Introduction

You configure Yesplan via the system settings. This part of Yesplan is only available to administrators and can be opened by clicking on “System Settings” on the user’s navigation menu item.

The system settings are broken down into categories; they correspond with the tabs that you see in the system settings window.

We will discuss each category in detail.

Managing Users

Users and user groups are managed in Yesplan under the “Users” tab on the System Settings window. You see a list of Yesplan users, in alphabetical order.

User Details

In the “Users” screen an administrator can edit the identification details of a user, determine which user groups a user belongs to, and determine which permissions and privileges are applicable to users.

User Identification

The first five columns of the users list show details that identify the user in Yesplan. The details can be edited by double-clicking on the values.

Attention

Users can sign in using their username or email address, in combination with their password.

If the same email address is used multiple times, and is not uniquely linked to one user, then these users cannot sign in with the email address. They will have to sign in with their username.

Double use of the same email address is indicated in the list via an exclamation point next to the email addresses.

Awarding User Groups and Permissions

A user’s permissions are determined in Yesplan based on the user groups to which the user belongs and the permission templates that are applicable for the user. You’ll find more details in the permissions manual.

In the users list an administrator can determine which user groups and templates are applicable for a user:

In the last column the administrator can request a summary of a user’s permissions by clicking on “Show Permission Settings”.

Creating Administrators

A user needs administrator privileges to edit settings, create users, etc. Yesplan supports two kinds of administrators:

Once a user is a general administrator they can manage all user groups. It is not possible to make them administrators for separate user groups.

Adding Users

Users can be added by clicking on “Add a User” at the bottom of the users list.

To add a user you must enter a username, password and name; optionally you can also enter an email address.

When entering the password, Yesplan will indicate the password strength while typing (based on the complexity of the password and the estimated time it would take to crack the password). In other words, you are given immediate feedback regarding the security of the password.

A Yesplan user must always be linked to a human resource (the resource type = Human). When creating a user, this linked resource will also be created automatically by default. It is possible to link a user to an existing resource by deactivating the checkbox next to “Create a linked resource” and then choosing a resource from the list that appears. Please note: the list only displays resources whose name is an exact match with that of the user that you are creating, and who are not linked with another user.

A Yesplan user can also be linked to a contact, but this is not required. When creating a user, a matching contact will also be created by default. If this is not desired, deactivate the checkbox next to “Create a linked contact”.

You can also link the user to an existing contact (by clicking on “Link with Existing Contact”). Just like with resources, only the contacts will be displayed whose name is an exact match with that of the user.

When Yesplan has the necessary information to create the user, the “Add” button will be active.

Deleting Users

A user can be deleted by clicking on “Delete User” in de last column of the users list. However, deleted users do not disappear from the system definitively. They are saved in a separate list. If users are deleted, you will see “Show Deleted Users” at the bottom of the users list.

Clicking on this will open the list of deleted users.

In addition to the username, name and email address of the deleted user, we are given two possibilities.

Managing User Groups

Users can be divided into user groups. User groups are used for distributing permissions to a group of users.

Users are divided into user groups so that you can give them all the same permissions. Division usually occurs based on a similar role or job title that the users execute within the organization.

User groups are managed under the “Users” tab, by the “User Groups” section.

Yesplan allows you to define a hierarchy of user groups. At the top of the hierarchy you see the global user group, which is called “Yesplan” by default. This user group cannot be deleted, but it can be renamed. All other groups that are created are a direct or indirect subgroup of this global user group.

For example: you want to grant certain permissions to all technicians, but you also want to grant specific permissions to light technicians and to sound technicians. You can create a “Technicians” user group and under this subgroups for “Light Technicians” and “Sound Technicians”. Please note that a user who is a member of a user group is also automatically a member of every user group above this group in the hierarchy. In other words, every ‘Light technician’ will also be regarded as a ‘Technician’ when it comes to permissions. They will also be part of the global ‘Yesplan’ group.

User Group Members

If a user group has members, there will be a triangle next to the name of the user group. The user group members will be displayed when you click on this triangle. Clicking on the name of a user will open a summary of the permissions for that user.

Adding User Groups

User groups can be added in two ways. You can add a group via the “Add a Group” button (at the bottom of the list). The new group will be added as a subgroup of the global group (“Yesplan”).

It is also possible to add a subgroup to a specific user group. You do this next to the group where you want to add a subgroup. The group will become blue when you hover the cursor over it, and a few options will appear next to the name of the user group. Click on “Add group” to add a new user group as a subgroup of that group.

Editing the Name of a User Group

The name of a user group can be changed by double-clicking on it. Please note that the global user group can also be renamed. You might want to give it the name of your organization.

Deleting User Groups

User groups can be deleted via the capabilities that are visible when you hover the cursor over the group.

If the user group that is deleted still contains users then you will be alerted and asked to confirm deletion of the group. Please note that deleting the group does not result in a deletion of the users; these users will simply no longer be part of that user group after it is deleted (they also will not move to the overlying group).

