute control chart template (p, np, c and u charts)p, np, c and u charts in one workbook: a chart selector, a sample size check, limits for each subgroup, signal flags and four worked examples.
- Critical spare parts list and stocking levelsAssets ranked by consequence, each part classed and given a stocking policy, and min and max worked out from usage and lead time, with the downtime each stock-out would cost.
- Tier 2 meeting agenda and escalation sheetA 15-minute tier 2 agenda in ten timed blocks, fixed roles and rules, escalation triggers with time limits, and a log that ages every escalation and sends the answer back down.
- Mock recall template: traceability exercise worksheetTrace a finished lot back to every input lot and forward to every first customer, reconcile the quantities against a tolerance and time it against your target.
- ISO 9001 internal audit checklist (production area)46 audit questions for the production floor in 11 processes, each with its ISO 9001:2015 clause, what evidence to look for and the sample to take, plus five defined grades, a findings log, a finding report and a summary by clause.
- Plan for every part (PFEP) templateOne row per part: supplier, pack, container, usage, lead time and locations, with ABC classes, market and line kanban counts and a lineside space check.
- Food plant GMP inspection checklist (21 CFR 117 subpart B)55 checks in the order of 21 CFR 117 subpart B, each citing its paragraph and saying what to look at, with a grade, finding, owner and due date; results by section and grade, a walk route and a bakery example.
- Master sanitation schedule with pre-op verificationA master list of cleaning tasks by area and equipment with frequency, chemical, lockout, who and next due date, a weekly on-time count, and the pre-operational verification log with a release step.
- Changeover matrix templateA from-to matrix of changeover minutes with the clean each transition needs (allergen, colour, format), and a weekly planner that totals the order and suggests a shorter one.
- Measurement uncertainty budget templateA GUM uncertainty budget: Type A and B rows, divisors by distribution, sensitivity coefficients, uc, νeff, k from the t-table, U, TUR and a guard band check.
- Maintenance job plan templateOne job planned on one sheet: steps and craft hours, parts checked against stock, tools, lockout and permits, documents, a ready check for the schedule, and technician feedback.
- Video time study filming checklistA pre-shoot checklist and shot log for filming a time study on video: camera, light, people, settings, power and review.
- Reorder point and safety stock sheet (many parts)Safety stock, reorder point, order quantity and an order list for up to 500 parts, worked out from each part's own demand and lead time history.
- Energy use and EnPI trackerMonthly electricity, gas and fuel in one unit, a 12-month regression baseline, expected against actual energy for each month, an EnPI ratio, the running saving and the tests that say whether the model can be trusted.
- FIFO lane sizing sheetThe maximum for a FIFO lane from the stop it must cover, in whole containers, with length, refill and wait checks for up to eight lanes.
- Pugh matrix templateCompare up to 8 concepts with a datum as better, same or worse on up to 12 criteria, flag must-haves, and carry the strongest into a second round.
- Condition monitoring route sheetA route of measuring points with baselines, alert and alarm limits, a check interval from the P-F interval, readings with rising and overdue flags, and an exceptions list worst first.
- Quad chart templateA project on one page in four boxes: idea and owner, problem, approach, and cost, schedule and result.
- Loss tree worksheetBreak one big loss number into area, line, machine, loss type and cause, and stop at the cause a team can fix.
- Equipment register templateOne row per asset, with hierarchy, criticality, PM strategy and owner, and a check that flags what is missing.
- Machine history record templateOne record per machine: components and their life, every breakdown and repair with cost, MTBF and MTTR, and a repair-or-extend check.
- Compressed air leak survey logWalk sheet, printable leak tags and a tracker that puts an annual cost on every leak and follows it to a verified fix.
- Defect detection matrix templateMap where each defect is created and where it is found, score the gap and move the check closer to the cause.
- Project savings validation checklistThe gate between a project's claim and a reported saving: 20 checks, a claims register and a six-month sustainment check.
- Life cycle cost analysis templateCompare up to three machines over ten years: price, energy, upkeep, failures and down time, discounted to present value.
- Equipment design review checklistGate reviews for a new machine before order, before build and before start-up, with a safety buy-off and a problems journal.
- Energy loss matrix templateSeven types of energy loss by six energy sources with a cost in each cell, an action plan and an idle-period shutdown checklist.
- Environmental compliance audit checklistAn internal environmental audit: 37 questions with what to look for, a findings log with classes and a score by section.
