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Free printable template

Free volunteer sign-in sheet

A printable volunteer sign-in sheet with columns for name, email or phone, role or task, time in, time out, hours and signature. Set the event and date, print it or save it as a PDF, or download a blank CSV to track volunteer hours in Excel or Google Sheets.

Rows

Volunteer sign-in sheet

Organization:
Event:
Date:
Coordinator:
#Volunteer nameEmail or phoneRole / taskTime inTime outHoursSignature
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Thank you for volunteering! Your hours help us report our impact to the people who fund our work.

Why track volunteer hours

Volunteer hours are worth recording even though nobody is paid: grant applications and annual reports ask for them, students need verified service hours, and corporate volunteer programs often match them with donations. A sign-in sheet at the door is the simplest way to start.

How to use the sheet

  1. Fill in the organization, event, date and coordinator.
  2. Volunteers sign in with their name, contact and the task they're doing.
  3. They sign out when they leave; the coordinator totals the hours.
  4. Copy the totals into a spreadsheet — the CSV download gives you the same columns.

Making the hours count

Write times to the minute and total them the same day, while people are still around to correct a missed sign-out. For service-hour letters, keep the original sheet with the coordinator's signature.

Frequently asked questions

What information should a volunteer sign-in sheet collect?

Name, a way to contact them (email or phone), the role or task, time in, time out and total hours, plus a signature. Only collect contact details you'll actually use, and keep the sheets somewhere private.

How do I calculate volunteer hours?

Subtract time in from time out for each visit and add the visits together. Convert minutes to decimals by dividing by 60 — 2 hours 45 minutes is 2.75 hours.

Keep reading

Clock your crew in with one phone.

Print a QR badge for everyone and scan them in and out with any phone or tablet. Free for up to 3 people — try it with your real crew before you sign up.

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