Looking for ideas on how to handle a problem.

[JackH]

I am currently working on an access database for the wellness division of the non-profit organization I work for. They are currently tracking all of there members, activities, member attendance, and payments in excel worksheets.

Here is the current table setup:

tblindividuals 1->many tblactivityindividuals many->1 tblactivities many->1 tblsourceactivities
tblindividuals 1->many tblpaymenthistory
tblindividuals 1->many tblmembership

the initial issue is how to handle attendance easily on a form. The person entering attendance, after a class/activity has been held, does not want to look up each individual and then assign the activity and put in the attendance. I need to know how I can assign several individuals at one time to an activity/class and also add the attendance of each individual that attended the class at one time.

Does this make since?

Some thoughts I had were:

1. Create a membership type and somehow be able to assign all individuals that would be allowed that actvitiy/class by the type of membership.
2. Be able to pick the membership type on a form and somehow select all attendees at one time with the specific date and time


Any ideas would be greatly appreciated.

Jack

 

[tina]

you don't say where you're tracking attendance. is there an "attended" field in tblactivityindividuals? or do you have a separate table for attendance?
btw, suggest you use plain text instead of HTML in your posts.

I am currently working on an access database for the wellness division of the non-profit organization I work for. They are currently tracking all of there members, activities, member attendance, and payments in excel worksheets.

Here is the current table setup:

tblindividuals 1->many tblactivityindividuals many->1 tblactivities many->1 tblsourceactivities
tblindividuals 1->many tblpaymenthistory
tblindividuals 1->many tblmembership

the initial issue is how to handle attendance easily on a form. The person entering attendance, after a class/activity has been held, does not want to look up each individual and then assign the activity and put in the attendance. I need to know how I can assign several individuals at one time to an activity/class and also add the attendance of each individual that attended the class at one time.

Does this make since?

Some thoughts I had were:

1. Create a membership type and somehow be able to assign all individuals that would be allowed that actvitiy/class by the type of membership.
2. Be able to pick the membership type on a form and somehow select all attendees at one time with the specific date and time


Any ideas would be greatly appreciated.

Jack

 

[JackH]

HI, tblactivityindividuals is the intermediary table between tblindividuals and tblactivitites. 1 individual can belong to many activities and 1 activity can have many individuals.

tblactivity has the date, start time, end time for each activity. I do not see an attend field. Should that be in the tblactivity table? I don't think I need an additional table for attendance unless that would make it easier.

I changed my posting type to plain text.
you don't say where you're tracking attendance. is there an "attended" field in tblactivityindividuals? or do you have a separate table for attendance?
btw, suggest you use plain text instead of HTML in your posts.

I am currently working on an access database for the wellness division of the non-profit organization I work for. They are currently tracking all of there members, activities, member attendance, and payments in excel worksheets.

Here is the current table setup:

tblindividuals 1->many tblactivityindividuals many->1 tblactivities many->1 tblsourceactivities
tblindividuals 1->many tblpaymenthistory
tblindividuals 1->many tblmembership

the initial issue is how to handle attendance easily on a form. The person entering attendance, after a class/activity has been held, does not want to look up each individual and then assign the activity and put in the attendance. I need to know how I can assign several individuals at one time to an activity/class and also add the attendance of each individual that attended the class at one time.

Does this make since?

Some thoughts I had were:

1. Create a membership type and somehow be able to assign all individuals that would be allowed that actvitiy/class by the type of membership.
2. Be able to pick the membership type on a form and somehow select all attendees at one time with the specific date and time


Any ideas would be greatly appreciated.

Jack

 

[tina]

okay, tblactivities describes each activity, that makes sense.
tblactivityindividuals is the linking table between tblindividuals and
tblactivities. that also makes sense.

