VBA Excel Userform Database – Staff Job Allocator
Contents [show]
Overview
In this project we will be using a Excel userform database that will run a complete staff allocation system. This truly is an awesome
application.
You will be able to allocate staff to a job number and make them available again after the job is completed and check the status of all of
your staff at any time.
It would be especially suited to somebody who is sending staff to multiple jobs in a day and having them then return to their base.
The complete application is run from a userform and all information is archived to keep a complete history of all work that staff has been
sent to.
You can also create a PDF copy of a particular job number or certain job numbers during the day.
This tutorial is for the more advanced student.
I will not be going into the normal details as I anticipate those doing this tutorial will understand the basics.
This application has been designed by Trevor Easton for training purposes. You are able to use this for your personal use. The
application as is or modified in not permitted for sale in any form. No warranties are implied or given with this application.
Video1: Overview video
Download the template
Template Allocation Database
Video 2: Creating the userform and adding the named ranges
Still to come
Adding the named ranges
Here are the named ranges that should be added now:
5 static named ranges
2 dynamic named ranges
Name Formula
ArchiveSheet =Archive!$A$1
Staff_ListSheet =Staff_List!$A$1
Job_AllocationSheet =Jobs_Allocation!$A$1
Skills =OFFSET(Jobs_Allocation!$P$7,,,COUNTA(Jobs_Allocation!$P$7:$P$100))
Trades =OFFSET(Staff_List!$R$6,1,,COUNTA(Staff_List!$R$6:$R$9994),9)
There are 2 other ranges that we will create as we need them.
One is for the archiving “Booked”
The other is for the print area “PDFrng”
Creating the Userform
Add a userform and add the controls from the illustration below.
Make sure to use the right control type and assign the exact name shown.
Note: Reg2 and Reg3 should have the properties set to invisible.
Do not group the option buttons.
Set the listbox RowSource with the dynamic named range “Trades”
Set the Combobox cboSkills RowSource to “Skills”
Note the special properties for our listbox.
These 4 things you must have correct in the properties for the listbox:
The listbox name lstSelector
ColumnCount = 9
ColumnWidths = 80pt; 80pt; 80pt; 80pt; 80pt; 80pt; 80pt; 80pt; 80pt
MultiSelect = 1-frrmMultiSelectMulti
Test the userform with the run button or by pushing the F5 key.
Note: We will be assigning the items to cboBooked as the userform initialises as we do not want this information to change.
Code for the Userform
Procedures
Userform Initialise
When the user form initializes we need to add some items to our combo box. I am hard coding these items because I do not want them
changed by the user as we would in a dynamic list that would populate the row source of the combo box.
You will notice that we are protecting fiercely that staff ID that we will be using as the key element for editing and deleting. When the
user form initialises we're going to disable this control and change the colour. Also we want to stop any editing occurring at this stage
so we disable the edit button as well.
Private Sub UserForm_Initialize()
'add combobox items
Me.cboBooked.AddItem "Booked"
Me.cboBooked.AddItem "Available"
Me.cboBooked.AddItem ""
'disable ID
Me.Reg4.Enabled = False
'change the back color
Me.Reg4.BackColor = RGB(192, 192, 192)
'disable edit
Me.cmdEdit.Enabled = False
FilterMe
End Sub
Add to the database
This is a procedure it is not assigned or button that will be called from another module when necessary. All of this procedure does is
adds the values from the multi-selected listbox and copy them one row at a time to our Job Allocation list. You will notice that we have
nine columns in our listbox.
