Vacation Scheduler

There are some ideas floating around these forums on "booking" databases and whatnot, but I have a bit of a different twist with what I am trying to accomplish.

I am trying to develop at database that will allow users to log in and schedule their vacations. I have 2 tables at the moment tblEmployees and tblVacations. In the tblEmployees table you have:

EmployeeID (autonumber)
EmployeeName (text)
HireDate (date)
weekseligible (text)

the weekseligible field will be entered manually and be between 3 to 6 weeks of total possible vacation weeks.

The tblVacations has the following fields:

ID (autonumber)
weekofyear (date field with week starting sunday for all 52 weeks)

Only 4 people can take vacation any one week of the year. The vacation fields will be combo boxes where an employee can select their name from a query based on the employees table.

What i need to happen is to prevent someone from scheduling more weeks than their weeks eligible - I have no idea how to do this. My guess is there should be someway to do this using queries and somesort of a count function, but I am having a hard time getting started.

any help is greatly appreciated.

Thank You!

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Vacation Calendar


I was wondering if there was a way to make a calendar in Access 2003? I work in a group of 60 employees and we track their vacation, and personal days in a web-based application. The web-based application is going away, as it it no longer supported. Could I use Access to create a calendar for the 60 employees and have it require a user name and password for them to log into the database to look at what vacation they have?

Would Visual Basic or C++ be a better program for this?



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Vacation Tracker

Since posting the screen shots for the vaction tracker in the User Interface Design forum, I've had a couple of direct requests and noticed some other posts about vacation tracking. So, I am making the entire app available. There is data in it, but the names have been scrambled with a character randomizer (see the myRandChr procedure in the basModule module).

The attachment and the clickable link above (the image) are a zipped Access 97 version. I've tested it in A2K and AXP. No problems conrverting or simply running. Neither are there any ActiveX controls or special reference libraries. The only reference libraries used are only those that Access 97 defaults to. (Just to note the use of DAO 3.51) The attachment would most likely not ever change, so the clickable image link is the one most likely to have updates, when and if they occur.

Vacation and personal times are calculated, based on the employee's anniversary date. I did not provide a table to store the values of how many hours an employee is annually entitled to per years of service. That is currently controled by use, instead, of the avHours field, (for vacation hrs), and the apHours field, (for personal hrs), in the employee's table. In the detailed employee form, (frmEmpSngl), the entitled hours based on years of service is hard coded to auto populate the avHours and apHours fields in that form when an employee's anniversary date has been entered. Both can be edited.

There is a twist however, I have also provided a way to manually enter "banked" vacation hours (hours left over from the previous year). So, when banked hours are displayed, the manually entered values are checked for first, and if not found, then the calculator procedure is used. But not in the detailed employee form.

Just remember that each Employee MUST have an anniversary date or the calculations will not work.

The tricky part was getting all the formulas to work well within query behind the annual forms and reports. But that got easier when I decided to make the annual forms read-only.

You modify an employee's vacation or personal hours by single-clicking on the cell that matches an employee and month in a given year, whereupon a calendar form pops up and allows you to edit hours used. Double-clicking on an employee's name in the annual view will open that employee's detailed form.

The year gizmo is constrained to never go beyond the current year nor less that the earliest recorded anniversary year.

In the pop-up employee calendar form, you can not go below the employee's month and year of hire. Also in the pop-up employee calendar, you enter vacation time beyond the current date for planning purposes. And so far, I've not implemented a methodology for viewing future, planned vacation days, except in the employee's calendar pop-up form.

It's not locked up so all the code is available for your personal, mangulatory delight. There is little commenting in the code.
(I employ Klingon commenting techniques)

You are free to do what you will with it EXCEPT sell it as is. If you do, you must send any monies acquired to the folks at UA. They've earned it.

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Employee Vacation Tracking

My computer crashed and I lost my employee vacation tracking database.

Does anyone have an Excel spreadsheet or other tracking method they could share please? I really don't have time to build a new database.

