Employee signin/out

[AndyPowerAppNew]

• have a list called 'StaffWhosin' the 'employee' name is a lookup list from 'StaffNames' i can get a signin date time etc, but the signout againist the name, doesnt work, can you help again.

basixally on the sign out , I would like a dropdown which it gets from the ‘staffwhosin’ list of staff that have already signed in - then pick the name from the dropdown on the ‘sign out’ screen , they would then press ‘sign out’ button , function would then find the record in the ‘staffwhosin’ then put a date and time in the ‘sign out’ column next to the name selected from the dropdown.

can anyone help plesse with code 

[poweractivate]

@AndyPowerAppNew The StaffNames List serves no purpose currently since all you have is their name, and you want their name to be duplicated again in StaffWhosIn anyway. You might as well just use StaffWhosIn and just delete StaffNames (but don't delete it until you moved all their names to StaffWhosIn though using copy and paste in SharePoint grid view or the like - and keep it for a while as a backup until you're really sure the app is working with just StaffWhosIn and with all the data moved to StaffWhosIn). 

Try just using StaffWhosIn and pretend its called StaffNames for now.

You don't need a whole List to determine if they're signed in or not, you just need the Yes/No Column in the StaffWhosIn List - not the whole List itself. The extra List serves no purpose, since you're not keeping an audit log currently. If you ever need it later you can probably add it in later anyway, but for now it makes most sense to only use one list.

There's no purpose to have a separate whole List of Who is in just to determine Who is in or not, as that is not the best way to do it.

StaffWhosIn contains the most information so far, that's why I want to use it, I see EvacCheck and other stuff that looks like you might actually use later. StaffNames is pretty much useless as it's just their name, and you have it repeated again in StaffWhosIn anyway and you actually wanted it repeated there. Why not use just the one List to avoid complication? Try to use the formulas I provided and use only the StaffWhosIn List. Ignore for now that it's called StaffWhosIn, that's going to become your Staff List just for now.

Take all the Staff from StaffNames and copy it over to StaffWhosIn, it's easy if you use Edit in Grid view or something like that in SharePoint.

Now rewrite the formulas I gave recently only using the  StaffWhosIn List, see if it works better.

[AndyPowerAppNew]

 @poweractivate , I think i understand, i will try this, so in 'StaffWhosIn' list at the moment the 'Employee' column is a lookup, so i can delete that, is just use a text feild? if we had extra staff members joining, how would i add these so they are in the system, am i understamding right?

[poweractivate]

@AndyPowerAppNew Yes you can do that, just use out of the box Title column or just create a new column if you want.

You can use grid view to copy all the names of the employees from StaffNames (probably Title field) to StaffWhosIn (Title Field) as new records, they should all be created with the SignedIn column defaulted to No or false automatically if you created the column correctly in SharePoint - that column SignedIn should be set to have the default value of No or false in SharePoint for the column settings. 

Then try like this for the formulas:

EmployeeDropdown in the Items property:

StaffWhosIn.Title

Sign in button OnSelect property:

Set(var_mySelectedValue,EmployeeDropDown.Selected.Value);
If
(
	 IsBlank(var_mySelectedEmployeeValue)
	,Notify("A value for the Employee must be selected from the dropdown",Error)
	,With
	(
		{_myRecord:LookUp(StaffWhosIn,Title= var_mySelectedEmployeeValue)}
	   ,If
		(
			!IsBlank(_myRecord)
			,If
			(
			   _myRecord.SignedIn
			   ,Notify(_myRecord.Title & " is already signed in - they must sign out first",Error)
			   ,Patch
			   (
				  StaffNames
				 ,{
					  ID: _myRecord.ID
					 ,SignedIn: true
					 ,SignInTimeDate: Now()
				  }
			   )
			)
			,Notify(var_mySelectedEmployeeValue & " does not exist in the table",Error)
			
		)
	)
)

and then

Sign out button OnSelect property:

If
(
	 IsBlank(var_mySelectedEmployeeValue)
	,Notify("A value for the Employee must be selected from the dropdown",Error)
	,With
	(
		{_myRecord:LookUp(StaffNames,Title = var_mySelectedEmployeeValue)}
	   ,If
		(
			!IsBlank(_myRecord)
			,If
			(
			   !_myRecord.SignedIn
			   ,Notify(_myRecord.Title & " is already signed out - they must sign in first",Error)
			   ,Patch
			   (
				  StaffNames
				 ,{
					  ID: _myRecord.ID
					 ,SignedIn: false
					 ,SignOutTimeDate: Now()
				  }
			   )
			)
			,Notify(var_mySelectedEmployeeValue & " does not exist in the table",Error)
			
		)
	)
)

See if this works better @AndyPowerAppNew 

[AndyPowerAppNew]

Hi @poweractivate , Im so sorry , im really not understand this at all, the code isnt doing anything, how can i proceed past this, could you make a video that i can follow?

[poweractivate]

@AndyPowerAppNew 

Actually I have a better, easier idea for you

Don't bother to migrate any Employee Names at all.