Rearranging User Groups

It is possible to change the hierarchy of user groups by dragging a group. A group can be dragged onto a different user group or it can be dropped between two different user groups. If you drag a user group that contains subgroups then both the group and the subgroups will be moved. If you only want to move the selected group without the subgroups then you must press the ALT key while dragging.

Managing Permission Templates

Permission templates are an important concept when managing permissions in Yesplan (see permissions manual). Permission templates are managed under the “Users” tab, by the “Permission Templates” section.

This screen displays a list of the different templates. In the first column you see the name of the template; the second column contains the possible actions for the templates.

New permission templates are added entering a name for the template in the bottom row and then clicking on the “Add” button. The name of an existing permission template can be changed by double-clicking on it.

Next to the name of the template we see the following capabilities in the second column:

Custom Data

It is possible to define extra fields in Yesplan in addition to the default data that can be input for events, resources and contacts. We call this custom data. This makes it possible to configure Yesplan freely. Extra fields, which are specific for a certain workflow or a certain organization, can be added to Yesplan.

Elements with Custom Data

Custom data fields can be added to events, resources, resource bookings, contacts and contact bookings. They are displayed on their respective inspectors, on the tab of your choosing. You can create extra tabs for this.

Managing Custom Data

For every element to which custom data can be added there is a separate screen for managing that custom data. These screens are found in the system settings, under the “Events”, “Resources” and “Contacts” tab, by the “Custom Data” or “Custom Data for Bookings” section.

Since the configuration of custom data fields is quite similar for the different elements, we will not discuss every separate screen in detail. We will explain the general functioning of the configuration screen for custom data.

Structure of Custom Data

You can define multiple custom data fields for a certain kind of element (e.g. events, resources and contacts). Instead of presenting these fields as one single long list, Yesplan offers two possibilities for breaking down custom data fields. When displaying the values of custom data fields on inspectors, this breakdown will be respected.

Tip

A custom data field or a block can be moved to another group by moving it to the top or bottom of the group and then by clicking on “Up” or “Down” one more time.

Label, Keyword and Description

Types of Custom Data Fields

Yesplan supports different types of custom data. The custom data type determines which values can be entered. Please note that certain types can only be used under certain conditions. The list below is a summary of the different types of custom data fields, when they can be used and their aim.

Description Use in the pattern
year 2001
year with leading zeros 01
month 2
month with leading zeros 02
month name february
month name with capital letter February
month name in capital letters FEBRUARY
month name abbreviated feb
month name abbreviated with capital letter Feb
month name abbreviated and in capital letters FEB
day 3
day with space _3
day with leading zeros 03
weekday saturday
weekday with capital letter Saturday
weekday in capital letters SATURDAY
weekday abbreviated sat
weekday abbreviated with capital letter Sat
weekday abbreviated and in capital letters SAT
hour in 12-hour format 4
hour in 12-hour format with leading zeros 04
hour in 24-hour format with leading zeros 16
day part pm
day part in capital letters PM
minute 5
minute with leading zeros 05
second 6
second with leading zeros 06
time zone Z Z
time zone +00:00
time zone abbreviated UTC

In addition to the fields above, there are also several fields that serve to manage a link with external systems (e.g. integration with a ticketing system). These fields will only be visible if a link is activated that requires their use. For more information regarding the use of these fields, please refer to the manuals of the integrations that Yesplan supports.

The configuration screen for custom data shows the type for every field. If the type requires additional parameters, they will be displayed in the “Values” column. These parameters can be changed by double-clicking on them. For custom data fields that expect a list of options (like a drop-down menu or a checkbox), the values entered must be separated by commas.

Attention

It is not possible to change the type of a custom data field once it is set.

Visibility of Custom Data

It’s often not desirable to display a custom data field everywhere and at all times. Sometimes you only want to display the custom data field on certain inspector tabs, or you only want to show it under certain conditions. For example: the ticket statuses of an event are only important once the event has the status ‘planned’. Similarly, a field that keeps track of the sizes of a resource is only useful for material resources.

You can set the visibility of a custom data field by clicking on “Add” in the “Where or When to Show” column. You will see a drop-down menu with all the possible conditions. When you choose a condition, it will be displayed in one of the columns to the left. In the image above (for events) we see the columns “Inspector Tabs”, “Profile”, “Status” and “Location”. If you choose the “Info” tab from the list of conditions then “Info” will appear in the “Inspector Tabs” column; now this condition is active. You can remove the active condition by clicking on the delete button next to it.

The tables below are arranged per element type; they offer a summary of the conditions that can be used to determine the visibility of a custom data field and the accompanying rules.

Events

Condition Description
Inspector Tab The custom data field is only visible on the chosen tabs. If no tabs are chosen for this field then it will not be visible anywhere.
Location The custom data field is only visible if the event takes place in the chosen locations. If no locations are chosen for this field then the custom data field is visible irrespective of the location where the event takes place.
Event Profile The custom data field is only visible if the event has a certain profile. If no profiles were chosen for this field then the custom data field is visible irrespective of the event’s profile.
Event Status The custom data field is only visible if the event has a certain status. If no statuses were chosen for this field then the custom data field is visible irrespective of the event’s status.