Sub Addme()
'declare the variables
Dim Addme As Range
Dim x As Integer
'error handler
On Error GoTo errHandler:
'find the next black row in the database
Set Addme = Sheet1.Cells(Rows.Count, 3).End(xlUp).Offset(1, 0)
'loop through multi selected items and add them to the database
For x = 0 To Me.lstSelector.ListCount- 1
If Me.lstSelector.Selected(x) Then
Addme = Me.lstSelector.List(x)
Addme.Offset(0, 1) = Me.cboBooked.Value
Addme.Offset(0, 2) = Me.txtJob.Value
Addme.Offset(0, 3) = Me.lstSelector.List(x, 3)
Addme.Offset(0, 4) = Me.lstSelector.List(x, 4)
Addme.Offset(0, 5) = Me.lstSelector.List(x, 5)
Addme.Offset(0, 6) = Me.lstSelector.List(x, 6)
Addme.Offset(0, 7) = Me.lstSelector.List(x, 7)
Addme.Offset(0, 8) = Me.lstSelector.List(x, 8)
Set Addme = Addme.Offset(1, 0)
End If
Next x
'error block
On Error GoTo 0
Exit Sub
errHandler:
MsgBox "An Error has Occurred " & vbCrLf & "The error number is: " _
& Err.Number & vbCrLf & Err.Description & vbCrLf & _
"Please notify the administrator"
End Sub
Combobox criteria
As you will see in a moment in our advanced filter macro we have multiple criteria in fact 2 criteria. This combo box is one of the criteria.
It allows for three options. First to filter our database by those who are Booked, second to filter the database by those who are
Available, and third a blank option that will allow for all to be shown with the filter. I would suggest that you look at this code very
carefully because here you will find that we are excluding and including other controls depending on our selection. As an example if we
would choose the criteria "Available" which means we are bringing staff back to base then we would not want to assign a job number so
we disable that feature and change the colour of the control to stop our staff from making this error.
Private Sub cboBooked_Change()
'enable and disable buttons based on selection
If Me.cboBooked.Value = "Available" Then
'disable Job numbers
Me.txtJob.Enabled = False
'change the button back color
Me.txtJob.BackColor = RGB(192, 192, 192)
'disable skills list
Me.cboSkills.Enabled = False
'change the button back color
Me.cboSkills.BackColor = RGB(192, 192, 192)
ElseIf Me.cboBooked.Value = "Booked" Then
'enable Job numbers
Me.txtJob.Enabled = True
'change the button back color
Me.txtJob.BackColor = RGB(255, 255, 255)
'enable skills
Me.cboSkills.Enabled = True
'change the button back color
Me.cboSkills.BackColor = RGB(255, 255, 255)
End If
End Sub
Before we go any further we need to go to our Assorted Module and add a if you macros that are
necessary at this stage of our development.Do not copy the code that you see the below into the userform
, it goes in the Assorted Module.
Code for the module
Call the userform
Our first little procedure simply calls the user form. Assign this macro to the button on the Job Allocation sheet.
Sub Showme()
'show the userform
frmSelector.Show
End Sub
Filter our database with multiple criteria
This is our advanced filter that we will be calling the many times throughout our application to be able to get the right data at the right
time depending on the criteria that you select. You will notice to get the range to be dynamic I have used the Current Region setting.
There are two criteria in this advanced filter.
Sub FilterMe()
'error handler
On Error GoTo errHandler:
'advanced filter
Sheet2.Range("D6").CurrentRegion.AdvancedFilter Action:=xlFilterCopy, _
CriteriaRange:=Sheet2.Range("O6:P7"), CopyToRange:=Sheet2.Range("R6:Z6"), Unique:=False
'error block
On Error GoTo 0
Exit Sub
errHandler:
MsgBox "An Error has Occurred " & vbCrLf & "The error number is: " _
& Err.Number & vbCrLf & Err.Description & vbCrLf & _
"Please notify the administrator"
End Sub
Sort the database
The macro below will again be called from a user form when we add the data to our database. The result will be that our database will
be sorted in ascending order. We will be using this procedure in our next part of these tutorials but I thought I would add it now to
complete the assorted module.