Just delete that StaffNames table, who needs it? (or if unsure, get the below working first, then delete it)

Why have a table of names anyway if you can just use User().FullName instead?

Actually, why bother even with the dropdown too? 🙂

Take that entire dropdown out too,

That dropdown where you have to select a name just makes the app a bad experience and prone to error in selecting their own name from a dropdown.

- let's make it a good experience instead and not force the user to bother to select any name from any dropdown since the app already knows it anyway! Why bother with having any list of names anyway? 

Why would someone have to select their own name from some list, possibly select someone else's name by mistake, and waste their time doing an extra step, when their name can already be pre-selected for them with no chance for user error!

Just do this

Sign in button OnSelect property:

With
(
	{_myRecord:LookUp(StaffWhosIn,Title=User().FullName)}
   ,If
	(
		!IsBlank(_myRecord)
		,If
		(
		   _myRecord.SignedIn
		   ,Notify(_myRecord.Title & " is already signed in - they must sign out first",Error)
		   ,Patch
		   (
			  StaffWhosIn
			 ,{
				  ID: _myRecord.ID
				 ,SignedIn: true
				 ,SignInTimeDate: Now()
			  }
		   )
		)
		,Patch
	     (
		    StaffWhosIn
		   ,{
		  	    Title=User().FullName 
			   ,SignedIn: true
			   ,SignInTimeDate: Now()
		    }
	     )
		
	)
)

and then

Sign out button OnSelect property:

If
(
	 IsBlank(var_mySelectedEmployeeValue)
	,Notify("A value for the Employee must be selected from the dropdown",Error)
	,With
	(
		{_myRecord:LookUp(StaffNames,Title = var_mySelectedEmployeeValue)}
	   ,If
		(
			!IsBlank(_myRecord)
			,If
			(
			   !_myRecord.SignedIn
			   ,Notify(_myRecord.Title & " is already signed out - they must sign in first",Error)
			   ,Patch
			   (
				  StaffNames
				 ,{
					  ID: _myRecord.ID
					 ,SignedIn: false
					 ,SignOutTimeDate: Now()
				  }
			   )
			)
			,Notify(var_mySelectedEmployeeValue & " does not exist in the table",Error)
			
		)
	)
)

See if this works better @AndyPowerAppNew 

[AndyPowerAppNew]

Hi @poweractivate , i tried this , i get this error, nothing happens when i click sign in

how can their name be preseleted, i dont understand, wont they need to pick their name? there are about 50 staff members all using the same system

Thanks

Andy

[poweractivate]

---

@AndyPowerAppNew wrote:

wont they need to pick their name? there are about 50 staff members all using the same system

---

No because User().FullName picks their name for them, it's a built in functionality. It will use the name they are signed in with, every person has a name who will be using Power Apps.

If you are not comfortable with their name, such as because two people may happen to have the same full names -  you can instead use their email - User().Email - to put in the Title field - this is almost always unique when using Microsoft 365, I'm not sure of a case where this is not unique per person. 

I am not sure why you got any error, in case I have time I might check on it.

[poweractivate]

---

@AndyPowerAppNew wrote:

wont they need to pick their name? there are about 50 staff members all using the same system

---

No because User().FullName picks their name for them, it's a built in functionality. It will use the name they are signed in with, every person has a name who will be using Power Apps.

If you are not comfortable with their name, such as because two people may happen to have the same full names -  you can instead use their email - User().Email - to put in the Title field - this is almost always unique when using Microsoft 365. 

I am not sure why you got any error, in case I have time I might check on it.

[AndyPowerAppNew]

Hi @poweractivate ,Thank you, can i leave with you , do you need any more information from me to fix issue?

Thanks

[poweractivate]

@AndyPowerAppNew 

I recommend using User().Email as the unique identifier for now

Sign in button OnSelect property:

With
(
	{_myRecord:LookUp(StaffWhosIn,Title=User().Email)}
   ,If
	(
		!IsBlank(_myRecord)
		,If
		(
		   _myRecord.SignedIn
		   ,Notify(_myRecord.Title & " is already signed in - they must sign out first",Error)
		   ,Patch
		   (
			  StaffWhosIn
			 ,{
				  ID: _myRecord.ID
				 ,SignedIn: true
				 ,SignInTimeDate: Now()
			  }
		   )
		)
		,Patch
	     (
		    StaffWhosIn
		   ,{
		  	    Title=User().Email
			   ,SignedIn: true
			   ,SignInTimeDate: Now()
		    }
	     )
		
	)
)

and then

Sign out button OnSelect property:

With
(
	{_myRecord:LookUp(StaffWhosIn,Title=User().Email )}
   ,If
	(
		!IsBlank(_myRecord)
		,If
		(
		   !_myRecord.SignedIn
		   ,Notify(_myRecord.Employee & " is already signed out - they must sign in first",Error)
		   ,Patch
		   (
			  StaffWhosIn
			 ,{
				  ID: _myRecord.ID
				 ,SignedIn: false
				 ,SignOutTimeDate: Now()
			  }
		   )
		)
		,Notify(User().Email & " does not exist in the table",Error)
		
	)
)

See if this works better @AndyPowerAppNew