event management

[Jessica]

I am with a small non profit. Weekly we travel as a group to various churches
in our area. I would like to create an events table in our church database
that can link to the contacts table. I also need to print out a customized
form that has all of the important event details (church info from contact
table and date etc from event table).

Does anyone have any suggestions on the best way to set this up. I am a
fairly new access user...Thanks!

 

[Fred]

Assuming that your church database is in Access.....

Find out the name and type of the primary key field in the contacts table.
Create your events table with all of the information that you want to track,
and include a linking field of the same type as the PK in your contact table.
For simplicity, you can even use the same field name as the PK in contacts.
Then link those two fields.


Although not needed yet, you could also add an autonumber "EventNUmber" PK
field to your events table.


To clarify one point, you'd be printing a report, not a form. There are
lots of ways to do that depending on the specifics of what you want to do and
the nature of your data (i.e. is the relationship between contacts and events
one to one, or can there be several of one associated with one of the other?)

 

[Jessica]

The relationship would be one to one. Each event would correspond with one
church. Therefore the "report" would simply be a hardcopy of the event...we
call it a rally sheet. This report will should have all of the event info on
it..ie church name directions, any other specifics.

What's the best way to create this report?

 

[Fred]

Hello Jessice,

My "is the relationship between contacts and events
one to one, or can there be several of one associated with one of the
other?" "question" was actually a 2 way question (= 2 questions). You only
answered one of them, but for your mission (desired report) as you describe
it, only that one answer is needed.

Assuming that you've done the other stuff that I described, create a query
with both of the discussed tables in it.

Then create a report using that query as it's data source. Change / verify
the join to "include all records from events" .

Then create a report (via any method) using that query as it's data source.
All of the fields from both tables will be available in the pick list. At
this point it's just the most basic report design but would be happy to help
with any questions.

Hope that helps

Fred

 

[Jessica]

Thanks Fred! I am going to get to work and let you know how it all turns out.
You have been most helpful...