perhaps i should explain a bit better after re-reading that, they would
not be adding at the same time, and possibly having a set time to use
it.

So for instance,
Darren would use the sheet from 9 til 12 adding entries,
Duncan would use the sheet from 12 til 3 adding entries.
at 4 o clock an email/printout/report would come from somewhere and get
given to Jon who would then know what new entries had been added.

Does that read a bit better? I have a tendancy to rant when i get
typing, apologies!