Resources and Resource Bookings

Condition Description
Inspector Tab The custom data field is only visible on the chosen tabs. If no tabs were chosen for this field then the custom data field will not be visible anywhere.
Resource Role The custom data field is only visible for resources with a certain role. If no roles were chosen for this field then the custom data field is visible irrespective of the resource’s role.
Resource Type The custom data field is only visible for resources of a certain type. If no types were chosen for this field then the custom data field is visible irrespective of the resource’s type.

Contacts and Contact Bookings

Condition Description
Inspector Tab The custom data field is only visible on the chosen tabs. If no tabs were chosen for this field then the custom data field will not be visible anywhere.
Contact Label The custom data field is only visible for contacts that have a certain label. If no labels were chosen for this field then the custom data field is visible irrespective of which labels the contact has.

Creating Custom Data

A group can be added by clicking on “Add a Group” at the bottom of the screen. To add a block or a custom data field, make sure that the group to which you want to add this information is open. Click on “Add a Field”. Now choose the correct type from the drop-down menu (or the option “New Block”), enter the label and, if required, options separated by a comma. You finish the process by clicking on the “Add” button.

Exporting/Importing Custom Data Fields

To make the configuration of custom data fields easier, it is possible to export or import fields in Yesplan.

You export fields of a certain group by activating the checkboxes of the fields that you want to export. Then you click on “Export Selected Items” to export those specific fields to a file. To export an entire group, click on “Export Everything”.

When importing you can choose between importing a new group or importing fields to an existing group. You import a new group by clicking on “Import a Group” (at the bottom, under the list of custom data groups). To import fields to an existing group, make sure that the group to which you want to add this information is open then click on “Import Fields”.

Please note that it is not possible to import a file with custom data fields that was exported from an older version of Yesplan. To discover Yesplan’s current version number, click on “Release Notes” on the “Help” navigation menu item.

Restoring Deleted Custom Data Fields

Groups, blocks and custom data fields that are deleted do not disappear from the system completely. They can be put back. If there are deleted custom data fields, the option “Show Deleted Fields” will appear at the bottom, under the list of custom data groups. Clicking on this will display a list of deleted fields.

Next to the details of the fields you can “Restore” items in the “Edit” column. If the block or group to which the custom data field belonged still exists, the field will be restored within that block or group. If it no longer exists, you will be presented with a drop-down menu with all existing blocks and groups so that you can indicate where the fields should be added. Clicking on “Delete Permanently” will remove the field from Yesplan permanently. Think twice before doing this.

Managing Tabs

The details of events, resources, resource bookings, contacts and contact bookings can be viewed and edited in Yesplan via the inspectors of these elements. Inspectors have several tabs. Some of the tabs are system tabs and provided by Yesplan. An administrator can add additional tabs that are required for the organization. Tabs can be made visible for a selection of users (see managing capabilities in the permissions manual).

Tabs can help structure custom data fields or help manage the visibility of these fields.

The tabs are managed under System Settings, by the “Inspector Tabs” section of the corresponding “Events”, “Resources” and “Contacts” tabs.

In the image above you see the screen for managing resource tabs and booked resource tabs. This screen has two lists, in alphabetical order, of the tabs that were created for resources and the tabs that were created for booked resources. We see that three tabs were defined for resources and two tabs were defined for booked resources.

To add tabs you enter the name of the tab in the input field at the bottom of the list and click on “Add”. Please note that it is not possible to create two tabs with the same name for one kind of element. To rename a tab, double-click on it. Tabs can only be deleted (by clicking on “Remove” in the “Edit” column) if they are not in use by a parameter that determines the visibility of a custom data field.

Please note: new tabs are not visible for users by default. To make the tab visible you must explicitly give access to users (see managing capabilities in the permissions manual).

Managing Suggestion Lists

Certain input fields in Yesplan give the user suggestions for values that can be used in that field.

In the example above, a label is added to a contact. The user has entered the characters ‘st’. Based on this input Yesplan will propose several suggestions, in this case “student”, “stagiair” and “stand-in”.

We make a distinction between these kinds of suggestions:

An administrator can set whether a user can add new values of their choosing to a suggestion list.

The fields in Yesplan that use suggestion lists are labels for events (managed under the “Events” tab, by the “Labels” section), schedule descriptions for events (managed under the “Events” tab, by the “Schedule Descriptions” section), names of price definitions for resources (managed under the “Resources” tab, by the “Price Definition Names” section) and labels for contacts (managed under the “Contacts” tab, by the “Labels” section).

The screen where you manage the suggestion lists consists of two columns: predefined suggestions on the left, visible and hidden suggestions on the right. In the upper right corner there is a drop-down menu in which the administrator can indicate whether users can add new values or can only choose from existing suggestions.

