Tracking Attendance

[Guest]

I need to track the attendance of 50 people to multiple events. I cant seem
to figure out how to link my tables though.

I have one table with a a list of all members and their status. Their name
is my key.

My second table is a listing of all events. The key is an autonumber. In
the table I have date, start time, end time, day of the week, and notes.

I have a 3rd table for the events that took place in each meeting. This
table does not have a key. In it I have, meeting ID (the key in my 2nd
table), event type (a lookup with values I typed), start time, end time.

What I would like is to be able to open up my meeting table, and for each
meeting, have a listing of all members with check boxes for whether or not
they attended. I cant figure out how to get this to work without making each
member a field of their own.

Help?

 

[Guest]

I would do it this way:

Table 1 (Employees)
Name (*)
Status

Table Two (Events)
Event (*)
Date(*)

Table Three (Event/Employee)
Event(*)
Employee(*)

Where (*) is the primary key.

Then you just tie all the primary keys together through Table 3. Using Two
Primary keys in table two would allow you to have an event with the same name
more than once per year.

 

[Guest]

Ok, assumin I set it up that way, how would I easily select which employees
were at each event?

 

[Guest]

Hi Tiffany,

You will need a junction table between members and Events. Say it is named
"Participating Members" table, it will need to have the MemberID and Event ID
as the composite primary key. This will resolve the many to many relationship
between members and events.

You can then create a form to select Meetings and Events and then select the
participating members.

If you need further help in setting up the access application, you can send
the file to the email address (e-mail address removed) to have the forms
set up to select and view members for the meeting events.

Regards,

 

[Joseph Meehan]

I need to track the attendance of 50 people to multiple events. I
cant seem to figure out how to link my tables though.

I have one table with a a list of all members and their status.
Their name is my key.

I hope you don't get more than one John Smith. You normally should use
a separate field for first middle and last name so you can have the option
to sort or display the name in different formats.

My second table is a listing of all events. The key is an
autonumber. In the table I have date, start time, end time, day of
the week, and notes.

I have a 3rd table for the events that took place in each meeting.
This table does not have a key. In it I have, meeting ID (the key in
my 2nd table), event type (a lookup with values I typed), start time,
end time.

You need a key in this table also.

Can I assume that your "Events" are the meetings?

/---------#3 Events @ meeting
#2Meetings(Events)-
\--------- #1 Members

What I would like is to be able to open up my meeting table

Tables are only for storing data. You want to use a query, report or
form to display edit or print data.

, and for
each meeting, have a listing of all members with check boxes for
whether or not they attended. I cant figure out how to get this to
work without making each member a field of their own.

Help?

I would suggest using an IF statement to set the condition of your check
boxes in a report or form.

 

[Guest]

I dont want it to be conditional though. I want to open my Event form, click

 

[Guest]

Microsoft has a Classroom Management template available. That template has a
form/subform for showing people enrolled in classes, with the subform being
used as a list of those in the class. A person is actively selected to be on
the list, rather than having a complete list of people, with some sort of
checkbox to indicate that the person attended.

http://office.microsoft.com/en-us/templates/CT011366821033.aspx

 

[Joseph Meehan]

I dont want it to be conditional though. I want to open my Event
form, click on a button for my members and have a list of all of them
display, with boxes to select whether or not they were there.

That should not be a problem. I see mnature has posted information on a
sample database. I suggest you follow up on that. It should offer some
good ideas.