Help needed

[mark_jarman1]

hi,

i am tryin to make a clock in and out form, i have made the form. you use a staff number to clock in and then click clock in, then it opens a blank new form so that the next person can clock in, but the problem i have is when they clock out it does record the time, also how to do u clear the form for the next person to clock in.

Thank you

Mark

 

[Dreamboat]

So you have a table underlying the form? What are the fields?

If I enter my emp number and hit clock in, that should create a record with my emp number and clock time, yes?

If you use the forms wizard to create the form from your table, it'd be really easy for you to make this work. In your table, set the default clockin time as =now()

 

[mark_jarman1]

"If I enter my emp number and hit clock in, that should create a record with my emp number and clock time, yes?" this is correct i am new to this so i don understand all the terms used

it will record clock in time but wont do anythink else. also if the person then clocks out it works if the staff number has not been changed. but it wont allow me to clock them in again

Any help would be nice

 

[Dreamboat]

Please answer my first questions:

So you have a table underlying the form? What are the fields?

You must have a table with at least 2 fields in it. Did you create it?
Do you need real down and dirty help here? Like...should we start from the very beginning?

 

[mark_jarman1]

The fields are

Staff Number
Clock In number
Clock Out Number

i would upload it but it is bigger than 100kb

 

[Dreamboat]

Can you email it? (email now removed by me)
I'm afraid I have to do the hands-on thing. My brain doesn't work like others' do.

What I am thinking is this:
Clock in done on your form.
Create a query where clock out is null.
Create a form based on that query, and make that you're clock out form, that way, only people who've clocked in can clock out (makes sense, right?).

 

[mark_jarman1]

message sent

 

[Dreamboat]

Okay. I have to leave shortly, but have checked it out and will list problems as I get to them.

Get "hours worked" out of your table. This belongs in queries, forms, reports, but calculated fields don't belong in tables.

No need to reply unless you don't understand. I'll keep posting...

 

[Dreamboat]

You seem to have clarks_logo_larger.jpg linked in the DB. It should be embedded. I keep getting errors...

 

[Dreamboat]

Do you really want to show them, and allow them to change the clock in and out times?

I would just make them both default to =now()

I would only allow them to enter their employee number and hit Clock in. Then, display their info, instead of letting them change it.

Ditto on time out. Only, now you can have a total hours worked on the form so they can see it. But like an ATM machine, maybe only show them that info and not their employee info, so the next person doesn't see it if they leave it on screen. Have a big Clock in button and a big Clock out button. They enter their emp number (which gets validated from your list so no errors are made) and hit Submit. All else is information you may or may not want to display.

 

[Dreamboat]

Ouch.
I'm really getting into your tables. I'm deleting all forms and queries until we get your tables right.

Suggestion 1: Never put spaces in your field names. It makes it more difficult to write expressions. So I've changed, for instance, Clock In Time to ClockInTime.

 

[Dreamboat]

Suggestion 2: Numbers that are used for reference should always be formatted as text. I.e., Staff Number and Payroll Number. Then, format that field as 000000 for a six-digit number. That way, if someone's payroll number is 000333, you can just enter 333. Numbers used for reference are never calculated, so they don't need to be numbers.

 

[Dreamboat]

Suggestion 3: Back to your field names. Use the Caption area at the bottom of the table design for the label you want to SEE for your field, but follow the rules above for the actual field name. We might have info on this site (I need to look around), but for now, check here for building tables:
www.theofficeexperts.com/access.htm

 

[mark_jarman1]

Thanks for that

would u be able to send me the file back so that i can have a look at wot u have done.

Thanks again

Mark

 

[Dreamboat]

Sure. As soon as I'm done.

Why do you have a StaffID number AND a payroll number? Do you keep the payroll number kinda quiet and you want to assign a Staff ID instead?

 

[mark_jarman1]

The payroll number is just a unique number for the staff. but they dont know it so they have a short number that the know called the staff number.

Also the other things i would like help on is the passwords. so that when they login on the AdminLogin screen it then goes to the mainscreen, but only if they have a staff level of 1 which means that they are a manager, but if they are not a manager then it displays a message saying that they are not allod to log in.

 

[mark_jarman1]

also i would like to be able to change the passwords as well.

 

[Dreamboat]

Probably ought to have some more info....

Who is the user? Will it be any staff member? Or will you have one staff member "clocking in" other staff members?

 

[Dreamboat]

Leaving now for a few hours. I'll be back.

 

[mark_jarman1]

anyone is the user, which means they log on them selves.