Data Files samples / Building front desk

Copperfield House

Visitors, hosts, badges, contractor inductions and permits, deliveries and fire roll calls for an office building's front desk.

Download 409 KB13 tables, 13 queries, 9 reports, 5 print templates and 13,107 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Tenants.Floor points at Floors
Hosts.Tenant points at Tenants
Visits.Visitor points at Visitors
Visits.Host points at Hosts
Visits.Badge points at Badges
Inductions.Visitor points at Visitors
Permits.Visit points at Visits
Deliveries.Host points at Hosts
Roll Call Lines.Roll Call points at Roll Calls
Roll Call Lines.Floor points at Floors
Roll Call Lines.Visit points at Visits

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (31 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The VAT or sales tax registration number, printed on invoices. The sample has a placeholder.
Company Number	Short text	The registered company number, where the business is a company. The sample has a placeholder.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The usual rate of VAT or sales tax as a fraction: 0.2 is twenty percent. Lines may carry a rate of their own.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

Floors

The building's floors, from the ground floor up, each with the assembly point its people go to when the alarm sounds. Enter these first. (7 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The floor's name as it is signed, such as Ground floor or Third floor.
Level	Whole number	Its number, 0 for the ground floor, so lists run from the bottom up.
Assembly Point	Short text	Where people from this floor gather in an evacuation. The visitor pass prints it.
Notes	Short text	Anything the desk should know, such as where the meeting rooms are.

Tenants

The companies on the building's floors, and the building's own management team, who host its contractors. (10 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The company's name, as on the directory board in the lobby.
Floor	Points at Floors, required	The floor it is on.
Suite	Short text	Its suite or unit, such as 3.02.
Staff	Whole number	How many people work there, used for the fire warden's count.
Reception Phone	Short text	The number the desk rings to say a visitor has arrived.
E-mail	Short text	Where the desk writes about deliveries and bookings.
Moved In	Date	The day the company moved in.
Active	Yes/No	Yes while it is a tenant. When one moves out, set it to No and keep its records.

Hosts

The people in the building whom visitors come to see and deliveries are addressed to: the tenants' staff who book visitors. (66 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Tenant	Points at Tenants, required	The company they work for, and so their floor.
Phone	Short text	Their phone number, to say their visitor or parcel has arrived.
E-mail	Short text	Their work e-mail address.
Active	Yes/No	Yes while they work in the building.

Visitors

Everyone who has been to the building or is booked to come, once each, however many times they visit. Kept to a name, a company and a car registration. (2,781 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Company	Short text	The company they come from; empty for an interview candidate or a private visitor.
Car Registration	Short text	For those who park, so the car park can be checked. The sample uses a made-up pattern, ZX-1234-A.
Kind	Short text	Guest, Client, Supplier, Candidate or Contractor. Contractors need a site induction.
Regular	Yes/No	Yes for someone who comes often, a dozen times or more, such as a supplier or a client who works with a tenant.
First Visit	Date	The day they first came, or are first booked to come.

Badges

The numbered visitor and contractor badges at the desk. A badge is given out at sign-in and handed back at sign-out. (58 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, required, unique	The number printed on the badge: V-001 for visitors, C-01 for contractors.
Kind	Short text	Visitor or Contractor. Contractor badges open the service doors.
Status	Short text	Available in the tray, Issued to someone in the building, Missing (not handed back in the last month), or Written off when it has been missing longer and was replaced.
Added On	Date	The day the badge was put into use.

