Victory School Club
Membership System -
Complete Implementation
Guide
STEP 1: CREATE THE DATABASE
1. Open Microsoft Access
2. Click "Blank desktop database"
3. In "File Name" field → type "VictorySchoolClubs"
4. Choose a location using "Browse" icon
5. Click "Create"
STEP 2: CREATE TABLES
A. Students Table
1. Click "Create" tab in ribbon
2. Click "Table Design"
3. Enter fields:
Field Name: StudentID
- Data Type: Text
- Field Size: 20
- Click key icon to set as Primary Key
Field Name: FirstName
- Data Type: Text
- Field Size: 50
- Required: Yes
Field Name: LastName
- Data Type: Text
- Field Size: 50
- Required: Yes
Field Name: Form
- Data Type: Number
- Validation Rule: Between 1 And 4
- Validation Text: Form must be between 1 and 4
Field Name: Stream
- Data Type: Text
- Field Size: 1
- Validation Rule: "E" Or "N" Or "S" Or "W"
- Validation Text: Stream must be E, N, S, or W
4. Click Save icon
5. Name it "Students"
B. Clubs Table
1. Click "Create" tab → "Table Design"
2. Enter fields:
Field Name: ClubID
- Data Type: AutoNumber
- Set as Primary Key
Field Name: ClubName
- Data Type: Text
- Field Size: 100
- Required: Yes
Field Name: RegistrationFee
- Data Type: Currency
- Required: Yes
- Default Value: 0
Field Name: PatronID
- Data Type: Number
- Required: Yes
3. Save as "Clubs"
C. Patrons Table
1. Click "Create" → "Table Design"
2. Enter fields:
Field Name: PatronID
- Data Type: AutoNumber
- Set as Primary Key
Field Name: FirstName
- Data Type: Text
- Field Size: 50
- Required: Yes
Field Name: LastName
- Data Type: Text
- Field Size: 50
- Required: Yes
Field Name: Email
- Data Type: Text
- Field Size: 100
- Validation Rule: Like "*@*.???"
Field Name: Phone
- Data Type: Text
- Field Size: 15
- Input Mask: "!999-999-9999;_"
3. Save as "Patrons"
D. Membership Table
1. Click "Create" → "Table Design"
2. Enter fields:
Field Name: MembershipID
- Data Type: AutoNumber
- Set as Primary Key
Field Name: StudentID
- Data Type: Text
- Required: Yes
Field Name: ClubID
- Data Type: Number
- Required: Yes
Field Name: JoinDate
- Data Type: Date/Time
- Default Value: Date()
Field Name: Role
- Data Type: Text
- Field Size: 10
- Validation Rule: "Regular" Or "Executive"
- Default Value: "Regular"
Field Name: Position
- Data Type: Text
- Field Size: 50
Field Name: Status
- Data Type: Text
- Field Size: 10
- Validation Rule: "Active" Or "Inactive"
- Default Value: "Active"
Field Name: ExitDate
- Data Type: Date/Time
3. Save as "Membership"
E. Activities Table
1. Click "Create" → "Table Design"
2. Enter fields:
Field Name: ActivityID
- Data Type: AutoNumber
- Set as Primary Key
Field Name: ClubID
- Data Type: Number
- Required: Yes
Field Name: ActivityName
- Data Type: Text
- Field Size: 200
- Required: Yes
Field Name: ActivityDate
- Data Type: Date/Time
- Required: Yes
Field Name: RevenueGenerated
- Data Type: Currency
- Default Value: 0
3. Save as "Activities"
F. FinancialRecords Table
1. Click "Create" → "Table Design"
2. Enter fields:
Field Name: TransactionID
- Data Type: AutoNumber
- Set as Primary Key
Field Name: ClubID
- Data Type: Number
- Required: Yes
Field Name: TransactionType
- Data Type: Text
- Field Size: 20
- Validation Rule: "Registration" Or "Activity" Or "Expense"
Field Name: Amount
- Data Type: Currency
- Required: Yes
Field Name: TransactionDate
- Data Type: Date/Time
- Default Value: Date()
Field Name: Description
- Data Type: Memo
3. Save as "FinancialRecords"
STEP 3: CREATE RELATIONSHIPS
1. Click "Database Tools" → "Relationships"
