Free tool register & sign-out sheet template
A simple spreadsheet for tracking who has every tool and where — no electrical test dates, just custody. Download it, or skip the spreadsheet and let SiteWarden keep it live from a tap on the tool.
What's in the template
- Tool ID / description — a unique code and a plain description.
- Category — power tool, hand tool, plant, etc.
- Status — in (at the depot) or out.
- Checked out to / site — who has it and where.
- Date out and date returned.
- Condition and notes — flag anything damaged.
Open the CSV in Excel, Google Sheets, or Numbers — plain text, no macros.
Tool register vs test and tag register
These are two different documents that often get confused. A tool register (this page) answers "who has this tool right now?" A test and tag register answers "when was this tool last electrically tested, and when is it due again?" Most trade businesses need both — SiteWarden keeps them as one system, updated by the same tap.
Frequently asked questions
What’s the difference between a tool register and a test and tag register?
A tool register (this page) tracks custody: who has each tool right now, and where. A test and tag register (see our separate template) tracks electrical safety testing: when a tool was last tested and when it’s due again. Most businesses need both — they’re commonly combined into one system, which is exactly what SiteWarden does.
How do I keep a sign-out sheet up to date in practice?
The honest answer: most paper or spreadsheet sign-out sheets fail because updating them is an extra step someone has to remember, separate from actually grabbing the tool. Systems that tie the record to the moment of hand-over — like a tag a worker taps — keep far higher accuracy because there’s no separate step to forget.
Do I need a sign-out sheet for a small number of tools?
If you can hold the whole inventory in your head and never lose track of who has what, you may not need a formal register — but most businesses with more than a handful of tools and more than one worker find that assumption breaks down quickly, usually right when it matters (a tool goes missing, or an insurance claim needs proof of ownership).
Get the register done for you
Leave your email and we'll send you the template plus a short guide to keeping your register audit-ready — and a free trial link if you'd rather it kept itself.
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More free resources
- What Is Test and Tag? A Complete AU/NZ GuideWhat test and tag means, who has to do it, and what the WHS Regulations actually require.
- AS/NZS 3760 Test and Tag Register Template (CSV)A free, ready-to-use spreadsheet with the exact fields an inspector expects to see.
- Test and Tag Intervals by Environment (AU/NZ)How often tools need retesting on a construction site vs a factory vs an office.
A register that updates itself
A sign-out sheet only works if everyone remembers to update it, every time. SiteWarden ties the record to the moment a worker taps the tag on the tool — no separate step to forget, no dropdown form, two taps and it's done.