Predefined Suggestions

Predefined suggestions are displayed in alphabetical order. To add values you enter the value in the input field at the bottom of the list and click on “Add”. To rename a suggestion, double-click on it.

Please note that duplicates of suggestions are not allowed. If a value that already exists (it appears in the list of visible or hidden suggestions) is added to the list of predefined suggestions, this suggestion will disappear from the visible or hidden suggestions.

It is also possible to drag suggestions from the predefined list to the visible list, and vice versa.

If a predefined value is not being used anywhere in Yesplan it can be deleted (by clicking on “Delete”). In the example above we see that the suggestion “theatre” can be deleted. Values that are being used cannot be deleted but they can be moved to the visible suggestions (by dragging them there or by clicking on “Move to Visible Suggestions”).

Visible Suggestions

Visible suggestions are also displayed in alphabetical order. To rename a suggestion, double-click on it. It is not possible to add these values to these suggestions via system settings. The list is created automatically based on the values that users input for this field (if this is allowed).

Visible suggestions can be moved to the predefined suggestions (by dragging them there or by clicking on “Move to Predefined Suggestions”).

It’s also not possible to delete the values from the list via system settings. These suggestions disappear automatically as soon as they are no longer in use. You can hide a certain value so that it is no longer suggested. You do this by clicking on “Hide from Suggestion List”.

Hidden Suggestions

If suggestions were hidden, a list of hidden suggestions will be available under the list of visible suggestions. You can show this list by clicking on “Show Hidden Suggestions”. From this list you can choose to show them in the suggestion list or to move them to predefined suggestions.

Event Settings

Managing Statuses

Event statuses are managed under system settings, under the “Events” tab, by the “Statuses” section.

This screen displays a list of statuses that are used in Yesplan. A new status is added by entering the fields in the last row of the table and clicking on “Add”.

You can set the following fields for each status:

The Edit column offers the following capabilities:

Managing Profiles

Event profiles are managed under system settings, under the “Events” tab, by the “Profiles” section.

This screen shows a list of profiles used in Yesplan, in alphabetical order. A new profile is added by entering the fields in the last row of the table and clicking on “Add”.

You can set the following fields for each profile:

The Edit column offers the following capabilities:

Managing Date Decorations

Date decorations are managed under system settings, under the “Events” tab, by the “Date Decorations” section.

This screen shows a list of date decoration used in Yesplan, in alphabetical order. A new date decoration is added by entering the fields in the last row of the table and clicking on “Add”.

Remark

You must sign out of Yesplan and sign back in before date decoration changes are visible in the calendar.

You can set the following fields for every date decoration:

Team Planner Settings

Managing Teams

Human resources can be divided into teams. Teams typically correspond with the diverse departments that exist in an organization. Please note that teams are completely separate from user groups and Yesplan’s permissions system.

Teams are used in the Team Planner to quickly call up a group of human resources. They are also used when assigning tasks.

Teams are managed under the “Team Planner” tab, by the “Teams” section.

Yesplan allows you to define a hierarchy of teams. At the top of the hierarchy you see the global team, which is called “Yesplan” by default. This team cannot be deleted, but it can be renamed. All other teams that are created are a direct or indirect subteam of this global team.

Team Members

If a team has members, there will be a triangle next to the name of the team. The team members will be displayed when you click on this triangle. If a human resource team member is linked to a user, this will be marked with a black user icon. Clicking on the name of a human resource will open their inspector.

Adding Teams

Teams can be added in two ways. You can add a team via the “Add a Team” button (at the bottom of the list). The new team will be added as a subteam of the global team (“Yesplan”).

It is also possible to add a subteam to a specific team. You do this next to the team where you want to add a subteam. The team will become blue when you hover the cursor over it, and a few options will appear next to the name of the team. Click on “Add Team” to add a new team as a subteam.

Editing the Name of a Team

The name of a team can be changed by double-clicking on it. Please note that the global team can also be renamed. You might want to give it the name of your organization.

Deleting Teams

Teams can be deleted via the capabilities that are visible when you hover the cursor over the team.

If the team that is deleted still contains human resources then you will be alerted and asked to confirm deletion of the team. Please note that deleting the team does not result in a deletion of the human resources; these human resources will simply no longer be part of that team after it is deleted (they also will not move to the overlying team).

Rearranging Teams

It is possible to change the hierarchy of teams by dragging a team. A team can be dragged onto a different team or it can be dropped between two different teams. If you drag a team that contains subteams then both the team and the subteams will be moved. If you only want to move the selected team without the subteams then you must press the ALT key while dragging.

Managing Teams for Human Resources That Are Linked to Users

In the human resource inspector you can decide which teams that human resource belongs to (on the “Info” tab).

For human resources that are linked to Yesplan users, you can also manage this under the “Team Planner” tab, by the “Team Membership” section. You will see a summary of all human resources that are linked to a user; the list is sorted alphabetically. You can add or delete teams for these human resources in the right column.

Managing Irregular Hours and Day Parts

Irregular hours and day parts are managed under system settings, under the “Team Planner” tab, by the “Working Hours” section.