2. In "Show Table" dialog:
Add all tables by selecting each and clicking "Add"
Click "Close" when done
3. Create relationships by dragging fields:
Students.StudentID to Membership.StudentID
Clubs.ClubID to Membership.ClubID
Clubs.ClubID to Activities.ClubID
Clubs.ClubID to FinancialRecords.ClubID
Patrons.PatronID to Clubs.PatronID
4. For each relationship:
Double-click the relationship line
Check "Enforce Referential Integrity"
Check "Cascade Update Related Fields"
Click "OK"
5. Click Save icon
STEP 4: CREATE FORMS
A. Student Registration Form
1. Click "Create" → "Form Wizard"
2. Select "Students" table → Add all fields using ">>"
3. Click "Next"
4. Choose "Columnar" layout → "Next"
5. Name it "Student Registration" → "Finish"
6. Click "Design View"
7. Add buttons:
Click "Design" tab → "Button"
Draw button on form
Choose "Record Operations" → "Save Record"
Create additional buttons for:
New Record
Delete Record
Close Form
B. Club Management Form
1. Click "Create" → "Form Wizard"
2. Select fields from "Clubs" and "Patrons" tables
3. Click "Next"
4. Choose "Columnar" layout → "Next"
5. Name it "Club Management" → "Finish"
6. Add necessary buttons in Design View
C. Membership Form
1. Click "Create" → "Form Wizard"
2. Select fields from:
Membership table
Related fields from Students and Clubs
3. Click "Next"
4. Choose "Columnar" → "Next"
5. Name it "Membership Management" → "Finish"
6. In Design View, add:
Combo boxes for Student and Club selection
Date picker for Join Date
Radio buttons for Role selection
STEP 5: CREATE QUERIES
A. Club Membership Query
1. Click "Create" → "Query Design"
2. Add tables:
Clubs
Membership
Students
3. Add fields:
Clubs.ClubName
Students.FirstName
Students.LastName
Membership.Role
Membership.Status
4. In design grid:
Add criteria for Status: "Active"
5. Save as "ClubMembershipQuery"
B. Financial Summary Query
1. Click "Create" → "Query Design"
2. Add tables:
Clubs
FinancialRecords
3. Add fields and calculations:
Clubs.ClubName
Sum of FinancialRecords.Amount as TotalRevenue
Calculate allocations:
Activities (50%): [TotalRevenue]*0.5
Events (30%): [TotalRevenue]*0.3
Savings (20%): [TotalRevenue]*0.2
4. Save as "FinancialSummaryQuery"
STEP 6: CREATE REPORTS
A. Club Membership Report
1. Click "Create" → "Report Wizard"
2. Use "ClubMembershipQuery"
3. Select all fields
4. Group by ClubName
5. Sort by LastName
6. Choose "Stepped" layout
7. Style: choose a professional style
8. Name it "Club Membership Report"
B. Financial Summary Report
1. Click "Create" → "Report Wizard"
2. Use "FinancialSummaryQuery"
3. Select all fields
4. Choose layout and style
5. Name it "Financial Summary Report"
STEP 7: CREATE MAIN SWITCHBOARD
1. Click "Create" → "Form Design"
2. Add buttons for:
Student Registration
Club Management
Membership Management
Activities Management
Financial Records
Reports Menu
3. For each button:
Set OnClick event to open respective form/report
4. Save as "Main Menu"
STEP 8: SET STARTUP OPTIONS
1. Click "File" → "Options"
2. Click "Current Database"
3. Under "Application Options":
Set "Display Form" to "Main Menu"
Uncheck "Display Navigation Pane"
4. Click "OK"
5. Close and reopen database to test
STEP 9: TESTING
1. Test each form:
Add test records
Update records
Delete records
2. Verify relationships work:
Referential integrity
Cascading updates
3. Test queries and reports:
Verify calculations
Check formatting
4. Test navigation:
All buttons work
Forms open/close properly
