Free Jobsite Sign-In Sheet Template

A jobsite sign-in sheet template records who came onto your site, who they work for, and when they arrived and left. It answers two questions: who is on site right now if something goes wrong, and who was there last Tuesday when the damage happened. This free sheet has 25 lines per day, works out the hours on site in Excel, and has a column to confirm each person got the site orientation.

When you need one

On any site with people who are not on your payroll: subcontractors' crews, inspectors, engineers, the customer's designer, suppliers who come past the gate. On bigger jobs the general contractor often requires it. Whether a sign-in record is mandatory, and what it has to contain, depends on your province's health and safety rules and on the site's own rules, so check both. For two of your own people working alone at a house, it is overkill.

What's in the template

• Header. Company, project, site address, date, site supervisor and their phone number, the assembly point and the first aider on site. Those last two are at the top on purpose: people read them while they sign.
• 25 numbered lines. Name in print, company, role or reason for the visit, phone, time in, time out, hours on site, site orientation done (Y or N), and signature.
• Hours on site. Worked out from time in and time out, including a shift that runs past midnight. The line stays blank until both times are filled in.
• Totals. People signed in (it counts the names) and total hours for the day.
• End of day. A line for the supervisor's initials confirming everyone signed out, then signature and date.

Print the CSV for the clipboard at the gate, then type the day into the Excel file at the office to get each person's hours and the headcount.

How to fill it in properly

1. One sheet per day, at the entrance. On a clipboard with a pen tied to it. A sign-in sheet in the foreman's truck is not a sign-in sheet.
2. Print the name, then sign. A signature alone can't be read six months later. The company column matters most: you want to know which sub had four people on site, not only their first names.
3. Type times as 7:30 or 15:45 in Excel. Entered as 730 or 7h30, Excel doesn't see a time, and hours on site come out as 0 or an error.
4. Treat a blank time out as a warning. It is either someone still on site or someone who left without signing out. Before you lock up, every line needs a time out and the supervisor's initials at the bottom.
5. Mark orientation Y only once it is done. Hazards, assembly point, first aid, site rules. A sub's new hire on day three of the job is new, even if their company has been there all week.
6. Keep it right during the day, not just at the end. In an evacuation, this sheet is the headcount at the assembly point.
7. Use it to check time and material bills. Sort the Excel version by company and add up that company's hours. "We had four guys there all week" gets settled by the sheet.

What to keep on file

File the daily sheets by job and date, next to that day's daily log. They are what you pull out after an incident, an insurance or damage claim, or a dispute over a sub's hours. How long to keep them depends on your province, your contracts and your insurer, so check with them.

Your crew in JobSnap, everyone else on this sheet

For your own employees, JobSnap replaces the sheet. Workers clock in from their phone, or the shift starts by itself when they enter the jobsite geofence and ends when they leave. A foreman can clock in the whole crew at once, or you can put a tablet at the gate or the trailer in kiosk mode: it stays locked on the time clock, the crew punches in on that one device, and getting out of kiosk mode takes the manager's sign-in. Every punch records the location, and the office sees who is clocked in, live, on the web dashboard. The hours go straight onto the timesheet by job, so the gate record and payroll can't disagree. See time tracking for how punches are reviewed and corrected.

Subs' workers, inspectors, visitors and drivers sign this sheet at the gate, along with the site orientation record, and the app handles your own crew. On a site where only your crew works, you can drop the paper.