*when* are you entering records in tblactivityindividuals?
when a person "signs up" or "is assigned to" an activity? then an additional
field for Attended would be appropriate in this table.
or only when a person actually attends an activity? then
tblactivityindividuals is itself the attendance table.

if tblactivityindividuals is your attendance table: you could use a main
form to choose (or create) the appropriate tblactivity record. then use a
subform to enter each attendee in tbltblactivityindividuals (using a combo
box for the individual's names).

if tblactivityindividuals is your "sign-up" table, with a separate field for
"actually attended", use the main form to select the appropriate record in
tblactivities. the subform (bound to tblactivityindividuals) will
automatically populate with everyone who signed up for the activity. then
just go down the list and checkmark the Attended box for each attendee.
(make the "attended" field a Yes/No data type).

hth

HI, tblactivityindividuals is the intermediary table between tblindividuals
and tblactivitites. 1 individual can belong to many activities and 1
activity can have many individuals.

tblactivity has the date, start time, end time for each activity. I do not
see an attend field. Should that be in the tblactivity table? I don't
think I need an additional table for attendance unless that would make it
easier.

I changed my posting type to plain text.
you don't say where you're tracking attendance. is there an "attended" field
in tblactivityindividuals? or do you have a separate table for attendance?
btw, suggest you use plain text instead of HTML in your posts.

I am currently working on an access database for the wellness division of
the non-profit organization I work for. They are currently tracking all of
there members, activities, member attendance, and payments in excel
worksheets.

Here is the current table setup:

tblindividuals 1->many tblactivityindividuals many->1 tblactivities many->1
tblsourceactivities
tblindividuals 1->many tblpaymenthistory
tblindividuals 1->many tblmembership

the initial issue is how to handle attendance easily on a form. The person
entering attendance, after a class/activity has been held, does not want to
look up each individual and then assign the activity and put in the
attendance. I need to know how I can assign several individuals at one time
to an activity/class and also add the attendance of each individual that
attended the class at one time.

Does this make since?

Some thoughts I had were:

1. Create a membership type and somehow be able to assign all individuals
that would be allowed that actvitiy/class by the type of membership.
2. Be able to pick the membership type on a form and somehow select all
attendees at one time with the specific date and time


Any ideas would be greatly appreciated.

Jack

 

[Ed Robichaud]

Your class/activity attendance is really a Many-Many table, as any one
activity can have many attendees, and any person can attend many activities.

tblPersons
personID - primary key (autonumber)
lastname
etc.

tblActivity
activityID
description
etc.

tblActivityHistory
eventID -primary key
activityID - foreign key (relate to tblActivity)
location
etc.

tblAttendance
attendID -primary key
personID -foreign key (relate to tblPersons)
eventID - foreign key (relate to tblActivityHistory)
etc.

Construct a data entry form with [Activity] info on the main form and the
[Attendees] on the subform in datasheet mode. You should be able to use
your Persons table to lookup any existing person for data entry of
attendance for each person. Display the names in a combobox, limited to
list, but use the personID for bound entry. This will allow quick data
entry of attendees from a sign-in list. A query of all four tables will
show the names of people attending a particular event, along with the event
info, and would be the record source of most attendance reports.

Other main/subforms could be used to show attendance history for a
particular individual, and/or event history for any particular activity.
-Ed


I am currently working on an access database for the wellness division of
the non-profit organization I work for. They are currently tracking all of
there members, activities, member attendance, and payments in excel
worksheets.

Here is the current table setup:

tblindividuals 1->many tblactivityindividuals many->1 tblactivities many->1
tblsourceactivities
tblindividuals 1->many tblpaymenthistory
tblindividuals 1->many tblmembership

the initial issue is how to handle attendance easily on a form. The person
entering attendance, after a class/activity has been held, does not want to
look up each individual and then assign the activity and put in the
attendance. I need to know how I can assign several individuals at one time
to an activity/class and also add the attendance of each individual that
attended the class at one time.

Does this make since?

Some thoughts I had were:

1. Create a membership type and somehow be able to assign all individuals
that would be allowed that actvitiy/class by the type of membership.
2. Be able to pick the membership type on a form and somehow select all
attendees at one time with the specific date and time


Any ideas would be greatly appreciated.

Jack

 

[Stranger]

Thank you for the response. I will try that and see how it goes.

 

[Stranger]

This sounds good also. thanks!!