Free Event Attendance Tracking Template
Download a free event attendance tracking template for Excel or Google Sheets, the same columns as a CSV, or a sign-in sheet to print. Type Yes when a guest arrives and the Excel file counts who came. No account needed.
Download the template
Excel template (.xlsx). A Guests sheet to fill in and a Summary sheet that counts check-ins. Opens in Excel and Google Sheets.
CSV (.csv). The same eight columns with no formulas, for any spreadsheet app.
Sign-in sheet (.pdf). Two US Letter pages with 50 numbered rows, to print for the door.
What is an event attendance tracking template?
An event attendance tracking template is a spreadsheet with one row per guest and a column to mark who arrived. This one has eight columns: Name, Email, Phone, Ticket type, Checked in, Arrival time, Walk-in and Notes. In the Excel file, a Summary sheet counts your guests and check-ins and shows the attendance rate. It opens in Excel, and in Google Sheets through File → Import. It is manual: someone types every arrival.
- Price: Free. No account needed to download
- Formats: Excel (.xlsx), CSV and a PDF sign-in sheet
- Opens in: Excel and Google Sheets
- Columns: Eight, from Name to Notes
- Sign-in sheet: Two US Letter pages, 50 numbered rows
- Event Flo import: Reads Name, Email and Phone, up to 500 guests
What's in the file
Eight columns, in this order. Event Flo's guest import reads Name, Email and Phone and ignores the rest.
The Excel file also has a Summary sheet with three numbers that update as you type: Checked in, Guests and Attendance. Four short instructions sit below them.
The sign-in sheet has two US Letter pages with 50 numbered rows and columns for name, email, phone, signature and time, under blank lines for the event name and the date.
| Column | What goes in it | Event Flo import |
|---|---|---|
| Name | The guest's name. The only column you must fill in. | Imported |
| Optional. Event Flo can email the guest a QR pass. | Imported | |
| Phone | Optional. In Excel or Google Sheets, put an apostrophe before a number that starts with +. | Imported |
| Ticket type | Your own label, such as General or Speaker. | Ignored |
| Checked in | Type Yes when the guest arrives. The Summary sheet counts these. | Ignored |
| Arrival time | The time they came in, typed by hand. | Ignored |
| Walk-in | Yes for a guest who was not on the list. | Ignored |
| Notes | Anything else, such as a dietary need or a plus-one's name. | Ignored |
How to use the template
1. Download a file. Take the Excel template for the check-in count, the CSV for another spreadsheet app, or the sign-in sheet to print. In Google Sheets, open File → Import and upload the .xlsx or the .csv.
2. Add your guests. One guest per row on the Guests sheet. Only Name is required. Phone numbers that start with + need an apostrophe in front in Excel or Google Sheets ('+1 555 0100), or the app reads them as a formula.
3. Mark arrivals at the door. Type Yes in Checked in and the time in Arrival time. Add a row for anyone not on the list and type Yes in Walk-in. The Summary sheet updates as you go.
4. Or import it before the day for live check-in. Instead of marking arrivals by hand, upload the same file to Event Flo's guest import before the event. It reads Name, Email and Phone, ignores the other columns and takes up to 500 guests per import. Each guest gets a QR code for the door scanner.
What a spreadsheet can't do
Worth knowing before the doors open.
Every arrival is typed by hand. The sheet counts what someone types. It can't scan a pass or spot the same guest on two rows.
Two copies, two counts. If two people at the door each keep a copy, you end up with two counts to merge afterwards.
Nothing reaches your guests. A spreadsheet sends no pass and no reminder. You tell guests the time and place yourself.
The CSV has no formulas. Only the Excel file counts check-ins. The CSV carries the same columns for apps that can't open .xlsx.
The spreadsheet is manual. Event Flo does it live
A spreadsheet only knows what someone types. Event Flo's free event check-in app records each arrival as it happens, on your team's own phones.
QR scan. Each guest on the list gets a QR pass. Your team scans it with a phone camera, and scanning the same pass again shows Already checked in.
Name search. No pass to hand? Search the guest's name and check them in from the match.
Walk-ins. Someone not on the list? Add them from the scanner with a name. They are checked in at once and count toward your capacity. Adding a walk-in needs a connection.
Live count. Your check-in screen shows the checked-in count and each arrival as it happens.
Export. Afterwards, download the guest list as a CSV with each check-in marked.
Scanning keeps working when the wifi drops and syncs when it returns. Admits made offline show as pending until the sync.
A private event needs no host ID check, so you can import your guests and set up check-in today. Your ID is verified only before an event is listed publicly or opened to sign-ups.
Frequently asked questions
Can I use the attendance template in Google Sheets?
Yes. In Google Sheets, open File → Import and upload the .xlsx or the .csv. The Excel file keeps its Summary sheet, so the check-in count and attendance rate update as you type. The CSV has the same columns with no formulas.
How does the template count attendance?
Type Yes in the Checked in column when a guest arrives. The Summary sheet counts the Yes rows as checked in, counts every row with a name as a guest, and divides one by the other for the attendance rate. A tick mark or a Y doesn't count, so stick to Yes.
Can I upload the filled-in template to Event Flo?
Yes. Upload the .xlsx or the .csv to your event's guest import. Event Flo reads the Name, Email and Phone columns and ignores the rest, up to 500 guests per import, so Checked in marks don't carry over. Keep Guests as the first sheet and leave its header row as it is. Each imported guest gets a QR code for the door scanner.
Is there a printable sign-in sheet?
Yes. The PDF has two US Letter pages with 50 numbered rows and columns for name, email, phone, signature and time. Write the event name and the date on the blank lines at the top. Guests sign in at the door, and you can type the names into the template afterwards.
When is a check-in app better than a spreadsheet?
When more than one person works the door, or when you want to know who has arrived without anyone typing. With Event Flo's free check-in app, each guest gets a QR pass and your team scans passes or searches names on their own phones. A pass scanned twice shows as already checked in. You see a live count, add walk-ins from the scanner and export who came.