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Need ideas for automating a complicated (many tasks) volunteer form/process. (Open for ideas from all)

Thread began 10/09/2013 3:24 pm by Dennis | Last modified 10/14/2013 7:50 pm by Dennis | 827 views | 4 replies |


Need ideas for automating a complicated (many tasks) volunteer form/process. (Open to ideas from all)


Every year our dog club has a specialty dog show that requires volunteers to perform many tasks. 3-4 years ago I created a spreadsheet to track the tasks (jobs) folks volunteered to do. Then I displayed the spreadsheet on a webpage with a form for folks to enter the job they could do by entering the cell number(s). This was very labor intensive - the form would email the info to me, I would update the spreadsheet and re-import it into the page and upload the page.

Here is a link to the page so you can see what I’m trying to describe;
In case the link doesn’t work I have attached a PDF of the webpage.

Where you see a name or cell number (C23) this is a task to be done.

This process has become very popular, I am asked to re-institute it every year, but it is terribly inefficient.

I would really like to automate this process where a volunteer could enter a task and the page would update to reflect this. But I have no idea how to set it up.

One thought I had was to create a series of dynamic dropdowns to get down to the specific job (Agility > Fast > Excellent > Gate Steward), but how could a volunteer apply for multiple positions?

I am open to any/all ideas.


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Jason ByrnesWebAssist

This is a job for a linking table.

you would have a volunteers (Users) table.

a tasks table

and a userstasks table.

the userstasks table would have the following structure

userstaskID - Primary Key
userstaskUserID - relates to the useers.UserID
userstaskTaskID - relates to the tasks.taskID column

the user would log in, there ID would be stored in a session, they would select the tasks, then use a multiple insert behavior to insert to the userstaks table the userID session and TaskID's that where selected.

this is similar to the items -> Genres concept from the Manage relational table tutorial:

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Thanks Jason, that looks like a good tutorial.

I'm having trouble getting started with the task list. Maybe I'm over complicating the project because I'm a rookie, I can’t visualize how to handle the hierarchy or groupings of the tasks, example…
First is the VENUE

Within most (but not all) Venues is a CLASS

within each Class/Venue is a LEVEL

finally within each Level is the TASK
Table Steward

For the input form, how to weed down to the specific task. For example Agility > Fast > Excellent > Scribe, for the volunteer to select.


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Jason ByrnesWebAssist

you would need separate tables for the venue, class, level, and task with relational columns to relate to the previous table.

for example:

classVenueID - relates to venues.venueID

and use dynamic dropdowns to populate the child lists.

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Thanks Jason,


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