This screen has two parts:

Managing Contracts

Contracts are managed under system settings, under the “Team Planner” tab, by the “Contracts” section.

Managing contracts is described in detail in the team planner manual.

Managing Unavailabilities

Human resources can be indicated as unavailable. You can enter a reason for the unavailability (e.g. holiday, sick leave, etc.).

Unavailabilities are managed under system settings, under the “Team Planner” tab, by the “Unavailability” section.

This screen displays a list of unavailabilities that are created in Yesplan. New unavailabilities are added by entering a name in the field at the bottom of the list and clicking on “Add”. The name can be changed by double-clicking on it. An unavailability can also be deleted (by clicking on “Delete”); after deletion you cannot use it. Existing unavailabilities are not changed by doing this.

One or more types can be added to an unavailability. These types are important for reflecting unavailabilities correctly under the different counters and when checking contract rules.

Yesplan supports three types:

Resources Settings

Managing Locations

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:

Managing Resource Groups

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.

Attention

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. But 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’.

Managing Roles and Placeholders

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 sound technician, but you don’t know exactly who will fulfil this role yet. When panning 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 will replace the ‘sound technician’ placeholder with the human resource ‘Jan’.

For events where not all the placeholders have 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:

Remark

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.

Managing 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, for 150 euros in the afternoon and for 200 euros in the evening.

A day parts definition is a set of different day parts, such as morning from 9:00 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 shows 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 graph and entering a name in the form that appears. Day parts are displayed as blue bars. The name and times 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.

Contacts Settings

Managing Titles

Titles are managed under system settings, under the “Contacts” tab, by the “Titles” section.

This screen shows a list of titles that were created in Yesplan, in alphabetical order.

Titles are used for people.

New titles are created by entering a name in the field at the bottom of the list and clicking on “Add”. The name can be changed by double-clicking on it. A title can be deleted. Please note that it will be deleted everywhere. In other words, contacts that used this title will not have a title from now on.

If desired you can set a default title. In that case this title will be entered automatically when creating a new person. If a default title is set but you no longer want to use it, you can undo the default setting by clicking on “Clear” next to the current default title.

Managing Business Entities

Business entities are managed under system settings, under the “Contacts” tab, by the “Business Entities” section.

This screen shows a list of business entities that were created in Yesplan, in alphabetical order.

Business entities are used for organizations.

New business entities are created by entering a name in the field at the bottom of the list and clicking on “Add”. The name can be changed by double-clicking on it. A business entity can be deleted. Please note that it will be deleted everywhere. In other words, contacts that used this business entity will not have a business entity from now on.

If desired you can set a default business entity. In that case this business entity will be entered automatically when creating a new organization. If a default business entity is set but you no longer want to use it, you can undo the default setting by clicking on “Clear” next to the current default business entity.

Managing Address Types

Address types are managed under system settings, under the “Contacts” tab, by the “Address Types” section.

This screen shows a list of address types that were created in Yesplan. There is one list of address types for both people and organizations. The list is in alphabetical order.

New address types are created by entering a name in the field at the bottom of the list and clicking on “Add”. The name can be changed by double-clicking on it.

The name of the different address types is completely you choice, but every address type must have a unique name (not case-sensitive so “Postbox” and “postbox” are the same).

After creating an address type, or editing the name of an address type, its keyword is set automatically by Yesplan. These keywords are used to search for addresses of a specific address type (see Query Language Manual, Requesting Addresses of Contacts).

One address type will always be set as default for people and for organizations. The default address type is the address type that will be selected when creating a new person or organization. (You can always select a different address type for the contact.) Please note that a different address type can be default for people and for organizations. You can change the default address type by clicking on “Set as Default for Person” or “Set as Default for Organization”.

Every address type can be deleted, on condition that it is not being used anywhere as the default address of a contact. When you delete an address type, all those addresses will be hidden for the contacts and the organizations. After deletion, you will not be able to search for those addresses via the query language.

Address types that are deleted, do not disappear completely in Yesplan. They can be restored. If you restore an address type, all addresses of that type that existed before deletion will be available once again in Yesplan.

If there are deleted address types, the option “Show Deleted Address Types” will appear at the bottom, under the list of address types. Click here to see a list with deleted address types. You can restore deleted address types by clicking on “Restore Address Type”.

Attention

When checking whether an address type name is unique, Yesplan will also look in the trash to see if an address type with that name already exists.

Preferences for Contacts

Under the “Contacts” tab, by the “Preferences” section, you can customize several preferences for working with contacts.

Attention

If changes are made on this screen, you must click on the “Save” button (under the list) to save the changes.

Predefined Queries

Different search boxes in Yesplan allow you to save queries for later use. Queries can be predefined by an administrator under system settings and they can be added to the list of saved queries by all users.

Predefined queries are managed under system settings, under the “Search” tab.

A list of predefined queries can be created per search box (the general search box or the events finder, resources, contacts or tasks).

This screen displays a list of predefined queries. In the example above we see one predefined query named “Podiumtechniek” with the query group:podiumtechniek.

