calendar in Access

[apartain]

Has anyone ever created a shared calendar within Access? It would be similar to MS Outlook, but clearly not as in-depth. I would need to use it for employees to enter their availability so managers can assign projects accordingly. As well, it would be nice if it actually LOOKED like a calendar.

Do you recommend the ActiveX Calendar Control?

[truthlover]

Hi ADezii,

Do you still have this file? I've been asked to do this too, but had no idea it could be done in Access.

Thanks!

If you are interested, I have a fully functional Calendar created entirely within Access via 1 Table, 2 Forms, 1 Class, and 1 Standard Code Module. It was used as a simple Appointment Calendar for a certain Unit within the Philadelphia Fire Department. It is quite simplistic and easily adaptable. Let me know if you are interested.

[truthlover]

Never mind, i found the link elsewhere on the page.
Thanks!

Hi ADezii,

Do you still have this file? I've been asked to do this too, but had no idea it could be done in Access.

Thanks!

[cgrant]

@ADezii
I've built an Access app for a small music school business to register students and produce invoices. I used vba to view and select classes scheduled in Outlook Calendar so that registration records are created. They are adding a second computer so two people can schedule and register. No problem sharing the Access data, but sharing a calendar in Outlook requires Exchange.

Could you please send your Fire Dept app for an example? Thanks so much!
Charlene

[ADezii]

@cgrant
Hello Charlene, I'm sending you a better example of the Calendar since the Fire department Version is proprietary and would not be of much use to you. This Calendar appears to be very popular and I have retrofitted in many times to do things that it was never actually designed to do. Any questions, please feel free to ask.

[cgrant]

@ADezii
Thank you! This makes sense and will save me a lot of time.

[snydertech]

@ADezii
I was curious where this link has gone to?

[ADezii]

@snydertech
It's long gone! Give me some more information as to exactly what you are looking for, and I'll see if I can construct a simple Demo for you, something that can have Multi-user potential.

[snydertech]

I need to set up a nice calendar in access for vaca scheduling. We do this now via excel, however we can't report out of it.

So I need to set up a table with tech's, shifts, company vaca days, requested days off, and covering people for those requests.

Does this give a little insight? I would like to have the front end to be simple where a person can look at the month and just put their name in for vaca. Then a person sees that and they cover it with their name. In the back end, as long as the data is there, I can pull a report to show who has taken vaca, who covered and how many people still need to find coverage.

Thanks!
David

[ADezii]

@snydertech
Believe it or not, I'm actually in Aruba right now Vacationing, but when I return home I'll see if I can come up with anything for you.

[snydertech]

Replying to me... while vacationing... get back to relaxing!!!!!

David

[ADezii]

@snydertech
Just wanted to let you know that I didn't forget you, and am now back from vacation. I'll see if I can get a simple, working Demo for you, and report back in a day or two.

[ADezii]

Okay, I think that I have a Workable demo for you, simply download the Attachment.

1. After the Calendar Form opens, you can Single-Click on any Date to obtain more legible information in the List Box below for that Date.
2. Dbl-Click on any Date to Open the Vacation Requests Form, where you can:
   1. Add a New Technician
   2. Create a New Vacation Request for a Technician
   3. Modify an existing Vacation Request
   4. Cancel a Vacation Request
   5. Assign a Covering Technician for a Requested Vacation Day(s) which is/are not covered
3. After Closing the Vacation Request Form, you can Click on the Sync Command button to update the calendar with the newly Added/Modified information.
4. The code is rather complex, so if you have any questions, please feel free to ask.

[snydertech]

Very nice! This is very much what I am looking for. Just a few questions...

How can I get it to where I can enter in a request, but not have a person covering? It is not liking the 'null' when I do that. This will be a scenario, as we have people putting in reqests, then people coming later to cover them.

Also, I am using access2007 for this. I can't see any tables or anything, just the form. Is this due to be using '07, or is there a setting/macro that I need to disable to view what I need to get at in the backend? I would like to write a couple qry's so I can build a report to show who is pending being covered, who covers for who, etc...

When I pull up a request form and go to select a person to cover, I am not given everyone in the db... why is that? It should include everyone except for the requester I would think...

This is very good work, I greatly appreciate it!

[snydertech]

Okay, I figured out that I have to have a 'not known' or something like it if it is not covered, so thats cool. I will just write my qry based on that. Also, I found how to display the nav bar.

Now, on to play with it... thanks!!

David

[ADezii]

@snydertech

How can I get it to where I can enter in a request, but not have a person covering? It is not liking the 'null' when I do that. This will be a scenario, as we have people putting in reqests, then people coming later to cover them.

1. Double-Click on a Date to Open the Vacation Request Form.
2. Navigate to the specific Technician.
3. Enter a Date Start, Date End, and nothing in the Covered By Field.
4. Reference Buchanan, Clinton, Cobb, and Davalio to see instances where there are Requests without anyone covering them.

Also, I am using access2007 for this. I can't see any tables or anything, just the form. Is this due to be using '07, or is there a setting/macro that I need to disable to view what I need to get at in the backend? I would like to write a couple qry's so I can build a report to show who is pending being covered, who covers for who, etc...

Tools ==> Startup ==> Display Database Window is not selected by choice. Press the F11 Key to bring up the Database Objects Window. Be also advised, that at this point, there is no Back End just a Stand Alone Database. To Split the Application is a simple matter once you get things ironed out.

When I pull up a request form and go to select a person to cover, I am not given everyone in the db... why is that? It should include everyone except for the requester I would think...

The Covered By Field will display everyone but the Requestor. This is handled in the Row Source for the Covered By Combo Box in the Sub-Form. This Row Source is qryTechsCovered. Take a look at it to see how this is done.

