Events · free template

Sign-In Sheet

Digital sign-in for visitors, classes and events — timestamped, searchable, never a lost clipboard.

A ready-to-use registration & events form for event organisers, venues and community teams: 8 questions, 1 page, 3 conditional rules.

Questions: 8
Pages: 1
Layouts: card · classic
Conditional rules: 3

Preview it in the gallery

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Also filed under

Workshops & webinars

Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

1 question is hidden by conditional logic right now — change an answer above to reveal it.

Ready to publish

Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
Legal text not required — passingThis template collects neither health nor regulated financial information.
Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Sign-In Sheet is built for event organisers, venues and community teams who need to collect registrations, dietary needs and ticket choices in one pass.

Event organisers, venues and community teams working in registration & events.
Teams who need to collect registrations, dietary needs and ticket choices in one pass without writing code or paying for a custom build.
Anyone replacing headcounts that change hourly and no single attendee list with one structured record per enquiry.
Respondents are attendees, guests and speakers — the form asks them 8 questions across 1 screen.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of headcounts that change hourly and no single attendee list and turns each submission into a record your team can act on immediately.

4 questions are required, so submissions arrive complete instead of needing a follow-up email.
It records a signature you can keep as proof of agreement.
Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Sign-In Sheet lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

Features advanced show logic: if “Reason for visit” is Other, the form dynamically exposes “Please specify”. Otherwise that question never appears.
Features conditional validation: if “Reason for visit” is Other, “Please specify” becomes mandatory before the form can be sent.
Features conditional hiding: if “Reason for visit” is Delivery, “Who are you visiting, or which session?” is removed from the form and is never submitted.
All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A sign-in sheet only has one job, and paper does it badly: the list is legible to everyone, the handwriting is not, and the sheet disappears exactly when someone asks for it. This is the same seven questions on a tablet or a QR code. A visitor gives their name, who or what they are here for, a reason, a time in and a contact detail, then signs on screen. Each entry is stored on its own, so nobody reads anybody else's, and every row carries a real timestamp rather than an optimistic one. Two rules keep it quick: choosing 'Other' as a reason opens a required specify field, and choosing 'Delivery' hides the session question entirely, because a courier has no meeting to name. Use it on a reception desk, at the door of a class, or on a poster with a QR code at an event — the same form covers all three, and the export is a clean attendance record.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Sign in

Full namerequired
Organisation or company
Who are you visiting, or which session?required
Reason for visit
Please specify
Time inrequired
Email or phone
Signaturerequired

8 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 1 question. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Reason for visit”

Reveals questions
If “Reason for visit” is Other, the form reveals “Please specify”.
Makes answers required
If “Reason for visit” is Other, “Please specify” becomes required before the form can be submitted.
Hides questions
If “Reason for visit” is Delivery, the form hides “Who are you visiting, or which session?”, so nobody answers questions that don't apply.

Set it up step by step

1
Name your sessions
Turn the session question into a dropdown of your rooms, classes or hosts if the list is short and stable.
2
Put it on a tablet
Open the published link in kiosk mode so the form resets to a blank entry after every sign-in.
3
Print a QR code
Add the QR code to the door poster so visitors sign in on their own phone instead of queueing.
4
Decide who is notified
Send an email to the host when someone signs in for a meeting, so nobody waits in reception.
5
Set a retention rule
Agree how long you keep the log — most offices clear visitor records after 30 days.

Mistakes to avoid

Keeping one long paper list where every visitor can read the names above theirs.
Recording a time in but never a purpose, which makes the log useless in an evacuation or an audit.
Leaving the sheet on a shared tablet without locking the session, so people can browse earlier entries.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Keep the day's entries open on a tablet for roll call, export the log at the end of each week, and delete personal details once your retention period is up.

Works in both layouts

Browse card templates Browse classic templates

Forms that overlap this one

These pages cover the same subject ground as the sign-in sheet, matched on the words people actually search for.

Frequently asked questions

Can it record sign-out as well?

Yes. Duplicate the time field, label it 'Time out' and publish a second link for the way out, or add it as a conditional question.

Does it work offline?

Entries need a connection to submit. On a flaky door, use a phone hotspot for the tablet rather than a paper fallback.

Is a signature necessary?

Not always. It matters for site inductions and contractor access; for a class register you can delete the signature field.

Can visitors see each other's entries?

No. Every submission is separate and only the form owner sees the list, which is the main practical advantage over a paper sheet.

Is the Sign-In Sheet template free to use?

Yes. You can preview and test Sign-In Sheet on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Sign-In Sheet template ask for?

It asks 8 questions across 1 page, 4 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Sign-In Sheet form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this registration & events form work?

3 conditional rules ship with the template: Features advanced show logic: if “Reason for visit” is Other, the form dynamically exposes “Please specify”. Otherwise that question never appears. Features conditional validation: if “Reason for visit” is Other, “Please specify” becomes mandatory before the form can be sent. Features conditional hiding: if “Reason for visit” is Delivery, “Who are you visiting, or which session?” is removed from the form and is never submitted. All rules are editable in the Logic tab.

Where do responses to the Sign-In Sheet form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Sign-In Sheet form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the sign-in sheet.

Related categories

All Registration & Events templates