A new query can be added by entering a name and query at the bottom of the list and clicking on “Add”. For more information regarding queries we refer to the query language manual. Both the name and the query can be changed by double-clicking on it.

Importing Contacts

Yesplan allows you to import contacts based on an import file. You make this file on your computer then upload it to Yesplan. The different steps for importing contacts are explained below.

Creating an Import File

Contacts are imported via a CSV file. You can create this CSV file via the template for importing contacts. This template is an Excel file that explains the structure of the expected format and a few examples that will help you get started.

The template contains the following tabs:

Attention

Yesplan expects a CSV file for importing, not an Excel file. First you must export the worksheet with the contacts to the CSV format. You do this in Excel by clicking on “Save As…” in the “File” menu and then selecting the “CSV” format.

Importing in Yesplan

You can import contacts in Yesplan under system settings, under the “Imports” tab, by the “Contacts” section.

When sending the file, the following fields must be completed:

Viewing Results

Once the import file is processed, the result is displayed under the form. You’ll see the details and any warnings or error messages regarding the import.

A record will also be added to the imports history (in the right column). From that history you can request results, undo imports or delete items from the list at any time.

Attention

Yesplan will automatically carry out duplicates detection for imported contacts. Since this calculation can be rather intensive, it will occur at night so as not to hinder the optimal operation of Yesplan. If duplicates still need to be detected for an import, the “Results” column will state that “Duplicates will be calculated tonight”. If duplicates detection was carried out, you will not see this statement.

If the import was successful, the number of imported contacts will be displayed together with any warnings. The alerts show which information could not be imported due to an error in the import file. If necessary, you can adapt the file and import it again. Be sure to click on “Undo” in the history next to the failed import so that you can start with a clean slate.

Some errors ensure that the import cannot be executed (because required fields are missing). Consult the list of warnings and adapt the file where necessary.

Editing Contact Info in External Software

It’s often desirable to edit certain data from a large number of contacts in a separate list, for example in Excel. This can be handy to change the addresses of a set of people, to add custom data, to correct labels, etc. You can export contacts from Yesplan, edit the exported file in external software (for example in Excel), then import the edited file back into Yesplan where the contacts will be updated.

We describe how to do this below.

Remark

It is not possible to edit people, organizations and links in the same file. If you want to edit both people and organizations, you will have to do this via two files – one for people and one for organizations.

Step 1: Exporting Contacts from Yesplan

Per contact type that you want to edit – people, organizations or links – you will need a file in the correct format so you can import it back into Yesplan later. You can produce such a file in the general search box in Yesplan, where you can export the results of a query.

To request contacts of a certain type, use a query that returns contacts of that certain type.

A few examples: - to export all people from Belgium, we use the query person:country:BE - to export all organizations, we use the query organization:*:* - to export all contact links from the organization Yesplan, we use the query contact link:name:Yesplan

Read more about the possibilities in the query language manual.

When you have the desired results, select the suitable encoding (Windows, Mac or UTF-8, depending on your platform) under the search box, click on “Export…” then select “Export all contacts”. Yesplan will prepare a CSV file that contains the chosen contacts. When this is ready (it takes a few seconds) you can download the file.

Step 2: Editing Contacts

Open the CSV file that you downloaded in step 1 in a program that can read this kind of files. You can do this in Excel for example. Make the desired changes or additions to the contact info then save the edited file.

Attention

The first row of the CSV file contains the names of the fields, the table headers. It is important to leave the table headers untouched; otherwise Yesplan will not be able to interpret the file. All other rows in the file contain contact info. There is one row per contact.

The CSV file from step 1 also contains fields with the table headers per_id, org_id and lnk_id. These columns contain the contact’s identification numbers in Yesplan. It is important to leave the values of these fields untouched; otherwise Yesplan will not be able to interpret the file correctly.

Before you can update the contacts in Yesplan, you must delete all columns that are not related to the contact type that you are editing.

Tip

When opening a CSV file, Excel will automatically try to interpret the data. A field that only contains digits will be regarded as a number, and Excel deletes zeros at the beginning of that ‘number’. That can be a problem for telephone numbers (e.g. ‘0456…’ becomes ‘456…’).

You can avoid this by ‘importing’ the CSV file into Excel rather than ‘opening’ it with Excel. Open a new file in Excel and choose import from the ‘File’ menu. Follow the wizard. Under the step where you can set the data type per column, choose the type ‘text’ for those particular columns. That way combinations of digits are not regarded as numbers and they will retain possible zeros at the beginning.

Step 3: Deleting Unnecessary Columns

When exporting contact info from Yesplan, a few additional fields are also exported to give extra context to the information that you receive. For contact links, it is very useful to receive information about the linked person and organization. This means that the exported CSV file will also contain fields that are not part of the basic information for the type of contact (people, organizations or links) that you requested with the query.

For example: the result of the query person:country:BE is a list of people who meet the conditions, but the exported CSV file will also contain fields for each of these people with information about the default link and the organization of this link (if a default link exists).

