Explore the basics

Creating a Database

Every Ninox project starts with a database, so let’s go ahead and create one.

  • Visit https://ninox.com/ and select Start Ninox .
  • In the Ninox screen, select New Database.

1-Select_New_Database

 

Did you know...?

Ninox lets you use a wide variety of templates to work from depending on need, like Collections, Inventory, Custom CRM, and so on. For this tutorial, we’re going to create an Event Management system.

  • In this case, let’s start with a blank slate, so select New.
  • Last step! Your new database needs a name. In the New Database popup, enter: "Event Manager" then select Create database.

2-Enter_Database_Name

That’s it! Congratulations, your database is now good to go!

 


 

Adding a Table

Once your database is all set, we need to create a table. A table is simply a way to organize information. 

So for this tutorial, we’re going to create an Event Manager. It will enable users to create a new event and then specify which participants will join the event. 

To start, we’ll create a table that holds information about an event.

 

Giving your new table a name

  • First, select your new Event Manager database.
  • Then, in the next screen select New table.
  • A table screen appears.
  • In the Table name field, enter a name for your table. Since this will hold data about events, we’ll name it Events.

3-Name_a_Table

 

Drag, drop, and name data fields

Building out your form to collect data is as simple as dragging & dropping data fields from one side of the screen to the other. In the example below, we’re creating the following fields:

  • Text → Type the “Title” of an event and hit <ENTER>;
  • Date → Date when an event occurs;
  • Number → Define the Number field with the word “Participants” and hit <ENTER>;
  • Choice → Define the Choice option as a “Venue” and remember to hit <ENTER>; and,
  • Text (multiline) → A text block for information about an event’s “Agenda.”

…just remember to hit <ENTER> after each field name so that they’re saved!

4-Drag_and_Drop_Functionality

 

...don't Save yet!

We still have some data customizations to work on!  

But if you did accidentally select Save changes, don’t worry — here’s how to get back on track:

  • After selecting Save changes, you’ll be taken to your table.
  • At the top of the screen, select the Actions gear icon.
  • In the drop-down menu, select Edit fields…
  • That’s it — welcome back! 

5-Return_to_Edit_Fields

 

Customizing a data field

Every data field can be customized based on your needs — just select the newly-dropped field and configure it any way that you like. For example, maybe it’s a required field, has a minimum or maximum length, has a tooltip, has viewable permissions, etc.

With Ninox, you’re in complete control of how your form fields are displayed!

Let’s configure the “Venue” choice field, a drop-down menu, so that:
…it is required;
…displays options via radio buttons;
…has a tooltip; and,
…includes 4 different selectable options.

 

Making a field ‘Required’

  • Our first step is to select the Venue field name to configure it.
  • Next, in the Required field, we’ll select Yes.


Selecting a display option and adding a tooltip

  • In the Show As field, we selected Radio Buttons (since only one venue can be selected).
  • Next, in the Tooltip box, we entered “Select event location”.
  • A tooltip is hovering text that appears when a mouse cursor hovers over the field.

6-Customize_Venue_Field

 

Show As Combobox? Switch? What’s that?

Here’s a short guide on Ninox selection options and when to use them:


Combobox
A Combobox is best used in the following scenarios:

  • When there is a recommended default option like the first option in a list;
  • When there are more than 7 choices;
  • When a user doesn’t need to compare items (choices are familiar); and,
  • When you need to optionally provide a text-entry field when using an “Other” option.

7-Controls_Combobox  

 

Radio Buttons
Radio Buttons are best used in the following scenarios:

  • When you’d like your user to read all available options;
  • When you have less than 5 choices;
  • When a user needs to compare items, like subscription choices; and,
  • When you want to emphasize a quick selection.

8-Controls_Radio_Buttons

 

Switch
A Switch control is best used in the following scenarios:

  • When there are two available options;
  • When there is a default option; and,
  • When a user needs to easily toggle between simple options, like On & Off, Yes & No, etc.

9-Controls_Switch

 

Defining the options
Since this is a 'Choice' field, the user will be able to select from different venue options.

In the Choice values area, select Add value to create as many options as you like for your choice field. In this example, we created 4 venues. When all done, remember to select Ok. When you’re happy with your field customizations, select Save changes.

10-Define_Venue_Options

Great work!


Remember to select Save changes, as your first form is starting to take shape. In the next section we’ll make some minor adjustments to the form before inputting data.