Thank you for your help.

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Vacation Database - Version: 2002 (10.0) XP

Current vacation database works well. But, with new contract,vacation database will now have to use two vacation time lines. With new contract vacation time will be less. For example the employees who have worked 10-15 years now, have 4 weeks vacation. Employees who will complete 10 years service tomorrow will have 3 weeks and 2 days vacation. It will be 5 years until new vacation time will be (almost) used for everyone. The top vacation time will be 6 weeks for 25+ years , new contract . The old contract was 7 weeks for 25+ and the employees who have 7 weeks will continue to receive them until they retire. Any suggestions on how to handle two different vacation lengths in one database would be greatly appreciated. thanks

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Employee Vacation Request Calendar

Attached is a yearly calendar that shows requests for vacation days. It will not allow more than 3 people to request the same day off (the day shows green if one person has requested it, yellow if two have requested it, and red if three have requested it off). Click on the date box to see who has requested that day off. Also note that it has 2 modes: one to list everyone, and one to list an individual employee.

Sorry to access 97 users, I wrote it in xp (2000 format).

Rob Shuster

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Vacation/ Out-of-Office Reports - Version: 2000 (9.0)

Hi everybody ,

I hope this posting finds you all well.

I have this Access 2000 DB (“test_Vacation”) to modify, which I am attaching, and unfortunately was not initially built by me. What this is, a customized Vacation/ Out-of-Office Database. And, basically I need to create Reports for them. Right now, there are couple of Reports; one of which is simply a Crosstab Query, which is still not showing the Data functionally. If someone can jump in and help me out, that’d be great - you will find the Report (“Help”) helpful, for it provides more detailed/ specific Improvements that need to be made on Reports. I provided some general suggestions for you here:

1.You can create a Form: Each employee by Month block – total for EX: May; better yet by Week.

2.By WEEK, I’d like to see: who’s Out/ who’s In (like the Matrix, but need to fix the dates there to Count - “run by day”)

3.The reports there right now are not functioning properly

4.For Matrix Report, you may use a Tbl_CLNDR w/ all working/ Business days (so not to keep recreating them). Right now, where the dates are correlated, it shows Names and all days @ Top, whether OR not the Employees are there OR not - but I need to get a Range, so it would show in month for EX:

a.Only April days, because it would take from the Tbl_CLNDR, and where they correlate with somebody’s date, it would have 1 or 0. After this Form is clean, it would chose a Report, which needs to be able to run a Matrix and just don’t show days (Null) that are not being occupied in the calendar at all.
i.Right now the Matrix Form is done by the number of the month / Year/ to show that timeframe

5.You may think of other Reports to include, to be able to know ahead who’s going Out that “Week” (currently an incorrect name, for it is more of a 7 days in a Month) – please be my Guest, fire away with anything that you think might help my Calendar analysis.

To sum it up, for Weekly Report: you can count the number of the week, and then group by Week, as well as separate reports by Month/ Year, with total for Days please. If this info doesn’t help, the Report “Help” should brief you with little more insight. Hopefully you get the idea, and if someone could please simply tweak and make the existing or new Reports work.

Much of luck and in advance,

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About 2 years agao I created a FABTASTIC database in Access that was scheduled to run each day. Since then I have move companies and now can't remember for the life of me how to create this in Microsoft Scheduler. I can get it to open Access, but not a specific .mdb and not a specific Macro

Please Help


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Time Scheduler


I just returned from quite a long trip browsing and searching the forums, but I am unable to find anything that could help me. Some things were more or less related, but most weren't close enough.

I have a classroom and this classroom is full of computers. People can make reservations on those computers and generally do so ;-) I want to be able to get rid of the silly excel-spreadsheet I am using now to schedule these computers and people. People can come whenever they like and stay for a fixed number of hours (generally anyway ;-) ).