These additional fields (columns) are useful in an export file, but they are unnecessary when importing the information back into Yesplan. Before we can update the contacts in Yesplan, the unnecessary columns will have to be removed manually. If you don’t do this, the file will be rejected during the import into Yesplan.

The fields that must be removed per type are:

Save the file – with your changes and without the unnecessary columns – as a CSV file.

Attention

Yesplan expects a CSV file for importing, not an Excel file. First you must export the worksheet with the contacts to the CSV format. You do this in Excel by clicking on “Save As…” in the “File” menu and then selecting the “CSV” format.

Step 4: Updating Contacts in Yesplan

You update contacts in Yesplan under system settings, under the “Imports” tab, by the “Contacts” section. You’ll find the form for sending the CSV file. The following parameters can be entered:

When the contacts are updated, the result will appear in a list (in the right column). This list has the following capabilities:

Attention

Yesplan will automatically carry out duplicates detection for imported contacts. Since this calculation can be rather intensive, it will occur at night so as not to hinder the optimal operation of Yesplan. If duplicates still need to be detected for an import, the “Results” column will state that “Duplicates will be calculated tonight”. If duplicates detection was carried out, you will not see this statement.

If the import was successful, the number of imported contacts will be displayed together with any warnings. The alerts show which information could not be imported due to an error in the import file. If necessary, you can adapt the file and import it again. Be sure to click on “Undo” in the history next to the failed import so that you can start with a clean slate.

Some errors ensure that the import cannot be executed (because required fields are missing). Consult the list of warnings and adapt the file where necessary.

Importing Resources

Yesplan allows you to import resources based on an import file. You make this file on your computer then upload it to Yesplan. The different steps for importing resources are explained below.

Please note that resource groups and roles must already exist before importing the events: they are not created when importing resources.

Creating an Import File

Resources are imported via a CSV file. You can create this CSV file via the template for importing resources. This template is an Excel file that explains the structure of the expected format and a few examples that will help you get started.

The template contains the following tabs:

Attention

Yesplan expects a CSV file for importing, not an Excel file. First you must export the tab with the resources to the CSV format. You do this in Excel by clicking on “Save As…” in the “File” menu and then selecting the “CSV” format.

Importing in Yesplan

You can import resources in Yesplan under system settings, under the “Imports” tab, by the “Resources” section.

When sending the file, the following fields must be completed:

Viewing Results

Once the import file is processed, the result is displayed under the form. You’ll see the details and any warnings or error messages regarding the import.

A record will also be added to the imports history (in the right column). From that history you can request results, undo imports or delete items from the list at any time.

If the import was successful, the number of imported resources will be displayed together with any warnings. The alerts show which information could not be imported due to an error in the import file. If necessary, you can adapt the file and import it again. Be sure to click on “Undo” in the history next to the failed import so that you can start with a clean slate.

Some errors ensure that the import cannot be executed (because required fields are missing). Consult the list of warnings and adapt the file where necessary.

Updating Price Definitions in Bulk

Resource price definitions can be updated via a CSV file. In combination with the capability to export data from Yesplan, this allows you to edit price definitions via another program, like Excel, and then to import them back into Yesplan.

It’s also possible to schedule a price definitions update on a date in the future.

Updating bulk price definitions will not have an impact on the prices that are used for existing events by default. The new prices will only be applicable on bookings that you make after the prices have been updated. If you want to adjust the prices of resources that are booked for an event in the future, you can use the option “Also update bookings for events on or after date in the future”.

Creating an Import File

The import file must be a CSV file that contains a row for every price definition that you want to update. So if you want to update three price definitions for the same resource you must have three rows in the file, one for each price definition.

The CSV file must have the following columns:

The following columns can also appear in the CSV file; if they are missing the corresponding fields will not be adjusted:

A CSV export of resources from Yesplan also contains the above-mentioned columns. This permits the following procedure: you export the resources from Yesplan as a CSV file, you edit this file in a different program like Excel, and you use the updated file to update price definitions in Yesplan. Please note: a resources export from Yesplan also contains other columns! Before you can use the file to update price definitions, you must delete the unnecessary columns. This procedure is similar to the procedure for updating contacts. It is explained in detail in the chapter “Editing contact info in external software”.

Attention

All price definitions can be updated via the file except selling prices or costs that vary according to day parts. It’s only possible to update existing price definitions; it’s not possible to delete price definitions or add new ones.

Updating in Yesplan

You can update price definitions in Yesplan – based on the CSV file – under system settings, under the “Import” tab, by the “Resources” section. Choose “Update price definitions of resources” in the drop-down menu then check the following settings:

As soon as you choose a file it will automatically be verified; Yesplan will check whether the required fields are present. The icon next to the file name indicates whether verification is still ongoing and, if it’s finished, whether the file can be used or not. If the icon is red and shows a cross, the file cannot be used (e.g. because columns are missing). If the icon is green and shows a check mark, the file can be used. Please note that even if the icon is green, alerts can still appear regarding the content (e.g. if some rows do not correspond with an existing resource). These warnings are displayed under the settings, under the heading “Result of verification of the file”. We recommend that you check these results before executing or planning the actual update.

