Where to properly add data from a Form to a table?

[KingOf206]

With some help from a few people on here I have just finished my table structure for my "Events Database" I want to be able to manage events, add clients to them, etc.



Here is a pic of my structure:


I will be making 4 Forms for sure, those will be:

-Frm_Clients
-Frm_Employees
-Frm_EventLocations
-Frm_Grouptype

Each of the above forms will populate the corresponding tables "Frm_Clients" will populate "Tbl_Clients", etc...

My questions:

1) Do I need to have a 2nd EventID such as EventName? would this solve my problem ? (I don't think this should be done, your thoughts?)

2) I have never used Junction tables before, but I was told this is what my database needed to handle the "many-to-many" relationships I had before (which are now gone). However, when I begin to add "events" it seems to me that because in the "Tbl_Events", I have EventID which means I can only have 1 unique Event.

Here is some example data to describe what I want to do:

Event Location = UW Ballroom
Group type = Freshman
EventID = 1
Employee = Leland
Clients = Jon smith, Jane doe, etc

(Im leaving out other details, you are free to fill in whatever you want. I am just using a basic example. Start time, Cost, etc, don't matter for now)

How will I be able to make 1 event to hold 30 clients? I am confused at where this information should go as in what form to put this in, do i put this in the events table? It seems like I cant do that because each event has only 1 EventID. I need help as to where "Adding clients to an Event" should go & created a form where I can have 1 event and have many clients attending.

Here is a copy of my current "Events Database"

Leland's Event Management Database.zip

[JamesDeckert]

>>How will I be able to make 1 event to hold 30 clients?
you'll have a form for the event with a subform containing the clients. Walk through the form wizard picking fields from the event, then before going on select the junction table and its fields, then select the clients table and its fields. The next screen will ask what layout you want and you want the event on top and the clients in a subform datasheet view.
>>Do I need to have a 2nd EventID such as EventName? would this solve my problem
I don't know what problem you're referring to, but I don't think you need another ID field. What would it be for?

[KingOf206]

Overall I am very confused as to what you really mean. I have tried doing what you ask a few different ways, but every time I do it, the form "appears blank" when i go into "Form view". Is there another way you could explain what you mean to me...

When you say "then before going on select the junction table and its fields".... Which Junction table should I be using? I have 3 of them

Also when I do move on to the "layout" part, It only asks me if I want it "tabular", justified, etc. it is not how you described.

>>How will I be able to make 1 event to hold 30 clients?
you'll have a form for the event with a subform containing the clients. Walk through the form wizard picking fields from the event, then before going on select the junction table and its fields, then select the clients table and its fields. The next screen will ask what layout you want and you want the event on top and the clients in a subform datasheet view.
>>Do I need to have a 2nd EventID such as EventName? would this solve my problem
I don't know what problem you're referring to, but I don't think you need another ID field. What would it be for?

[JamesDeckert]

>>Which Junction table should I be using? I have 3 of them
you need the junction table which is between the tables which you want data from.

you need to select the fields from tbl_events, junc_clientandevents, tbl_clients. So when the wizard asks what fields you want from a table select one of these tables and then the fields (just select all fields to get this working), then select the next table (all fields), and the third table (all fields), then it should ask what layout the form is to be in.

[orange]

1) Do I need to have a 2nd EventID such as EventName? would this solve my problem ? (I don't think this should be done, your thoughts?)

In a few lines, What exactly is an Event? If it has a name, then EventName would be an attribute of Event --where attribute means --something about an Event we wish to record/use. Do not confuse EventID and EventName.

Consider a TV---
serialNumber: 123456TTH89,
Model: LSN93-2345
Make: Zenchow
Manufacturer: ChinaTV Inc.

Common description: 42" Zenchow Smart TV LED

All attributes you might be interested in.

[ssanfu]

Looking at your relationships again.....

Q1) Can one event be at many locations AND one location have many events?


Why is employee data in the events table?
Attachment 22373

[KingOf206]

I think the answer to your question is "yes" but Im not sure... Here is an example of how my events business will operate:

Lets say I have 3 event locations:

-Ballroom
-Joes Bar
-Sallys House

Lets say each of these locations I am hosting an event on the same day (saturday night on the 5th) at the same time (7pm). I can have 3 business's of the same type, have an event at each location at the same time. and then the next week, I can have 3 totally different (or even the same) business types at these same locations.

Does my example answer your questions with a yes?