What I want is:
- to be able to store the people's personalia (no problem)
- to be able to assign the people to computers on certain dates and certain times (no problem)
- to check whether the people can actually use a computer (whether one is available). This is more difficult, I guess, but I think I can do this
- to be able to see 'at a glance' who is scheduled to come for today (or this week and at what time. (Let's say I want the computers in columns and the time in the rows, per half an hour). I'll try and draw a picture below this post). I have no idea whether this is humanly possible. I don't mind spending some time with it. First I would like to hear your thoughts about before I pursue this project...

So, any input about this is welcome. I am sure I must have missed some relevants posts on this forum here, so please feel free to submit any links or search queries to help me...

Also, your thoughts about this are much appreciated, especially about the overview table.

Thanks in advance!

| |comp 1|comp 2|comp 3|comp 4|
|10:00 |John | | | |
|10:30 |John |Maria| | |
|11:00 | |Maria| | |
|11:30 | etc |Maria| | |
|etc | etc | etc | | |

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Appointment Scheduler


I'm creating a medical journal for privat home use.
Is there anyone that know about a free appointment scheduler preferable in Access 2003 format?
Or how should I solve this?


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Room Scheduler

I want to build a room scheduler. Before I get too far in to my first attempts, does anyone know if there any examples out there I can use to give me ideas?

If not I wonder can anyone advise me as to a difficulty I currently can see with what my attempts so far. I have built a very basic database with fields for each room and time slots through each day. This works ok. The problem I see is finding a way of setting a room booked for say "every Thursday between 14.00 and 15:00". I have considered using a query to do it but cannot see how to formulate it.

Thanks in advance for any help you may offer.


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Maintenance Scheduler

Morning guys and gals

I am trying to create a sceduling calendar for my department which displays given events day by day.
I have created this using subforms for each day and a combo box to select the month.
For display purposes it works fine but I am having a little difficulty with the functionality.
I want to be able to click into any of the subforms, and depending on whether there is data within, open a specific document.
1)If there is an item in the schedule the I want to open a report filtered for that date.
2)If the day is blank then I want to open a form to input an item. (This works but I cannot get the date to pre-fill)
I have created a seperate piece of code to do this but it doesn't want to work. It may be because my knowledge of VB isn't what it was or it may be that I am completely barking up the wrong tree.
Hopefully someone can have a look and let me know where I am going wrong.


Private Sub OpenCalRep(date1 As Date)
If date1 = Null Then
DoCmd.OpenForm "frmmaintenance", , , , acFormAdd
Forms!frmmaintenance.txtDate = Forms!frmcalsite.txtDate
DoCmd.OpenReport "rptmaintenance", acViewPreview, , "Tables!tblmaintenance.txtdate" = "forms!frmcalmain.sf1.form!txtdate"
End If

End Sub

I realise that there is no counter to increment the subform name yet (SF1, SF2, etc) but I want to get the code to work for just the first box initially so I know that I'm heading in the right direction.

This code is the prefilled from the subform by using:

Private Sub SF1_Enter()
OpenCalRep (Forms!frmcalmain.SF1.Form!txtDate)
End Sub

I realise that there is no counter to increment the subform name yet (SF1, SF2, etc) but I want to get the code to work for just the first box initially so I know that I'm heading in the right direction.



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This is an improved version of the one posted a few months ago. In the original one I did not trap for errors in the path...only the file name. This one does trap for path errors and more clearly notifies when it is.

This launched using the task scheduler using a command line similar to the following:

"C:Program FilesMicrosoft OfficeOfficemsaccess.exe" "pathtothisdatabaseCompactDatabases.mdb" /xmcrCompact

It contains a log so you can see at a glance whether a database was successfully compacted.


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Scheduler - Version: 2000 (9.0)

I would like to have a scheduler similar to the one available in Outlook Express. I have a list of events in a table that are due at various times. I would like to have a form in my program that opens as a scheduler showing the items due today. Is there such a thing?

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I have searched through previous postings but have not found what I am looking for.

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Is this possible?

