Gym attendance sheet
Download attendance sheet (CSV)This free gym attendance sheet gives each member one row per class. It works for BJJ, judo, karate and mixed-discipline academies because the discipline is recorded alongside the session, rather than inferred from a member's current belt.
Set up the sheet
Open the CSV in Excel, Google Sheets or Numbers. Save a working copy in that app's format before adding filters or formulas; CSV stores plain values and does not preserve formatting or multiple tabs.
- Fill in the session date, start time, discipline, class type and instructor.
- Add a member reference and name for each expected participant. Use your existing member reference consistently to avoid confusing people with the same name.
- Enter Yes or No in Booked and Checked in. Leave these blank until the information is known.
- After class, set Attendance status to Attended, No-show or Cancelled. Use Cancelled when the member cancelled their place; remove a cancelled class from attendance comparisons entirely.
- Add walk-ins as new rows with Booked set to No. Record who confirmed the roster and when.
What each field records
| Field | How to use it |
|---|---|
| Session date and start time | Identify the specific class, using YYYY-MM-DD and a consistent local time |
| Discipline and class type | Keep BJJ fundamentals separate from open mat or another discipline |
| Member reference and name | Match a visit to the right person without adding contact or payment details |
| Booked | Record whether the person reserved a place |
| Checked in | Record whether the arrival step was completed |
| Attendance status | Record the instructor's final attendance decision |
| Confirmed by and confirmed on | Make the person responsible for the roster visible |
| Correction note | Explain an operational correction, such as a visit moved to the right session |
A blank status means the row still needs review. Do not count it as an absence. For a booked member who cancels, keep Booked as Yes and record Cancelled as the final status so the history remains understandable.
Review one class at a time
Filter by session date and start time, then by discipline and class type if sessions overlap. Count only rows marked Attended when measuring visits. Count Booked separately when measuring demand. Before sharing a total, check that the same member has not been entered twice for the same session.
For example, 12 confirmed visits in a class with 20 available places gives 60% attendance-based utilisation. This is an illustrative calculation; the sheet does not choose your class capacity or calculate utilisation automatically. A full booking list may produce a different result, which is why the two records stay separate.
Keep access to the working sheet limited to the staff who need it. Avoid health details or private member conversations in the correction notes. If you print a roster, use a copy containing only that session's necessary columns.
When to move beyond a spreadsheet
This file does not send reminders, validate entries or synchronise bookings. If several staff members routinely correct different copies, choose a single source of attendance records and agree who owns each session's review.
The attendance tracking guide explains corrections, discipline-specific history and promotion reviews in more detail. Matpass includes bookings, QR and kiosk check-in, and attendance history. Explore the features or join the waitlist.