- APQP checklistThe five APQP phases as a checklist: deliverables, owners, due dates, gate reviews and an issues list.
- Out-of-control action plan (OCAP) templateA reaction plan for a control chart: the steps, what each signal means, who to call and a log of events.
- Quality inspection checklistAn in-process and final inspection record: measured characteristics, visual checks, a decision and first pass yield.
- AQL sampling plan templatePick a sample size, read accept and reject numbers, record the defects and decide on the lot.
- MSA study workbookBias, linearity and stability study sheets for a gauge, with the arithmetic done and a guide to which study when.
- Incoming quality control stage sheetA register that shows how much control each purchased part has and plans the move from your dock to the supplier's process.
- Internal audit schedule templateA year of internal audits planned by risk: the programme, the register, the auditors and the findings.
- Approved supplier list templateThe list of suppliers you may buy from, with the evidence behind each, certificate expiry alerts and re-evaluation dates.
- Pest control inspection checklistA pest control walk-round for a food plant, with a log of traps and stations and action levels for each type of device.
- Cleanroom audit checklist33 cleanroom checks split by how often they run (each shift, weekly, per plan, system), a gowning order to watch against, a differential pressure log and a findings log, with a worked week of readings.
- GMP audit checklist for drug manufacturing42 self-inspection checks ordered by the subparts of 21 CFR 211, each with its section, the matching EU GMP chapter and whether it is seen on the floor or in records, graded critical, major or minor, with a worked audit of a packaging line.
- Line clearance checklist28 line clearance checks in six sections (area, equipment, materials, printed materials, documents, coder and vision settings), cleared by the operator and verified by a second person, with a printed-materials reconciliation and a worked example that does not balance.
- ISO 13485 internal audit checklist38 questions on ISO 13485 clauses 4 to 8, each with the FDA QMSR section that brings it in or adds to it, a production floor tab (records, current instructions, training, nonconforming product, CAPA) and a worked audit of a catheter line.
- ISO 22716 GMP audit checklist for cosmetics25 cosmetic GMP checks following the sections of ISO 22716, split into a floor walk (people, premises, equipment, materials, production) and system checks (lab, out of specification, deviations, complaints, change control, audits, documents), with a worked audit of a filling line.
- SSOP template: sanitation standard operating procedureOne sanitation SOP sheet per area or machine (steps, chemical, contact time, PPE, lockout, owner), a 23-check pre-op inspection and a verification log for visual, ATP and micro checks.
- SQF internal audit checklist for food manufacturing54 questions in the two parts of the SQF manufacturing code (system elements and GMP), each group mapped to BRCGS and FSSC 22000, graded Conforms to Critical, with findings, a score and a yearly plan.
- Injection molding defects chart16 molding defects with causes by machine, material, mold and method, first checks, and an Excel defect log with a Pareto.
- ESD audit checklist29 checks for an ESD protected area, with daily tests split from periodic verification, a measurement log and a worked audit.
- OKR template for manufacturingObjectives with three or four key results each, scored 0 to 1.0 from baseline and target every month, cascaded to facility, department and person with an Other bucket for work that serves no objective.
- Goal cascade and alignment templateA one-page cascade tree from company to person with the catchball reply on every card, and an initiatives list that shows how much work serves a goal and how much sits in Other.
- Monthly business review template (operations review agenda)A 90-minute operations review in nine timed blocks: who speaks when, the KPIs each block reviews with red or green, a prep checklist for every presenter and a log of decisions and actions.
- Rolling action item list (RAIL) templateA single running list of actions kept from meeting to meeting, with a weekly review sheet and age counts.
- Goods received note templateA one-page goods received note and an Excel register with accepted to date, still to come and an invoice check for each PO line.
- Lessons learned templateA one-page lessons log, a 45 minute session guide and an Excel register that shows which actions are done, open or overdue.
- Packing list templateA one-page packing list with a pack checklist, and an Excel file that works out volume, shipped to date and back order.
- Meeting minutes templateA one-page minutes form and an Excel log of decisions and actions with owners, due dates and status.
- Purchase order templateA one-page purchase order and an Excel version that adds up the lines, checks the approval limit and tracks what is still to come.
- Action plan templateA one-page action plan and an Excel tracker with percent done, status and a weekly timeline.
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A shift handover sheet, a red tag log, a changeover checklist for one machine: if your team uses it on the floor, ask.