Seeting up a Table of Meeting Attendance Results

[Lou_Reed]

I am working on setting up a system that create a list of people who either attended a meeting and/or got an invitation to that meeting. The number of people who attend anyone meeting is flexible because it is somewhat random.



We can assume that more than one person will attend a meeting. We can also assume that not everyone in a branch or group will attend a meeting. So the amount of persons at a meeting is
two or greater, but less than N where is the total number of people in a branch.

But how do we show that? It seems a easy, but I think that it is not. The list of employees that are relevant to any one meeting is N - n. where n is the number of people that neither got an invitation and did not attend the meeting ,and N is defined above.

I am unsure as to how to do this. I believe it can be done by a query, but how? Queries are always used to organize data and this clearly is organizing data.

It seems that before the meeting the only relevant information is the meeting date, time and who was invited. Who attended will come later, again being careful to avoid double counting. The complete information - to sum up - is to show as the people who attended the meeting and the people who were invited, and the people who were invited but did not attend.

Any help appreciated. Thanks in advance.

Respectfully,

Lou Reed

[Homegrownandy]

There are a few parts to this so, lets see where you're at now.

1. Forget attendance for a second, are you able to see who was invited? just a big list of people who were invited to a meeting?
2. Assuming you do. In that junction table you can mark off attendance.
3. if you use a checkbox to mark these people who attended off, you're left with two lists. Those who attended and those who did not. You can see this via the ID for the meeting. Then a true/false criteria in a query to show which ever list.

[ranman256]

make a 'report' table,tMeetAttd, that has NAME, Branch,MEETDATE, INVITE, ATTEND
1. empty the tMeetAttd table
2. run append query that adds all persons name, branch , and the date of the meeting
3, run an update query to set all persons who got the invite. Set invite= 1
4, run an update query to set all persons who attended the meeting. Set Attend=1.
5, run report to display the results.

put all these queries into a macro, then simply run the macro.
you may need a form to pick what date the meeting was to use as criteria.

[Lou_Reed]

make a 'report' table,tMeetAttd,  that has NAME, Branch,MEETDATE, INVITE, ATTEND

I agree that there should be a report. However, the record source for the report should be either a query or a form.


To take your advice, I am not sure why the first step.

1. "empty the tMeetAttd table." This would clearly be empty when it is just created. However, in each successive time of populating the tMeetAttd table it would clearly need to be emptied.

So it could contain the new results and only the new results.

Is this your logic here?

Respectfully,

Lou Reed

[Bulzie]

Are you using Outlook or something to book rooms, send meeting invites, etc. or is it a custom system you built to create meetings, book rooms and invite people? If custom I think you need to post your tables and relationships for others to help.

[Lou_Reed]

No Outlook is only being used to send meeting invitations. Maybe it the future it will be used for something else. It will not be used for anything else now.

Respectfully,

Lou Reed

[Homegrownandy]

You can even send all the meeting invitations out via access too.

[Lou_Reed]

I have sent meeting invitations out using MS Access 201 and Outlook together. It works fine.

Now I am moving on to see who actually attended the meeting.

That is the purpose of this thread.

Now let me see, I can create an append query that adds all persons (employees, name branch, etc) and the date of the meeting?

Respectfully,

Lou Reed

[Bulzie]

So you have a sign-in sheet and after meeting, that is who attended and someone inputs those who attended(check box on the meeting invite list). Then your data is there and you can create reports or whatever.

[Lou_Reed]

Okay, but why an Append Query? It does not seem that this would be correct. I can understand the Update Query, but an Append Query?

Why use that?

Any help appreciated. Thanks in advance.

Respectfully,

Lou Reed

[jwhite]

As Bulzie suggested, you would take the meeting sign-in sheet to the computer, open the form for the meeting, then tick-off those that attended the meeting. If you want to record why they didn't attend, then have a sub table of applicable/used reasons that includes "Attended" - storing the primary key of the selected reason in the tblMeetings table. With this one field you can track if they attended and if they didn't - what was the reason.

[Bulzie]

Lou you been asking questions on this site long enough to know what those are. But if you want people to give more detailed answers, then post your tables structure and sample data.

[Lou_Reed]

Okay, but I have never asked any question about an Append query. I just was avoiding doing one, it seems that I must do one now. Hence, the question on the Append Query.

I know how to do an Update Query, I just do not know how to do an Append query. It would be a lot help if at first I was told specifically why it is needed.

Respectfully,

Lou Reed

[Bulzie]

It appends (adds) data to the end of a table. You select the table you want the data to come from, then i asks you for the table you want to append or add the data to. You match up the fields in the query and go. It will append a specific record or all records depending on how you design the query part of the Append query. Copy a few tables in a database and play around with it.

[Homegrownandy]

Imagine a select query, which is what you will be doing normally. This created the list of data you want to append. Then just select the table to append to and match up the fields.