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Creating a checklist from a table to indicate attandance

P: n/a
I have to create an attendance list for a meeting that will have
attendees that are both on the committee and non member participants.
My thinking is to create a form that has the member names listed with a
check box next to their names in one section of the form, and a list
box in another section to fill in those non-member attendees. To
complicate matters, the report must show name and title, which are 2
distinct fields. Also, the member list may change over time, so the
check boxes would have to be generated from the table of members, and
vary as members join the committee.

Any thoughts would be greatly appreciated.

Dec 19 '05 #1
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4 Replies


P: n/a
Well, to break it down:

Members:
You can just add a checkbox field in each member's record and bind a
checkbox control on your form to that field. That way, you'd always
have everyone listed on the form as long as they had been entered into
the table of member names. I would also give each of them a unique
identifier to use as a primary key, and in the table that holds their
titles, add the same thing as the foreign key. That way you'll have no
problem getting the member name and title into the report.

Non-Members:
You could create a separate table for non-members and bind your ListBox
to it, if you like. I would probably do away with the ListBox and
simply replace it with a subform in Datasheet view, bound to your
non-members table. When your user types in a non-member's name, it
would create a new record in the table that you can use later. Make
sure there's a unique key in this table as well.

Report:
Just put together a query that selects the member name and title from
the two tables, joined on your unique identifier. A subreport, bound to
your non-members table, will display every non-member who showed up.

Dec 19 '05 #2

P: n/a
In terms of the member list, I need to store this info in a separate
table, so that I can track who attended what meeting. The non member
list is not a problem (I like the subform datasheet idea), but I am
having trouble on the backend combining the data so that I can track
and report. Also, the linked checkbox idea works, but this is a
database I don't plan on working on much more than design and
distribute, so is there a way to have the form automatically add and
delete checkboxes for members (similar to the Switchboard where
depending on how many items you have, that is how many buttons you
see).

My thinking at this point is to have a Yes/No for current membership,
and a query that would remove them from the form, but how do I set up
the list, and how do I track that info back to a table.

Thanks for the help thus far.

Dec 19 '05 #3

P: n/a
I asked this question (or something very close to it) a long time
ago... basically what you have is an person - attendance database. (my
version is probably a serious simplification)

It is here:
http://groups.google.com/group/comp....792fe43b1c0693

Basic table structures:
tblMembers(MemberID, FirstName, LastName...)
tblMeeting(MeetingID, MeetingDate,...)
tblAttendance(MeetingID, MemberID, IsPresent)

All Members who should be at the meeting:
SELECT M.MemberID, M.FirstName, M.LastName, Mtg.MeetingID,
Mtg.MeetingDate
FROM tblMembers As M, tblMeeting As Mtg
WHERE Mtg.MeetingDate = (Some Date);

This will produce all members and your single date.
You can then append this to your join table - tblAttendance.
Then you can check the IsPresent...

Dec 19 '05 #4

P: n/a
If you make a repeating form with a checkbox (bound to your checkbox
field in your members table) and textboxes for the member name, and
bind the form to your members table, it will show one checkbox for each
record (each person) in the table. As members are added or deleted, the
form will show all of the people who are in that members table, no
matter how many or few there are.

Dec 19 '05 #5

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