• Using a Database

• Nuts & Bolts Workshop Module 6: Databases

 

Microsoft Access:

Using Microsoft Access via Office 365 (Microsoft 365) for a database offers a variety of benefits, particularly for small to medium-sized businesses, individuals, or teams needing a user-friendly database solution. Here are the key advantages:
 

1. User-Friendly Interface

   • No coding experience required: You can design tables, queries, forms, and reports using intuitive wizards and design tools.

   • Ideal for non-developers who need to build and maintain databases quickly.

2. Integration with Microsoft 365 Ecosystem

   • Seamless integration with Excel, Outlook, SharePoint, and Teams.

   • You can easily import/export data from Excel or link data sources like SharePoint lists and SQL Server.

   • Automate processes with Power Automate and embed data in Power BI dashboards.

3. Rapid Development

   • Fast prototyping and deployment of small-to-medium database applications.

   • Forms, queries, and reports can be quickly created and customized for specific workflows.

4. Multi-User Support (with caveats)

   • Supports multiple users over a network using split database design (front-end on local machine, back-end on shared drive or SQL Server).

   • For larger teams, consider linking Access to SQL Server or Azure SQL to improve scalability and performance.

5. Cost-Effective

   • Included with Microsoft 365 Business Standard and other plans — no additional software or licenses required.

   • Avoids the cost and complexity of enterprise-level database systems unless needed.

6. Customizable Forms and Reports

   • Create rich, interactive forms for data entry and navigation.

   • Design polished reports for printing, emailing, or sharing data summaries.

7. Data Validation and Control

   • Built-in validation rules, input masks, and referential integrity.

   • Reduces user errors and ensures data consistency.

8. Offline Capability

   • Fully functional even when offline, unlike many web-based tools.

   • Data can be synced later if linked to cloud or network sources.

9. Security and Permissions

   • Password-protect your databases.

   • Use Windows security features or integrate with SQL Server security for more robust control.

10. Upgradable

    • Databases can be migrated to SQL Server or Azure SQL as needs grow.

    • Retain the Access front-end as a user interface while scaling up the back-end.

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When Access Might Not Be Ideal:

• For web-based applications (Access doesn't publish to web natively).

• If you need real-time multi-user editing with high concurrency.

• For very large datasets (>2GB database size limit).

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See more on their webite: microsoft.com/en-nz/microsoft-365/access 

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CommBase:

CommBase (previously 'Gets Ready') is a website (and mobile app) that provides an online database platform to support Neighbourhood Support Groups, the EOC (emergency operations centre), council staff and the community. This is relevant across day to day life, minor incidents (boil water notices or fire bans etc.) and major incidents (earthquakes, floods, fires etc.). Its primary facets are:
 

• Tools to communicate via multiple channels to everyone, or to specific areas or categories of people

• A network of contacts in the community

• A self-managing and growing database of the entire community

• The ability for situation reports to be sent from the community to the EOC in a structured manner

 
Top of the South Neighbourhood Support have kindly put together the following training guides to assist their staff and volunteers with using / managing the database. Feel free to use these as a template to personalise these documents to suit your local needs.

 

• Gets Ready Training Guide For Staff

• Gets Ready Training Guide For Volunteers

• Marketing CommBase To Your Households

 

For more information about CommBase, contact isaac@webmad.co.nz​

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infoodle:

infoodle is a cloud-based management system (CRM) that understands Neighbourhood Support groups and the charity sector.
A comprehensive, customisable, yet easy to use database that enables you to bring all your administration needs together in one platform.

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• Securely store contact details of individuals, households and organisations

• Add multiple households or organisations with the same address

• Centralised database for easy access from anywhere for all

• Add your own custom fields ie. CCTV, vicious dog, ICE additional support needed

• Segment areas and regions, Rural & Residential

• Send unlimited newsletters by email for free

• Send texts - pay only for what you send, no monthly fee

• Unlimited groups - Streets, co-ordinators, emergency preparedness

• Show connections - residential, business, organisation etc.

• Easily gather data via online forms or data import tool

• Unlimited users who can update their own information and contact details

• Free Support & Training

• No fixed contract

• Self managed migration to infoodle or pay for infoodle to do it for you

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Resources

• infoodle and Neighbourhood Support overview

• infoodle hand book

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See more on their website - www.infoodle.com

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