You can quickly find availabilities in the Yesplan calendar. Yesplan will display the available times and locations based on a few search conditions. An event can be scheduled directly on these available times.
Yesplan also helps you schedule a series of multiple events.
In the upper-right corner of the event calendar there is a window that expands and collapses where you can find availability. This search box can also be opened by hovering over the Events tab in the navigation menu and clicking on “Find Availability”.
As an example, we are going to look for an available moment for an event that lasts 1 hour and 30 minutes in the Meeting Room on a Tuesday or Thursday afternoon. The query can be composed using the “Select a Condition” drop-down menu. Search conditions can be added and deleted with the buttons “+” and “-”. We are going to add conditions for the duration (1 hour and 30 minutes), the location that must be available (Meeting Room), the day of the event (Tuesday or Thursday) and the time slot that we desire (afternoon, between 13:00 and 18:00) (see Figure 1).
The available times are presented under the query. In the example, the first available moment is on Tuesday, 1 July from 13:00 to 15:00. The second possibility in the list indicates that the event can also be booked between 16:00 and 18:00. These two possibilities also indicate that the Meeting Room is not available between 15:00 and 16:00 because an event entitled “Planning Meeting” is already scheduled. The third possibility in the list indicates that the Meeting Room is available on the following Thursday between 13:00 and 18:00, the fourth possibility that you can schedule on Thursday, 10 July between 13:00 and 18:00, etc.
The check mark to the left of each search condition enables you to temporarily deactivate the condition. This enables you to quickly test variations in the query. Tuesday, 8 July was not shown in the example (see Figure 1). To verify whether the event can be scheduled on that day with a shorter duration, you can deactivate the condition “Duration” (see Figure 2). A new possibility appears on Tuesday, 8 July between 13:00 and 14:00 in this example. You could decide to shorten the event to one hour and schedule it on that date.
Booking the Event
If a suitable availability is found, the event can be booked. You select the preferred availability using the checkbox on the right (see Figure 3). After clicking on “Book Selection” at the bottom you will proceed to step 2, the booking.
In the second step – booking events in the chosen time slot – you can enter a name for the event and enter the desired start and end time (see Figure 4).
The event is always booked within an event group. The name of that group is indicated at the bottom of the list. The event is added to a new event group by clicking on “Book in New Group”. If an event group of the same name already exists, you can add this event to that existing event group by clicking on “Book”.
After booking, the event inspector opens so that additional information can be added.
In this second step, the booking, you are also warned if times are entered that exceed the availability. In Figure 5 we entered a later time of day so that the event would run from 14:30 to 15:15. The end time now has an exclamation mark; this indicates a conflict. The end time falls after 15:00, the start time of the event “Planning Meeting” that takes place at that moment in the Meeting Room.
Schedule a Series of Events
Yesplan searches for available moments for one event by default. But you can also search for available moments for a series of events that follow a certain repetition, such as a course of three biweekly evening lessons. The query can be rounded out with the number of events that must be scheduled and the pattern that those events must follow. You do this by clicking on the check mark to the left of the words “Non-recurrent”.
As an example, we are going to search for available moments for a course of three biweekly evening lessons. Neither the location nor the weekday have been established, but the intention is that all the lessons will take place in the same location and on the same weekday. We can indicate this by combining the regular search conditions with a repeat.
We enter the repeat – three events every two weeks on the same day – at the top by clicking on the check mark to the left of the words “Non-recurrent”. We enter the number of desired time slots (“three events”), we select the condition “Weeks on same day of week” from the drop-down menu and we change the default 1 to 2 (“every two weeks on the same day”) (see Figure 6). Then we compose the rest of the query by adding conditions for the location (in the same location) and for the time slot that we want (evening, after 18:00). You see the result in Figure 7.
The available times are presented a bit differently than for a non-recurrent query. The possible available moments for the entire series are presented together in a group, separated by a grey bar. Each group matches the query and could be booked as a series.
The heading of each group (the grey bar) displays the dates in which the options fall and the locations. The group can be expanded or collapsed by clicking on the location (or the arrow next to the location).
In Figure 7 the first group shows that events can be booked on 1 July, 15 July and 29 July, in the Conference Room. On the first date there is an availability of one hour, from 18:00 to 19:00 (the query did not contain a condition for the duration of the course). If alternatives are available within a grouping on the same date, this is indicated by the notification “Alternatives” to the right of the date. Clicking on this displays the alternatives (see Figure 8). One of both alternatives can be chosen for scheduling the first event in the series.
When defining a repeat, exceptions can also be entered. For example, five events every week on the same day, but not on Saturday or Sunday. You do this via the action “Skip Days” in the upper-right corner. Exceptions can be certain weekdays, certain dates, periods, or special days.
Booking a Series
To book the series, you must check the desired moments. You can do this by checking the checkbox next to each suggestion. Alternatively, you can check the checkbox in the header of the group. This selects all the suggestions in that group at once. Please note that – if alternatives are expanded – only the first alternative will be selected. Moreover, the first group of suggestions that match the query will automatically be selected by default after performing the query (as shown in Figures 7 and 8).
After clicking on “Book Selection” at the bottom you will proceed to step 2, the booking of the selected time slots. In this step you can enter a name for the event and enter the desired start and end time. This is similar to booking a single event (see Figure 4). Additionally, you are given the opportunity to enter the same name and times for all events in one go. You do this using the input fields at the top in the row “Apply to All”.