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Hello Everyone,
I am in need of a system that would log reservations for a single conference room. I'm thinking about builiding a very simple 1 table db, possible incorporating the Calendar control, that allows for scheduling of dates and times for the rooms use. I have yet to use the Calendar control so any tips would be very helpful. Also, if anyone has anything existing that I could edit for this need it would be greatly appreciated..Thanks!!

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I'm using Windows Scheduler to run an Access Macro. I have two different questions. The first is I am having problems executing the task when I place a password on my database. The task runs just fine if I remove my database password.

I'm creating a .bat file - <App Path> <Database Path> /x macro, when I place the /pwd switch into the command line, I get prompted with a Logon dialog box when it tries to open my database file. The User in the Logon Dialog box has my user account name in it. I've tried changing the user name to admin, but it still gives me an invalid message. I've tried adding the /user switch, but I'm still provided with the Logon Dialog box, instead of the Password Required Dialog box.

I'm sure there is some little trick to this, but I haven't been able to figure it out yet.

Next question, one of the macros I'm running is sending an email message - prior to the email message being sent, a dialog box displays stating that a program is attempting to send the message - do you want it to continue, is there a way to disable this message so the email can be sent without having to click Yes to send the message?

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The mdb is scheduled to open at night.

Problem is, this macro will run some queries, but before running these queries, access will prompt for the password for the odbc-link. All other messages like "pasting X records" are set to "no".

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The Dreaded "Vacation Accrual" Queston.

Please bear with me.

I'm fairly new to access, and have learned much in the past three weeks I've been "learning" how to use it.

I was simply sick of the process that was going on at my place of business where I'm a Manager (I've been there for about 3 months). We keep about 10 Excel forms for the different pieces of information (production numbers and such) we keep for each individual in the department. There are 115 people, 3 shifts working 24 hours a day. Each morning I would go in and open each excel file to analyze what happened the day before.

We're also tracking an individual's days off, tardiness, quality... you name it.

I finally decided it was time for a database... I had worked with them in the past, but I had never actually "built" one. I've actually knocked out a significant portion of what needs to be done, and I'm proud of my product thus far... except for one thing:

Vacation accrual is "kicking my posterior"!

I've searched these forums (finding some answers, most of which I don't understand), but I almost need to be handed the answers. My other struggles I've overcome with the help of these very forums and Google.

I'll lay out our policy and what I need and hopefully someone can help me. As I learn access (and I will!), maybe one day I could come back here and help someone else that may be in need.

Our policy is as follows:

90 Days to be eligible for accrual.

1-3 years of service - 6.67 Hours a Month (10 Day a year or 80 Work Hours... all the same, and whichever makes things easier)
4-7 years of service 10 hours a month (same deal as above as 15 days or 120 work hours)
+8 years -13.33 hours a month (blah blah)

The hours do NOT carry over, they are all use it or lose it. I can make manual entries when necessary, so it doesn't have to be all "automatic".

Like I said, the searching I've done has come up with some things, but not in the language I yet understand. I do know "modules" and some expressions, but the more that could be "spelled out" the better.

I've got your (what I consider) normal Employee fields, and would like to use something like "DateStarted" as a beginning point, but I'm open to anything.

Thank you VERY much in advance for any help that can be given. This has stalled my project almost a week trying to figure out a solution!

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Time Pieces (Date/Time Pickers; Calendar Scheduler N' Stuff) - Version: 97 (8.0)

Several good folks here at Utter Access have contributed to this demo project, (see the properties and code comments). This is a compilation of a date picker that will pop-up next to the control that called it; a time picker that will also pop-up near the control that called it; two different time range selectors; a date difference calculator that displays a date/time difference in days|hours|minutes; a calendar schedule; an analog clock with swappable clock faces and group of new icon images in a form with a few graphical elelments for nifty form design.

The "Date as Words" (also in the Code Archive) has been reworked to render Time as well.

This is compiled and is presented in Access 97 format. (Converts easily to others) Hopefully you will find this useful.

(click the image to download the Access 97 mdb file - 462k)

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