I'm really not sure what you mean by:

When I pull up a request form and go to select a person to cover, I am not given everyone in the db... why is that?

snydertech, don't forget that this is a thrown-together Demo, not a full blown Application.

[silentcrows]

Hi Adezzi,

I couldn't be terrible and ask for a copy of this as well. I've been trying to build an events calendar in my database for a while and not had much luck with getting it to work. It's a marketing database where all the advertising that's booked in is listed with a start and end date. I just want something that will show when we have to remember to do the advertising as a proper calendar. Looks like the calendar on the first page of posts would work perfectly, but it's not available anymore :(

Thanks in advance!

[ADezii]

@silentcrows
I'm on Vacation right now and cannot get to all my resources. Provide me with all the details, namely:

1. What exactly you are trying to accomplish.
2. Table Name.
3. Field Names and Data Types, including [Start Date] and [End Date].
4. What info to display in the Calendar Date Field, keeping in mind the severe restriction on Text Length.
5. What info to display in the List Box at the bottom of the Calendar for each Date once it is clicked on.
6. Sample Data, say 12 Records, for August 2009.
7. Anything else that you think may be relevant.

P.S. - Once I have all this info, I'll see what I can do, but you must be patient in this matter.

[silentcrows]

@ADezii
I'm trying to create a booking calendar, to show what bookings have been made and therefore whether there are any clashes, visually. The data required is over two linked tables but I've made a query to join the two. The name of the query is OrdersCal.
The field names are:
Order Type
Start Date
End Date
Organization Name

I just want the order type and the organization name in the Date Field.

There are other fields that it would be nice to have in the list box on click but there are different information fields for each different order type, for instance for "Posters" there's a field called "poster type", or "Stall"- Stall Type. So I suppose some conditional formatting would be able to do this but really don't worry if its complicated.

Sample Data:

Order Type    Start Date    End Date    Organization Name
Posters    01/09/2009    14/09/2009    Table Talk Media
Posters    05/09/2009    19/09/2009    BAM Student Marketing
Freshers Handbook    01/09/2009    01/09/2009    PC World
Freshers Handbook    01/09/2009    01/10/2009    Apple
Freshers Handbook    01/09/2009    01/10/2009    Fabric
Freshers Handbook    01/09/2009    01/10/2009    TV Licensing
UCLU Map    01/09/2009    01/10/2009    Fabric
Freshers Handbook    01/09/2009    01/10/2009    Fabric
Freshers Fair    01/10/2009    02/10/2009    London Symphony Orchestra
Freshers Fair    01/10/2009    02/10/2009    St Johns Ambulance
Freshers Fair    01/10/2009    02/10/2009    International Students House
 

As for any other details, I haven't seen the calendar you did before but I presume that it's possible to have events over more than one day.

Any help on this would be fantastic. You seem like an absolute star!

[ADezii]

@silentcrows
I should have a workable demo for you some time this weekend or early next week when I return from Vacation. Keep monitoring this Post.

[ADezii]

Rather than bore you with details about how I adapted the Calendar Database to your specific needs, I'll simply list some relevant points, than make an Attachment available for you to download. Look it over carefully, and should you have any questions, please feel free to ask.

1. tblEvent is the Primary Table and consists of the following Fields:
   1. [EventID] - {AUTONUMBER/PRIMARY KEY}
   2. [Order Type] - {TEXT 50}
   3. [Start Date] - {DATE/TIME}
   4. [End Date] - {DATE/TIME}
   5. [Organization Name] - {TEXT 50}
2. All Fields in tblEvent are Required.
3. The following Table Validation Rule was created for tblEvent:
   

   [End Date] >= [Start Date]

4. Clicking on any Date Field in the Calendar will populate the List Box below with all information related to that specific Date.
5. I realize that you are utilizing a Query as your Primary Source of Data for the Calendar. The concept used for my single Table and your Multiple Joined Tables via a Query is exactly the same, and is reflected in how your write the SQL Statement used to actually populate the Calendar.

[silentcrows]

Thanks so much for this! I've installed it into the database and all seems well but it won't open yet. I've renamed the query to tblEvents and created a blank table with the fields required called tblEventTemp. But when I open the calendar it comes up with the error message Error inpopulatecalendar() "type mismatch"

Obviously this seems as though the data types that are moving to the temp table aren't the same but I've checked and theyall seem to be, nothing springs to mind when I mention this?

[silentcrows]

oh and thanks so much by the way!

[ADezii]

@silentcrows
Not a problem, glad to help.

[ADezii]

@silentcrows

when I open the calendar it comes up with the error message Error inpopulatecalendar() "type mismatch

Very difficult to diagnose this problem from the opposite end of a Web Page, I'll send you my E-Mail Address in a Private Message. If it is OK with you, you can then send me the Database as an Attachment (Zipped), and I'll be happy to look at it when I get a chance. You've come this far, now just go a little further.

[Daadian]

Could someone maybe post a link directly on the website forum ?? Funny how this one post has gone on for over a year now with everyone clamouring over what seems to be a working scheduler/appointment calendar for ms access. You'd think they would have one built in by now. Anyway. I'd love ot have a copy of it as well. Thanks

[ADezii]

You are actually in a Parallel Thread. Download the Attachment in Post #246 after following the Link below:
Ms Access Calendar - Page 5

[NeoPa]

As indicated, there is a parrallel thread where this discussion may continue. As it is not helpful for two threads to proceed in parrallel I am locking this thread to further posting. Anyone wishing to get involved in the discussion may do so in the other thread.
Ms Access Calendar