Sub Sortit()
'select the sheet
Sheet2.Select
'sort the data
With Sheet2
.Range("D7:L10000").Sort Key1:=.Range("D7"), Order1:=xlAscending, Header:=xlNo
End With
End Sub
More userform code
Code for our Run button
Navigate back to the user form and add this code. Again be warned that do not just copy this code and hope for the best take the time
and read through it carefully. This is the code that takes our criteria from the two combo boxes and sends them to the worksheet to be
filtered. Before we run the filter we run a number of checks to make sure that there are no duplicates to make sure that we have all the
data et cetera.
Private Sub cmdBook_Click()
Dim findvalue
Dim x As Integer
Dim lCol As Variant
'error handler
On Error GoTo errHandler:
'filter criteria is sent to the sheet
Sheet2.Range("P7").Value = Me.cboBooked.Value
Sheet2.Range("O7").Value = Me.cboSkills.Value
'loop through and find list items
For x = 0 To Me.lstSelector.ListCount- 1
If Me.lstSelector.Selected(x) Then
lCol = Me.lstSelector.List(x, 3)
Set findvalue = Sheet2.Range("G:G").Find(What:=lCol, LookIn:=xlValues).Offset(0, -2)
'check that job number has been added
If Me.cboBooked.Value = "Booked" And Me.txtJob.Value = "" Then
MsgBox "You need to add a job number"
Exit Sub
End If
'add booked and job number to the database
If Me.cboBooked.Value = "Booked" Then
findvalue.Value = Me.cboBooked
findvalue.Offset(0, 1).Value = Me.txtJob
End If
'add available if selected
If Me.cboBooked.Value = "Available" Then
findvalue.Value = Me.cboBooked
findvalue.Offset(0, 1).Value = ""
End If
End If
'next selected item
Next x
'if booked then add to job allocation
If Me.cboBooked.Value = "Booked" Then Addme
'run the advanced filter with the criteria above
FilterMe
'refresh the userform
Unload Me
frmSelector.Show
'error block
On Error GoTo 0
Exit Sub
errHandler:
MsgBox "An Error has Occurred " & vbCrLf & "The error number is: " _
& Err.Number & vbCrLf & Err.Description & vbCrLf & _
"Please notify the administrator"
End Sub
By this stage of our development you should be able to filter your staff add them to job allocations and see all of these results in the
listbox in a user form. Test is very carefully before you proceed.
In our next part we will be looking at how we can add new staff to our database and edit and delete them where necessary.
The code below is for the add and edit and delete features of this application at the bottom
of the userform.
Adding new staff members
If you have completed the Staff Database project then this section of the application will be a breeze you. I have used the code from
that application with a couple of small modifications in order to add edit and delete staff from our Staff Allocator Application.
Please take the time to read through the code below and try to figure out what is happening.
Setting an error handler
Checking that the first for values have been added
Looking for duplicates so we don’t add the same staff member twice
Setting a variable for the number of controls to add
Looping through to add the values
Clearing all the controls after the values have been successfully added
Sorting the database
Running a error handling block
Private Sub cmdAdd_Click()
Application.ScreenUpdating = False
Dim nextrow As Range
'error handler
On Error GoTo errHandler:
'set the next row in the database
Set nextrow = Sheet2.Cells(Rows.Count, 4).End(xlUp).Offset(1, 0)
'check for values in the first 4 controls
If Me.Reg1.Value = "" Or Me.Reg4.Value = "" Or Me.Reg5.Value = "" Then
MsgBox "You need to add the skill and first and last names"
Exit Sub
End If
'check for duplicate payroll numbers
If WorksheetFunction.CountIf(Sheet2.Range("G:G"), Me.Reg4.Value) > 0 Then
MsgBox "This staff member already exists"
Exit Sub
End If
'number of controls to loop through
cNum = 9
'add the data to the database
For x = 1 To cNum
nextrow = Me.Controls("Reg" & x).Value
Set nextrow = nextrow.Offset(0, 1)
Next
'clear the controls
For x = 1 To cNum
Me.Controls("Reg" & x).Value = ""
Next
'sort the database
Sortit
'error block
On Error GoTo 0
Exit Sub
errHandler::
MsgBox "An Error has Occurred " & vbCrLf & "The error number is: " _
& Err.Number & vbCrLf & Err.Description & vbCrLf & _
"Please notify the administrator"
End Sub
Working with our option buttons
The option button is unable us to be able to add and edit and at the same time exclude all include the necessary features that we want
available to the end user. You will notice that I have changed the colour of the controls in order to help the end user to see what is
available to them and what they cannot use.
