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Official Employee Attendance Record

An attendance form that captures the session date, location, attendees with time in and time out, and supervisor signature, exported as a PDF roster.

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About this template

This attendance form runs on Formester's drag-and-drop form builder, so you can adapt the attendee fields, time tracking, and approval flow to your workplace, classroom, event, or training program without writing code. Captures every line a clean roster needs: session date, location, attendees (with time in, time out, and signature each), totals, and supervisor sign-off.

Supervisors and instructors fill the form on phone or tablet at the start of the session, attendees sign in (or sign in themselves on a kiosk), and the PDF lands in your dashboard the same moment. No paper roster to lose, no rekeying into a spreadsheet at the end of the week.

Use conditional logic to switch between sign-in only (event), sign-in plus sign-out (work session), and sign-in plus participation rating (training). Sync each roster to your HRIS or LMS through Zapier so timesheets, training credits, or class participation update automatically.

Running a specialized attendance workflow (multi-shift, multi-location, recurring training)? Generate a tailored variant with the AI form generator in minutes.

How to use this attendance form

Seven steps to a working attendance workflow. Most operators finish in under 10 minutes.

Open the template

Click Use Template. Roster fields, time tracking, and signature flow load into the Formester builder.

Brand the form

Drop in your organization logo and session header. The PDF reads as official roster documentation.

Configure session type

Edit the session-type dropdown: work shift, class session, event, training, meeting. Each triggers conditional logic for type-specific fields.

Set up the attendee block

Repeatable rows: name, role or class, time in, time out, signature. Add or remove columns per session type.

Apply conditional logic

Use conditional logic to switch between sign-in only (event), sign-in plus sign-out (work session), and sign-in plus participation rating (training).

Enable kiosk or self-check-in

Attendees sign themselves in on a tablet at the entrance. Each attendee fills their row and signs; the supervisor reviews and signs the roster at the end.

Sync to HRIS or LMS

Push each roster to your HRIS for timesheet entry, your LMS for training credits, or your event tool via Zapier.

When to use this attendance form

Six attendance scenarios this template handles out of the box.

Daily employee attendance

Supervisor logs the shift roster: who showed up, time in, time out, any late arrivals. Roster syncs to the HRIS for timesheet entry without manual rekey.

Classroom attendance

Teacher logs class attendance: who is present, absent, tardy, or excused. Roster syncs to the SIS for the official record without paper.

Event sign-in roster

Event organizer captures attendee names, contact, and signature at the entrance. Roster exports as the official attendance list and feeds the event CRM.

Training session attendance

Conditional logic reveals participation rating and completion checkbox alongside the sign-in. Roster feeds the LMS for training credits and compliance reporting.

Meeting and board attendance

Board secretary captures attendees with proxies marked. Roster goes into the official meeting minutes; absences are flagged for quorum tracking.

Shift handover and crew log

Shift supervisor captures crew on duty, hand-off notes, and supervisor sign-off. Daily PDF goes to operations for shift-record archive.

Fields included in this template

Every line a clean roster needs. Drop the ones not applicable; the rest work on the free tier.

  • Session date Date picker

    When the session occurs.

  • Session type Dropdown

    Work shift, class, event, training, meeting. Triggers conditional logic per type.

  • Location Short text or GPS

    Where the session takes place. GPS auto-fills on mobile.

  • Supervisor or instructor Short text

    Who is leading the session and signs the roster.

  • Attendees Repeatable rows

    Name, role or class, time in, time out, signature.

  • Status per attendee Dropdown per row

    Present, absent, tardy, excused, left early.

  • Time in Time picker

    When each attendee arrived.

  • Time out Time picker, conditional

    When each attendee left. Hidden for sign-in only sessions.

  • Participation rating Scale, conditional

    Reveals for training sessions. 1-5 rating per attendee.

  • Completion checkbox Checkbox, conditional

    Reveals for training sessions. Confirms attendee completed the session.

  • Total present Auto-calculated

    Sum of attendees marked present.

  • Total absent Auto-calculated

    Sum of attendees marked absent or excused.

  • Notes Long text, optional

    Anything to flag for the record (early dismissal, fire drill, etc.).

  • Supervisor signature E-signature + date

    Supervisor certifies the roster.

Questions we get a lot

Supervisor, instructor, and event organizer questions about kiosk, sign-out, and HRIS sync.

Can attendees sign in themselves on a kiosk?
Yes. Set up the form on a tablet at the entrance. Each attendee fills their row and signs; the supervisor reviews the full roster and signs at the end of the session.
Can I capture both time in and time out?
Yes. Conditional logic reveals the time-out field for work sessions; hides it for sign-in only events.
Can I sync attendance to my HRIS or LMS?
Yes. Push each roster to your HRIS (BambooHR, Workday, Gusto), LMS (Canvas, Moodle, Thinkific), or event CRM via Zapier or webhooks.
Can I track participation in training sessions?
Yes. Conditional logic reveals participation rating and completion checkbox for training sessions. Useful for compliance reporting.
Can I run attendance for multiple sessions on the same day?
Yes. Each session is a separate submission. The dashboard groups submissions by date or location so you can review the full day.
Where are attendance records stored?
Every submission saves to your dashboard with a PDF copy. Filter by date, location, session type, or supervisor, and export the archive as CSV for HRIS sync or audit.