Visits

One record for each visit, booked or walked in: who, to see whom, when they were expected, when they signed in and out, and the badge they had. (6,928 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The visit's number, printed on the visitor pass: VIS-2026-00042, given in date order, a new run each year.
Visitor	Points at Visitors, required	Who is visiting.
Host	Points at Hosts, required	Whom they are visiting.
Expected On	Date	The day of the visit.
Expected At	Short text	The time they are expected, as 10:30; for a walk-in, the time they arrived.
Pre-registered	Yes/No	Yes when the host booked the visit beforehand; No for a walk-in.
Purpose	Short text	Meeting, Interview, Works, Event and so on.
Parking	Yes/No	Yes when a car park space is booked for the visit.
Signed In	Date and time	When they signed in at the desk; empty until they arrive.
Signed Out	Date and time	When they signed out; empty while they are in the building, or when they left without signing out.
Badge	Points at Badges	The badge they were given.
Badge Returned	Yes/No	Yes once the badge is back at the desk.
Valid Until	Date and time	When the pass runs out, the end of the day of the visit.
Status	Short text	Expected, On site, Left, Not signed out, No show or Cancelled.

Inductions

The site induction each contractor takes before working in the building, valid for a year. When it runs out it is taken again and a new record made. (125 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The induction's number, printed on the certificate and the agreement: IND-2026-0042.
Visitor	Points at Visitors, required	The contractor inducted.
Given On	Date	The day it was given.
Valid Until	Date	The last day it is good for, a year less a day after it was given.
Given By	Short text	Who at the desk gave it.
Renewed	Yes/No	Yes once a newer induction has taken its place.

Permits

Permits to work, issued at the desk for a contractor's visit when the work carries a particular risk. (243 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The permit's number: PTW-2026-0042.
Visit	Points at Visits, required	The contractor's visit it was issued on.
Kind	Short text	Hot work, Work at height, Electrical isolation, Roof access or Confined space.
Location	Short text	Where the work is done.
Valid From	Date and time	When work may start.
Valid To	Date and time	When the permit runs out.
Issued By	Short text	Who at the desk issued it.
Closed At	Date and time	When the contractor handed it back with the area made safe; empty while it is open.
Status	Short text	Open or Closed.

Deliveries

Every parcel, letter, pallet and order taken in at the desk for someone in the building, until it is collected. (2,754 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The delivery's number, on the slip stuck to it: DLV-2026-00042.
Received At	Date and time	When it arrived.
Carrier	Short text	Who brought it.
Host	Points at Hosts, required	Whom it is addressed to.
Kind	Short text	Parcel, Letter, Large box, Pallet, Flowers or Food order.
Pieces	Whole number	How many boxes or items.
Reference	Short text	The carrier's tracking reference, invented in the sample.
Stored In	Short text	Where it is kept: a shelf, the post room, the fridge or the desk.
Collected At	Date and time	When it was collected; empty while it waits.
Collected By	Short text	Who collected it, the addressee or a colleague.
Status	Short text	Waiting, Collected, or Returned to the carrier after 14 days.

Roll Calls

The evacuation drill log: each fire drill and real alarm, when the building was clear and whether everyone was found. Its lines are the roll call. (6 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The roll call's number: DRL-2026-01.
Kind	Short text	Drill, or Alarm for a real or false alarm.
Started At	Date and time	When the alarm sounded.
Building Clear At	Date and time	When the last person was out.
Minutes to Clear	Number	How long the building took to clear.
All Accounted	Yes/No	Yes when everyone on the list was found.
Led By	Short text	Who took the roll call.
Notes	Long text	What went well and what did not.

Roll Call Lines

The roll call itself: each visitor and contractor signed in when the alarm sounded, by name, and each tenant's staff as counted by its fire warden. (97 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Roll Call	Points at Roll Calls, required	The roll call the line belongs to.
Floor	Points at Floors, required	The floor they were on.
Kind	Short text	Visitor, Contractor, or Staff for a warden's count.
Name	Short text	The visitor's name, or whose staff the count is.
Company	Short text	The company they are from, or the tenant.
People	Whole number	How many people the line stands for: 1 for a visitor, the count for staff.
Accounted	Yes/No	Yes when they were found at the assembly point.
Visit	Points at Visits	The visit the line came from, for a visitor or contractor.

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