Resources are essential when organizing events. Below is an overview of the configuration capabilities for resources in the system settings.
Locations are managed under system settings, under the “Resources” tab, by the “Locations” section.
This screen displays a list of locations that are created in Yesplan. A new location is added by entering a name in the last row of the table and clicking on “Add”.
You see the following fields in the locations list:
Location Name: Clicking on this will open an inspector where the location can be renamed. In this inspector, you can also edit all other aspects of the resource such as prices, permissions, custom data, etc.
Abbreviation: You can enter the abbreviation of a location, which will then appear in diverse tree views in front of the event name.
Do Not Use Simultaneously With: Sometimes it is not desirable to use two locations simultaneously (e.g. for noise control). In this column, you can add one or more locations that you prefer not to use simultaneously with this location. If you do this and locations are booked simultaneously, Yesplan will generate a conflict.
Part of Default Set: Users can determine which locations they want to see in the calendar and in which order. An administrator can create a default set. The default set contains all locations whose checkboxes are active, in the order that they are shown in this list. You determine the order via “Up” and “Down” (see “Edit” below).
The first time a user signs into Yesplan they will see their part of the default set. Please note that a user of a default set will only see the locations that are owned by their primary team or by an overlying team (see “Owning User Group” below). A user can also call up their default set via the location menu in the event calendar.
Owning User Group: This is important when determining permissions for the location (see the Permissions Manual). This can also be an additional filter on the locations default set for certain users (see “Part of Default Set” above).
Editing: The order of the locations can be customized using ‘Up’ and ‘Down’. Locations can also be deleted, but only if no events are booked here in the future.
A resource group is a category under which you group related resources. A microphone, loudspeaker, lighting board and sound technician are all resources that you would place in a ‘stage technology’ resource group.
Resources always belong to a resource group. If you don’t award a resource group to a resource, then it automatically belongs to the “Miscellaneous” group. You don’t have to create the “Miscellaneous” resource group; it already exists in Yesplan. Consequently, you cannot create a resource group with the name “Miscellaneous”.
Please note that a resource group can group together different types of resources: ‘Person’, ‘Material’, ‘Service’ and ‘Financial’. Locations (‘Location’ resources) are automatically classified in the “Locations” resource group. You don’t have to create the “Locations” resource group; it already exists in Yesplan. Consequently, you cannot create a resource group with the name “Locations”.
Resource groups are predefined by an administrator; a user who is not an administrator cannot create resource groups. Resource groups are managed under system settings, under the “Resources” tab, by the “Groups & Roles” section.
In the left column, you see a list of resource groups, in alphabetical order. A new resource group is added by entering a name in the last row of the table and clicking on “Add”. The name can be changed by double-clicking on it.
A resource group can always be deleted (by clicking on “Delete” in the “Edit” column), even if it is being used somewhere. Existing resources or placeholders that use this resource group will not be changed; they will continue to use the deleted resource group. You will not be able to add the deleted resource group to resources or placeholders.
Deleting a resource group is irreversible! If you create a resource group later on with exactly the same name as the deleted resource group, it will be a completely different resource group.
For example, ‘microphone’ belongs to the ‘stage technology’ resource group. If you delete the ‘stage technology’ resource group, ‘microphone’ will still belong to that resource group. You will not be able to add ‘Theaterspot’ to ‘stage technology’ because this group was deleted. If you create a new resource group with exactly the same name and you add ‘Theaterspot, then ‘microphone’ and ‘Theaterspot’ will not belong to the same resource group even though the groups have the same name. ‘Microphone’ will belong to the old ‘stage technology’ resource group and ‘Theaterspot’ will belong to the new ‘stage technology’ resource group. If you want both resources to belong to the same resource group, you will have to add ‘microphone’ to the new resource group. You do this by adding it to a different resource group first and then back to ‘stage technology’.
A resource can have multiple roles and can be booked for an event in one of these roles. For example, Nico can fulfil multiple roles, such as sound technician or stage hand, and you can book him for an event in either of these roles.
You can also book the role itself, such as stage hand, for an event. We call this a placeholder. A placeholder is a temporary booking that will be replaced later in the planning process with a resource that can fulfil this role (either Nico or Tine because they are both stage hands).
For each role that is defined, Yesplan will automatically create a placeholder. A placeholder is a special resource that represents the role. Just like other resources, this special resource can be booked for events. A placeholder booking will be replaced with a regular resource that can fulfil this role later in the planning process.