IN ADDITION, I HAVE CHANGED MY RELATIONSHIPS TO YOUR SUGGESTED ONES, but I am confused as to how I can add clients to a single event or how I can add 2 employees to a single event. This is where I am stuck also...

Looking at your relationships again.....

Q1) Can one event be at many locations AND one location have many events?


Why is employee data in the events table?
Attachment 22373

[KingOf206]

I am not sure "eventname" is necessary, but here is how I would define what an "event" is:

A single event will have:
-1 Location
-20 to 40 clients (there is a Limit for events. around 40-45, is the max but not sure how that plays in)
-1 Event Date
-1 to 2 Employees (host/hostess)
-1 Event Start Time
-A group type (age group, business group, etc)
-Cost (some people may get a discount if they register for an event early)

I think that pretty much sums it up...I am sure not if i need to have an "EventName" what do you think?

In a few lines, What exactly is an Event? If it has a name, then EventName would be an attribute of Event --where attribute means --something about an Event we wish to record/use. Do not confuse EventID and EventName.

Consider a TV---
serialNumber: 123456TTH89,
Model: LSN93-2345
Make: Zenchow
Manufacturer: ChinaTV Inc.

Common description: 42" Zenchow Smart TV LED

All attributes you might be interested in.

[KingOf206]

Also, RE: "GroupType" it sounds like you are saying I should just get rid of this table completely, and replace it with "Event name"?

So "Event Name" would be a field itself, with "default values, such as "age group, business name, theme, etc"??


ALSO:
-I Just realized that you had me move the employee start/end times to the junction table (Which does make sense), but in order to populate these fields is this going to have to be another form I need to use to populate these time fields?

Looking at your relationships again.....

Q1) Can one event be at many locations AND one location have many events?


Why is employee data in the events table?
Attachment 22373

[orange]

Kingof206,

Here is a brief description/definition of Event from Merriam Webster:

a : something that happens
b : a noteworthy happening
c : a social occasion or activity
d : an adverse or damaging medical occurrence <a heart attack or other cardiac event>

3
: any of the contests in a program of sports

[KingOf206]

Orange,

Lol. Thanks. Mine would definitely fall under "c" as it is a social activity. Not sure where this is going tho..

Kingof206,

Here is a brief description/definition of Event from Merriam Webster:

a : something that happens
b : a noteworthy happening
c : a social occasion or activity
d : an adverse or damaging medical occurrence <a heart attack or other cardiac event>

3
: any of the contests in a program of sports

[orange]

I was just trying to find out what an event was in your context. You gave me several attributes location, participants, date...but nothing re description/definition.

eg: public hanging, DJ, car washing, opening of Shopping Mall etc.

It was just to get some ideas of what your database was about and the business it would support.

A comment on Junction tables: sometimes it makes things easier to understand or facilitates communication if you have a name such as---
tblEventTakesPlaceAtLocation or jncEventTakesPlaceAtLocation
tblEmployeeIsHostAtEvent

tblEmployeeHasTakenCourse

None of this is mandatory, but can be helpful in communication.

Steve is giving good advice on structure, so stick with it. My comments were more for clarification.

[KingOf206]

Orange.

Ok in that case my events will be a social gathering for people of a smiliar "type". They can get together, meet, exchange ideas, and possibly exchange business cards for future meetings between them. .

I will be getting new clients all. Meaning I will have more new clients at events than returning ones, but that is to be expected.

Does this help more?


Also did you read my comment about having an "event name"? Just curious as to your thoughts about it

I was just trying to find out what an event was in your context. You gave me several attributes location, participants, date...but nothing re description/definition.

eg: public hanging, DJ, car washing, opening of Shopping Mall etc.

It was just to get some ideas of what your database was about and the business it would support.

A comment on Junction tables: sometimes it makes things easier to understand or facilitates communication if you have a name such as---
tblEventTakesPlaceAtLocation or jncEventTakesPlaceAtLocation
tblEmployeeIsHostAtEvent

tblEmployeeHasTakenCourse

None of this is mandatory, but can be helpful in communication.

Steve is giving good advice on structure, so stick with it. My comments were more for clarification.

[orange]

If EventName is something you use for statistics or in communication with clients or employees, then I'd use it. If you don't refer to events by names then don't add something you don't use/need.

[KingOf206]

Orange,

Well I don't know if I need a name. . The way I would describe an event to a client would be a combination of the "Group type and location"

Should. I combine these to make an event name?

If EventName is something you use for statistics or in communication with clients or employees, then I'd use it. If you don't refer to events by names then don't add something you don't use/need.