 


 

A Bit About Tables

Since tables will play a big role when creating your own databases, we wanted to provide a little visual reminder about the different parts of a table:

11-Table_Components

 

Deleting a Table

Tired of your table and ready to start fresh? Here’s how to delete a table:

  • From the table view, select the Actions gear icon.
  • Select Edit fields…
  • In the panel that appears, on the bottom left, select Delete table.
  • A confirmation message appears — select Delete table to finalize the deletion.

12-Delete_a_Table

 


 

Customizing your Form

Ninox is designed to empower you to be your own decision maker — no need to wait for others, just jump in and start building! Forms can be completely customized and configured based on your requirements.

So, let’s have a look at the form you just built. 

  • After saving your work, you will return to the Tables tab.
  • Select the Events table to return to your form.
  • In the table, select any cell within the first row.
  • Your form appears on the right side.

13-Viewing_a_Form

 

Changing a cell's dimensions

Want your fields to look a bit different? Try clicking on a cell’s margins to activate the edit mode, then simply grab an anchor point to re-size as needed.

14-Change_Cell_Dimensions

 

Changing field order

To move fields around, follow the steps above to highlight a cell and then simply drag and re-order as needed.

15-Move_Cells

 

Remember to Save

Every time you make a change to your work, a helpful red banner appears on the top right of the screen reminding you to save. So remember to select Save changes frequently!

16-Save_Changes_1

Stay in Control

By the way, that red wrench icon means that you’re in Admin Mode — when this appears, you can edit fields (like changing a field’s size or order, as shown above). While it is auto-enabled, it will turn off if you close the database. But never fear! Just click the wrench to re-activate your Admin super powers.

17-Admin_Mode

 


 

Inputting Data

While Ninox offers advanced options for the import of data, for now the easiest way to input new data is to simply enter information directly into your form.

There are two easy ways to do this:

  • You can just select a row and—in the form on the right—complete each field as needed. Here’s what it looks like:

18-Input_Data_in_Form

  • Alternatively, you can double-click on a cell and just enter information directly, just like your favorite spreadsheet! Here’s what that looks like:

19-Input_Data_in_Cells

 

What do the numbers on the left mean?

These numbers are called “Row Numbers” and “ID Numbers”:

  • Row Number: These are row headers that are listed sequentially—from lowest to highest—and are used to indicate a horizontal row (e.g., “Row number 5…”, “Row number 1…”, etc.); and,
  • ID Number: The numbers found in the ID column are called ID Numbers and are used to indicate a record. These are automatically generated by Ninox (e.g., ID Number 2 above refers to the record with the title “YMCA Fundraising Gala”).

20-Row_Number_and_ID_Number

Hiding the ID Column

The ID column is used to assign a specific value to each record, but we understand that some users may be initially confused when seeing numbers appear out-of-sequence.

If you’d rather not see the ID column, you have the option of hiding it from view — doing so will not adversely impact Ninox’s functionality in any way.

To do so, select the ID column header and then select Hide column.

20a-Hide_ID_Column

To show (un-hide) a column, select the Filter icon and drag the hidden field back from the Available Columns panel to the Visible Columns panel.

 


 

Inviting Others

Ready to bring in your colleagues to show off your latest self-made custom app?

Just use Ninox’s Invite feature to add anyone — you just need their e-mail address and you can even assign a role for them on-the-spot!

  • Head back to your Team interface by clicking on the blue team name (“My Team 1” below).
  • Select Invite.
  • In the Email field, enter your invitee’s e-mail address.
  • In the Access rights field, select a role.
  • Select Send invitation.

21-Invite_Others

The invitee will receive an e-mail similar to the following. After they select Accept Invitation, they’ll be ready to join you in Ninox.

Email_Invite

 


 

Congratulations!

In just a few short minutes you created a custom app with its own database, table, and customized fields. Nice work!!

Want to explore the basics of Ninox a bit more? Browse through the Explore section below.

Or if you want to jump to Part II, just click [Intermediate] !

 


 

Exploring the Basics of Ninox

Sorting and filtering

Need to change the order or type of field data that appears? Just click on a column header and apply filters and/or sort data as needed.

Feel free to play with Ninox’s tools as much as you like. For example, Grouping data is extremely useful when working with large data sets. The animated graphic below shows how easy it is to sort values in Ascending or Descending order.

22-Sort_Column

 

All About Views

As you explore the different ways to convey data, you may find that different data views can help you to make better decisions.

Whether it’s viewing information in a bar chart or creating another table with different columns, Ninox Views can help you to get the specific insights you need!

Ready to explore Views? Try clicking on the + plus icon and explore some different view options.

23-Using_Views