You can implement the update immediately or schedule the update on a date in the future. If you click on “Schedule for later” you will be able to choose a date when the price definitions will be updated; this occurs at night. Only one update can be planned simultaneously. If an update is planned, you cannot implement other price definition updates. A planned update can be deleted at any time. You can also download the CSV file that belongs with the planned update, e.g. as a back-up, before deleting the planned update from Yesplan.

Updating bulk price definitions will not have an impact on the prices that are used for existing events by default. The new prices will only be applicable on bookings that you make after the prices have been updated.

If you want to adjust the prices of resources that are booked for events in the future, you can use the option “Also update bookings for events on or after date in the future”. If you activate this option, you can enter a date; the price adjustments will also be implemented for all events on or after the entered date. This date must be in the future, and after the date when the update is scheduled.

Importing Events

Yesplan allows you to import events based on an import file. You make this file on your computer then upload it to Yesplan. The different steps for importing events are explained below.

Please note that locations and profiles must already exist before importing the events: they are not created when importing events.

Creating an Import File

Events are imported via a CSV file. You can create this CSV file via the template for importing events. This template is an Excel file that explains the structure of the expected format and a few examples that will help you get started.

The template contains the following tabs:

Attention

Yesplan expects a CSV file for importing, not an Excel file. First you must export the tab with the events to the CSV format. You do this in Excel by clicking on “Save As…” in the “File” menu and then selecting the “CSV” format.

Importing in Yesplan

You can import events in Yesplan under system settings, under the “Imports” tab, by the “Events” section.

When sending the file, the following fields must be completed:

Viewing Results

Once the import file is processed, the result is displayed under the form. You’ll see the details and any warnings or error messages regarding the import.

A record will also be added to the imports history (in the right column). From that history you can request results, undo imports or delete items from the list at any time.

If the import was successful, the number of imported events will be displayed together with any warnings. The alerts show which information could not be imported due to an error in the import file. If necessary, you can adapt the file and import it again. Be sure to click on “Undo” in the history next to the failed import so that you can start with a clean slate.

Some errors ensure that the import cannot be executed (because required fields are missing). Consult the list of warnings and adapt the file where necessary.

Managing Files

Files with External Access

By default, attachments and other files saved in Yesplan can only be accessed by people who have a Yesplan username and password. The files can also be made accessible externally. In that case, everyone who has a link to the file can open the file without signing into Yesplan first.

Under the “Files” tab, by the “Files with External Access” section, there is a list of all files that are accessible externally. You can turn off the external accessibility here. Files that are deleted from Yesplan will no longer be accessible either internally or externally.

Setting Up Integrations

Managing API Keys

Yesplan’s ‘open’ web API (Application Programming Interface) makes it possible for third parties to request information from Yesplan without restrictions. The API can be used by website builders to collect events from Yesplan and to show them on the website of an organization.

To give a third party access to the API you must create a key that awards access to Yesplan. These keys are managed under system settings, under the “Integrations” tab, by the “API Keys” section.

This screen displays a list of the API keys that are in use. A new key is added in the last row of the table by selecting a user and clicking on “Add”. Keys can be deleted (by clicking on “Delete Key”). Afterwards you will not be able to use them.

You see the following fields in the keys list:

Yesplan offers the opportunity to link with several ticketing systems. These links are managed under system settings, under the “Integrations” tab.

You add a link by clicking on the blue ‘+’ (next to “API keys”). Enter a name and click on “Add”. Then choose the supplier of the ticketing system. The configuration options of the ticketing system will appear. To delete this link, choose the empty option from the “Ticketing system” drop-down menu. A button will appear that allows you to delete this integration.

System Preferences

Under the “System Preferences” tab you’ll find some options for customizing Yesplan:

Attention

If changes are made on this screen, you must click on the “Save” button (under the list) to save the changes.

Statistics

Yesplan collects several statistics regarding the use of Yesplan. They can be viewed under system settings, under the “Statistics” tab. This feature is currently still in beta phase (it is experimental and can contain errors or be incomplete).

Users Statistics

The “Users” section shows a list of Yesplan users. The following information is displayed for each user:

Reports Statistics

The “Reports” section shows a list of report templates and the number of times that a report was generated with each template.

Prices Statistics

The “Prices” section shows statistics related to the use of price definitions.

On the left side of the screen you see a spiderweb diagram that combines several statistics. To see the precise value of an item, hover the cursor above the blue dot on the different axes.

The items that are mapped are:

To the right of the diagram you will see the following details:

Tasks Statistics

Under the “Tasks” section we find statistics about the use of tasks.

On the left side of the screen you see a spiderweb diagram that combines several statistics. To see the precise value of an item, hover the cursor above the blue dot on the different axes.

The items that are mapped are:

To the right of the diagram you will see the following details: