What is the club meeting attendance form template?
Many clubs need a record of who came to each meeting: for quorum at an AGM, for membership rules about attendance, for recognising regulars, or simply to follow up with visitors. This form is filled in once per meeting by the secretary or whoever is keeping the register, and records the date, type of meeting, who was present, who sent apologies and who visited.
The form follows the meeting. Online meetings skip the venue; hybrid meetings ask how many joined online; a meeting that wasn't quorate asks what happened about decisions; visitors open a list and a count of those interested in joining. Social events skip the quorum question altogether.
Each meeting's register is saved as a PDF in your FileIt vault, titled by date, with a photo of the paper sign-in sheet attached if you used one — a tidy, searchable attendance history year after year.
- Best for
- Clubs, societies, associations, Rotary and Lions-style service clubs, and committees
- Filled in by
- The secretary or whoever takes the register
- Time to complete
- About 5 minutes per meeting
- Includes
- Meeting type and format, members present and count, apologies, quorum, visitors, sign-in sheet upload
Who uses a club meeting attendance form?
- A service club recording weekly meeting attendance
- A society confirming quorum at its AGM
- A book club or hobby group tracking regulars
- A committee keeping a record of apologies for its minutes
- A toastmasters or debating club following up with visitors
- A parents' association recording attendance at termly meetings
Questions on this club meeting attendance form
25 questions over 3 pages · includes file upload, conditional questions, multiple pages.
1 Meeting details
- Club or society*
- Meeting date*
- Start time
- Type of meeting* Regular meeting · Committee meeting · Annual general meeting (AGM) · Special or extraordinary meeting · Social or event
- Held* In person · Online · Hybrid
- Venue asked only when it applies
- Recorded by*
- Your role Secretary · Chair · Treasurer · Committee member · Member
2 Attendance
- Members present*
- Number of members present*
- Of those, how many joined online? asked only when it applies
- Apologies received
- Absent without apologies
- Was the meeting quorate?* asked only when it applies
- What happened about decisions? asked only when it applies
3 Visitors & notes
- Were there any visitors or guests?*
- Visitors* asked only when it applies
- Of those, how many are interested in joining? asked only when it applies
- Guest speaker or presenter
- Topic or programme item
- New members welcomed
- Sign-in sheet
- Notes
- Next meeting
The club meeting attendance form, page by page
1 Meeting details
The recorder gives the club name, meeting date and start time, and chooses the type of meeting — regular, committee, AGM, special or social — and whether it was held in person, online or hybrid (in-person and hybrid meetings ask for the venue). They add their name, role and email.
2 Attendance
The recorder lists members present one per line and gives the total, and for hybrid meetings how many joined online. There are lists for apologies and, optionally, absences without apologies. Except for social events, the form asks whether the meeting was quorate; if not, it asks what happened about decisions.
3 Visitors & notes
If there were visitors, the recorder lists them with who invited them, and how many are interested in joining. The page also covers a guest speaker, the topic, new members welcomed, a sign-in sheet upload, notes and the date of the next meeting.
Make the template yours
- Put your club's name in the club question as a default, or remove it if the form is only for your club
- Replace the members-present list with a checkbox list of your members for faster tick-box attendance
- Adjust the meeting types to match your constitution
- Send the form as a request to the secretary before each meeting
- File registers into a folder per club year
Tips for a better club meeting attendance form
- Fill it in during the meeting, not afterwards — apologies are easy to forget
- Record the member count even if you list names; it's what quorum rules usually ask for
- Follow up with visitors who are interested in joining within a week
- Attach the paper sign-in sheet at AGMs, where attendance can matter for votes
- Keep minutes separately; this form is the attendance record that sits alongside them
Every response becomes a PDF in your vault
Each meeting's register is saved as a PDF in your vault folder, titled with the submission date, and you're notified by email. The respondent copy is off by default because the secretary is usually the form owner, but you can turn it on.
Export the Responses table to CSV to see attendance numbers across the year, or to count meetings attended per member for membership reviews.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Club meeting attendance form: frequently asked questions
Is this club meeting attendance template free?
Yes. It's part of the Forms app on every FileIt account, including the free plan.
Is this for each member to sign in?
It's designed as one register per meeting, filled in by the secretary. For individual sign-in, reduce it to name and meeting date and share it as a public link or QR code.
Can it record whether a meeting was quorate?
Yes. Every meeting except a social event asks whether it was quorate, and if not, what happened about decisions.
Can I attach a paper sign-in sheet?
Yes. Upload a photo or scan, or a spreadsheet, and it's attached to that meeting's PDF.
Does it replace meeting minutes?
No. It records attendance; minutes of discussions and decisions should be kept separately, for example with the meeting minutes template.