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Membership Registration Management for Associations

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pepejeux Posted messages 53 Registration date   Status Member Last intervention   -  
michel_m Posted messages 18903 Registration date   Status Contributor Last intervention   -
Hello everyone,

I need to set up a solution for managing registrations and renewals in a swimming club.

I was thinking of using an Access-type database (but on OpenOffice to be able to install the solution on multiple PCs).

But as you may have understood, there will be several computers open at the same time to manage the registrations (there are more than 600 members).

Is there an existing free and simple software solution that would facilitate simultaneous data entry for novices in IT?

Is there a better solution than an Access database?

Is Access too complicated, is Excel a better option?

Or is an Access-type database the best solution and should I continue my thinking in that direction?

Thank you for your responses

Adrien

7 answers

  1.
    JCB40 Posted messages 3060 Registration date   Status Member Last intervention   479
     
    Hello

    To get an idea, what would be the headings of your columns?
    What are you looking to manage?
    Best regards
    1
    1. pepejeux Posted messages 53 Registration date   Status Member Last intervention   5
       
      Hello,

      name, surname, address, date of birth, group (youth, adult, leisure, competition), time slot, amount of the membership fee (which depends on the group)

      I am looking to manage:
      - the registration of a new person
      - the renewal of a registration (this concerns a member who is renewing their registration but may change groups)
      - the monitoring of membership payments.

      And I am looking for a tool that can be used by computer novices (they would only need to fill in some fields). Indeed, there are many people to manage and the club cannot rely on a single person; we must be able to call on volunteers to help us.
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  2. JCB40 Posted messages 3060 Registration date   Status Member Last intervention   479
     
    Hello

    The simple table on Excel will do the trick.
    best regards
    1
  3. michel_m Posted messages 18903 Registration date   Status Contributor Last intervention   3 320
     
    Hello,

    Attached is the table of the association members installed on the server with the usual and even mandatory information for sports associations (I forgot to add the license number issued by the federation and probably some other small things like the amount of the membership fee)

    https://mon-partage.fr/f/rnv1ZBVV/

    If you accept the information system I proposed, I will present a project for a form to be installed on the volunteers' computers

    Note that you could have an Access database on the server and Excel for the volunteers...

    1
  4. Anonymous user
     
    Hello,
    For example like this:
    https://cjoint.com/c/IFqlEJo3j5I for a single computer.
    If it involves networking several computers with multiple operators working simultaneously on this file, that's another matter... Let's wait for the specialists' opinion on that...
    0
    1. Anonymous user
       
      Next: I see it hard to imagine occasional volunteers and novices in IT working on this kind of application, whether in Excel or in homemade Access, or even on freeware or commercial software...
      I just saw "B-Association", which seems quite nice, not free but not excessively priced, that you might want to consider in the WEB version, to be entrusted, however, to people with a bit of experience in IT.

      https://www.b-association.com/bassoc_web/FR/PAGE-ACCUEIL.awp
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  6. pepejeux Posted messages 53 Registration date   Status Member Last intervention   5
     
    Hello and thank you for your responses.

    I agree with alm33, I also find it hard to imagine volunteers with home access.
    However, I am still trying out the homemade Excel for this year (I master Excel so it's faster for me to develop it)
    and I will turn to a more ergonomic and long-term software solution (the problem with an Excel file is that the day the volunteer who created it leaves, that's when the chaos starts...)

    Have a good end of the day,

    Adrien
    0
  7. Anonymous user
     
    Hello again,

    I am sending you a slightly improved version of the file sent yesterday at 1:32 PM via CJoint.
    https://cjoint.com/c/IFrnAj2Kd1I
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  8. michel_m Posted messages 18903 Registration date   Status Contributor Last intervention   3 320
     
    Hello pepejeux, Alm33

    The BIG problems with these registrations are the collisions on the terminal file: you don’t need to wait for a volunteer to leave to create a real mess!

    Since you prefer Excel, the registration file must be in "database" format to which we will connect without opening the workbook, in order to send the information all at once.
    The "database" format is strict: no spaces in the titles and no accents; It's very fast as it uses SQL: the terminal workbook is available as soon as the writing is done for a new registration.

    The safest option for the volunteer is to use forms rather than an Excel sheet.

    Attached is a basic example of writing to a closed workbook: write in home_ado a value in field1 and one in field2 on the "write" page and click in the pink rectangle.
    These data are written in closed_ado on the "write" page.

    Good evening
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