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Can I enter an activity - say a workshop I've hosted and spoken for - and then connect multiple contacts to that activity? Is this possible?

  • November 8, 2016
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I"m a new user - so thanks for your patience with me!  I'd like to not have to re-enter all the company and contact information each time I add an activity for a whole group of them.  For instance - I'd like to indicate that 100+ people attended a presentation I recently gave... but I can't figure out how to simply add the contacts (with their companies) TO that activity.  What am I missing?

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Can you explain a bit more about the Tables you have and how they are currently related.  Like One xxx has Many yyy's?
  • CarmenCarmen
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  • November 8, 2016
I have only three tables:  Companies, Contacts, and Activities.  I use this as a general CRM database, so I'd like to be able to not have to enter the address & related info for companies AND contacts, I'd like to be able to add one activity & then link several contacts to it, etc.  Again - I'm not tech savvy, and don't really know what I"m doing here! :-)  I didn't create this database, so I'm kinda flying blind.

From my table-to-table relationships tab:
One Activity has many Companies
Each Company has many Contacts

Does this help?
Are you looking to actually "take attendance" ie to see a list of say 100 contacts at a Company and indicate which of them attended the Presentation?  Or  are you looking to simply indicate that you did a Presentation at Company XYZ and all the contacts at that company were deemed to have attended?
  • CarmenCarmen
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  • November 8, 2016
Thanks for your response.  I need to log this presentation as an Activity for each attendee (Contact).  Trying to NOT have to re-enter the details of this Activity 100 times.  Seems like I should be able to enter the presentation as an Activity, and then link 100 Contacts to it.  I just can't figure out how.  Appreciate your help!
To actually create 100 Activity records quickly is possible to do, but you would need to contact me off line for help setting that up.  I think that the design of your tables and their relationships will need to be adjusted.

I tnink that it will need to be something like this

One Company has Many Contacts
One Contact has Many WorkShop Attendances.  ie indicating that a particular Contact attended a particular session of a Workshop.
One Workshop Session has many Workshop Attendances
One Workshop has many WorkShop Sessions (ie the same basic course is probably run on different dates.)

You may want to have a button which automatically creates the detailed 100 WorkShop Attendances for all Contacts at a company, and then you would just adjust those 100 for say a few people who missed that session due to illness or travel commitments.  Alternatively, you will need to create those 100 Workshop Attendance records manually.
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