Option Add
Private Sub optAdd_Click()
'what to do when the add option button is clicked
'allow the adding of an ID
Me.Reg4.Enabled = True
'change the back color
Me.Reg4.BackColor = RGB(255, 255, 255)
'disable the edit button
Me.cmdEdit.Enabled = False
'enable the add button
Me.cmdAdd.Enabled = True
End Sub
Option Edit
Private Sub optEdit_Click()
'what ot do when the edit option is selected
'disable the ID
Me.Reg4.Enabled = False
'change the ID color background
Me.Reg4.BackColor = RGB(192, 192, 192)
'enable the edit button
Me.cmdEdit.Enabled = True
'disable the add button
Me.cmdAdd.Enabled = False
End Sub
Adding the first and last names and combining them
As we are adding the first and last names we want the end user to be able to see them being concatenated into our combined named
to control. The two procedures below are associated with the change events for the first and last names.
First name control
Private Sub Reg5_Change()
'contatinate values
Me.Reg7.Value = Me.Reg5.Value + " " + Me.Reg6.Value
End Sub
Last name control
Private Sub Reg6_Change()
'contatinate values
Me.Reg7.Value = Me.Reg5.Value + " " + Me.Reg6.Value
End Sub
Editing and deleting staff
Before we can edit or delete our staff we need to select them from the listbox and take their values and put them into the controls for
editing or deleting.I am using the double-click event in the listbox to do this.
Here is a dot point summary of what the code will accomplish.
Find the selected item in the listbox and set it as a variable
Locate the payroll number associated with that staff member
Find all of the values associated with the staff member
Add them to the controls in the user form
Disables the add button
Adds an error handling block
Private Sub lstSelector_DblClick(ByVal Cancel As MSForms.ReturnBoolean)
'declare the variables
Dim cPayroll As String
Dim I As Integer
Dim findvalue
Dim cNum As Integer
'error block
On Error GoTo errHandler:
'get the select value from the listbox
For I = 0 To lstSelector.ListCount- 1
If lstSelector.Selected(I) = True Then
cPayroll = lstSelector.List(I, 3)
End If
Next I
'find the payroll number
Set findvalue = Sheet2.Range("G:G").Find(What:=cPayroll, LookIn:=xlValues).Offset(0, -3)
'add the database values to the userform
cNum = 9
For x = 1 To cNum
Me.Controls("Reg" & x).Value = findvalue
Set findvalue = findvalue.Offset(0, 1)
Next
'disable adding
Me.cmdAdd.Enabled = False
Me.cmdEdit.Enabled = True
'error block
On Error GoTo 0
Exit Sub
errHandler::
MsgBox "An Error has Occurred " & vbCrLf & "The error number is: " _
& Err.Number & vbCrLf & Err.Description & vbCrLf & _
"Please notify the administrator"
End Sub
Deleting staff
What does this code do?
Check if values exist to be deleted
Give the user an opportunity to change their mind
Finds the staff ID number for our staff member
Deletes the entire row
Clears all the controls
Runs the advanced filter
Refreshes the userform
Private Sub cmdDelete_Click()
'declare the variables
Dim findvalue As Range
Dim cDelete As VbMsgBoxResult
Dim cNum As Integer
'check for values
If Reg1.Value = "" Or Reg4.Value = "" Then
MsgBox "There is not data to delete"
Exit Sub
End If
'give the user a chance to change their mind
cDelete = MsgBox("Are you sure that you want to delete thsi staff member", vbYesNo + vbDefaultButton2, "Are you sure????")