For example, when planning an event, you know that you will need a sound technician, but you don’t yet know exactly who will fulfil this role. When planning the event you book a ‘sound technician’ placeholder. Later, a few weeks before the event, you will draw up the schedule and decide that ‘Jan’ can fulfil this role. At that moment you replace the ‘sound technician’ placeholder with the human resource ‘Jan’.
For events where all the placeholders have not been filled in, you will see conflicts.
Roles and placeholders are managed under system settings, under the “Resources” tab, by the “Groups & Roles” section.
In the right column, you’ll see a list of roles and placeholders. A new role is added by entering a name in the last row of the table, choosing the type and the group, and clicking on “Add”.
You can set the following fields for every role:
Role: The name of the role (this is also the name of the placeholder). The name can be changed by double-clicking on it.
Type: The placeholder type associated with the role. The possibilities are:
Location. The type can be customized by clicking on it; you will see a drop-down menu.
Group: The resource group to which the placeholder belongs. The resource group can be customized by clicking on it; you will see a drop-down menu of all resource groups.
It is best to choose a specific resource group (not “Miscellaneous”) that is associated with the role. This keeps everything orderly and the prices of these roles will be included in the correct section.
Editing: Roles can be deleted unless they are being used as a condition for determining the visibility of custom data. Clicking on “Inspect” will open the placeholder inspector. Since this is a special resource, you also have tabs for Prices, Bookings, Contacts, Attachments, History and Permissions for Prices.
A placeholder does not have permissions settings, except for price permissions. A placeholder can be viewed and booked by all users. Only an administrator can edit or delete a placeholder.
Price Definition Names§
The administrator can determine and limit the names of price definitions. Do not forget that these names are important to the automatic conversion of price definitions when swapping placeholders for resources. See Price Definitions and Swapping Placeholders for more information.
Day Parts for Prices§
Resource prices can differ depending on the moment of the day when it is being used. For example, a certain hall is rented for 100 euros in the morning, 150 euros in the afternoon and 200 euros in the evening.
A day parts definition is a set of different day parts, such as morning from 09:00 to 12:00, afternoon from 13:00 to 18:00 and evening from 19:00 to 23:00 in the previous example. You can create multiple day parts definitions if you use different timetables.
For the resource, you can place a separate price on each day part as part of a price definition. A day parts definition can be used multiple times for different price definitions, to create different rates for the same resource.
Day parts definitions for prices are managed under system settings, under the “Resources” tab, by the “Day Parts for Prices” section.
This screen displays a list of day parts definitions. You add a new definition by clicking on “Add a New Day Parts Definition”. The name can be changed by double-clicking on it. Clicking on the minus sign next to the deletes a day parts definition.
You can add new day parts to a day parts definition by clicking on “Add” on the right side of the timeline and entering a name and hours in the form that appears. Day parts are displayed as blue bars. The name and hours of a day part can be edited by clicking on this blue bar. You can delete a day part via the popover that opens.
If a day parts definition is edited under system settings, the change will not be implemented automatically for the resources that use this day parts definition. In other words, the old definition remains valid for resources that were already using it. When this definition is awarded in the future, the new definition will be applied.
Yesplan allows day parts to overlap, but we do not recommend this:
- Day part ‘Morning’ from 09:00 to 13:00
- Day part ‘Afternoon’ from 12:00 to 17:00.
These day parts overlap between 12:00 and 13:00. A user can create price definitions for a resource with these day parts, but this can cause confusion:
- If the resource is booked from 11:00 to 13:00, then the overlapping part falls within the ‘Morning’ day part. As a result, Yesplan will assign the ‘Morning’ price definition.
- If the resource is booked from 12:00 to 15:00, then the overlapping part falls within the ‘Afternoon’ day part. As a result, Yesplan will assign the ‘Afternoon’ price definition.
- If you book the resource from 11:00 to 15:00, then the booking is located in both day parts. Yesplan adds up the prices for ‘Morning’ and ‘Afternoon’.
- You can also book the resource between 12:00 and 13:00. In that case, Yesplan will not assign a price because it is not clear which day part is applicable: ‘Morning’ or ‘Afternoon’?
Do not combine an ‘All Day’ (09:00 to 17:00) day part with smaller ‘Morning’ (09:00 to 12:00) and ‘Afternoon’ (12:00 to 17:00) day parts within one definition for day parts because the smaller day parts always overlap with the larger day part. Consequently, Yesplan will not assign a price when a resource is booked.