If cDelete = vbYes Then
'delete the row
Set findvalue = Sheet2.Range("G:G").Find(What:=Reg4, LookIn:=xlValues)
findvalue.EntireRow.Delete
End If
'clear the controls
cNum = 9
For x = 1 To cNum
Me.Controls("Reg" & x).Value = ""
Next
'refresh the listbox
FilterMe
Unload Me
frmSelector.Show
End Sub
Editing our staff members
Macro overview of main functions
Check that there are values
Find the payroll numbers this staff member in the database
Edit the database values
Refreshes the userform Listbox
Adds error handling
Private Sub cmdEdit_Click()
'declare the variables
Dim findvalue As Range
Dim cNum As Integer
'error handling
On Error GoTo errHandler:
'check for values
If Reg1.Value = "" Or Reg4.Value = "" Then
MsgBox "There is not data to edit"
Exit Sub
End If
'edit the row
Set findvalue = Sheet2.Range("G:G").Find(What:=Reg4, LookIn:=xlValues).Offset(0, -3)
'if the edit is a name then add it
Me.Reg7.Value = Me.Reg5.Value + " " + Me.Reg6.Value
'set the number of controls and loop through them
cNum = 9
For x = 1 To cNum
findvalue = Me.Controls("Reg" & x).Value
Set findvalue = findvalue.Offset(0, 1)
Next
'refresh the userform
FilterMe
Unload Me
frmSelector.Show
'error block
On Error GoTo 0
Exit Sub
errHandler:
MsgBox "An Error has Occurred " & vbCrLf & _
"The error number is: " & Err.Number & vbCrLf & _
Err.Description & vbCrLf & "Please notify the administrator"
End Sub
Archiving and clearing the data
This procedure will archive the data and delete it from the job Allocation sheet. It will also remove the values "Booked" and "Available"
from the staff database. Read this carefully befor you attempt to modify the code.
Private Sub cmdClear_Click()
'declare the variables
Dim CheckDelete As VbMsgBoxResult
Dim DstRng As Range
Dim SrcRng As Range
'error handler
On Error GoTo errHandler:
If Sheet1.Range("C7").Value = "" Then
MsgBox "There is no data to delete"
Exit Sub
End If
'give the user a chance to cancel the action
CheckDelete = MsgBox("Are you sure you want to delete this data?", vbYesNo + vbDefaultButton2)
'if yes then proceed
If CheckDelete = vbYes Then
'create a named range for the for data
Sheet1.Range("C7:K" & Cells(Rows.Count, "C").End(xlUp).Row).Name = "Booked"
'set the destination and copy ranges
Set SrcRng = Sheet1.Range("Booked")
Set DstRng = Sheet3.Cells(Rows.Count, 3).End(xlUp).Offset(1, 0)
'copy and paste
SrcRng.Copy
DstRng.PasteSpecial xlPasteValues
'delete the range of data
Sheet1.Range("Booked").ClearContents
'clear the values from the database
Sheet2.Range("E7:F10000").ClearContents
'reset the form
Unload Me
frmSelector.Show
End If
'error block
On Error GoTo 0
Exit Sub
errHandler:
MsgBox "An Error has Occurred " & vbCrLf & "The error number is: " _
& Err.Number & vbCrLf & Err.Description & vbCrLf & _
"Please notify the administrator"
End Sub
Clearing multi selected items
Here we loop through the listbox and deselect the select items in the listbox
Private Sub cmdRefresh_Click()
'clear all selected items in the listbox
For x = 0 To Me.lstSelector.ListCount- 1
If Me.lstSelector.Selected(x) Then Me.lstSelector.Selected(x) = False
Next x
End Sub
Closes the form
Private Sub cmdClose_Click()
'close the form
Unload Me
End Sub
Make sure the test that all of these features and functions are working for you in your
application.
