The event calendar is a summary of all events per day and per location. From here you can manage the entire event schedule: create new events, copy and alter data, move and delete events, etc.
Per event you can open an event inspector - this is where all the event’s details (resource bookings, schedule, custom data, etc.) are entered and can be viewed.
An event in Yesplan is a booking of one location on one date. Each event has its own schedule, resource bookings, tasks, contacts, attachments (documents, images, etc.) and extra details (also called ‘custom data’, see below). An event that is organized over several days or takes place in multiple locations is set up as an event group in Yesplan.
An event with an empty schedule always lasts a full day (24 hours). An event with an entered schedule runs from the first schedule item in the schedule until the last schedule item.
An event group is made up of separate events. This grouping allows you to schedule an activity that runs over more than one location or day and to make that relationship clear. For example, a festival at diverse locations and on several days, or a theatre performance that is repeated throughout the entire season every week. Such events are set up in Yesplan as an event group.
An event group has its own attachments, contacts and custom data; they automatically become visible on the events that belong to the event group. In the event group inspector you can add and consult common schedules and resource bookings of separate events in the event group.
Different event groups can, in turn, be grouped into other event groups. You can turn event groups into extensive compilations in the form of a tree structure (like a family tree). This is handy for structuring larger events.
Events and event groups (but also resources, contacts, resource bookings and contact bookings) can be expanded with fields that are created by a Yesplan administrator. Text fields, numeric input fields, date input fields, drop-down menus, checkboxes, contact fields and resource fields are only a few of the possible types of fields that can be added. These fields are ordered and displayed on separate tabs in the event inspector. These tabs are created by an administrator.
Entering custom data for an event group
The custom data fields that you fill in for an event group are automatically made visible on the events (or event groups) that are part of that event group. Events inherit custom data info from the event group.
If an event is deleted from the event group, that event will no longer inherit this info and so it will disappear from the event.
You can override inherited custom data fields for an event. In that case the inherited data from the event group is ignored for that event. That way you can enter common info for a whole event group and note exceptions per event.
An event or event group can be marked as a production. This is a way to present an event or an entire event group more clearly as one conceptual unit within a larger event structure.
Setting productions also influences the price calculation. Discount formulas for resource bookings are applied for the entire production they fall under (see resources).
An event group can contain multiple productions. But, an event or event group can only belong to one production.
Status and Profile
Each event has exactly one status and one profile. The status indicates which phase of the scheduling process the event is in (e.g. option, confirmed, closed, cancelled, etc.). The profile indicates the event type (e.g. cultural, rental, concert, etc.). Status and profile are indicated in the calendar with colors (see below).
The possible statuses and profiles, and the colors, can be configured by a Yesplan administrator.
The status and profile of an event influence user permissions, the treatment of options, and prices:
- User permissions can differ per status that an event is in. This depends on how this was set up by an administrator.
- An administrator can determine who can award each status.
- The status of an event determines whether actual times and numbers can be awarded to resource bookings.
- Events with an option status are ordered based on when the event was booked (see Option Order).
- Resource price definitions that are booked for an event can automatically be selected based on the event profile.
- Status and profile can determine which custom data fields are applicable for the event.
Every event has a schedule. This is a series of schedule items, with short descriptions, that represent the course of the event. Certain schedule items in the schedule can be separate elements (e.g. doors open at 20:00). They can also indicate the beginning and the end of the same sub-activity (e.g. sound check from 16:00 to 18:00).
Hours can be entered in the schedule as an absolute time (e.g. dismantlement at 22:00) or can be defined in relationship with each other (e.g. dismantlement begins one hour after the end of the show).
Schedule descriptions can be input freely by users or can be determined by a Yesplan administrator (see Managing suggestion lists). The displayed start and end times (typically the audience hours) of the event can be indicated in the schedule; in that case they are displayed in the event calendar.
An event with an empty schedule always lasts a full day (24 hours). An event with an entered schedule runs from the first schedule item in the schedule until the last schedule item.
Shifted Day Line
A day starts at 00:00 and ends at 24:00. You can change this in Yesplan. Events can start before midnight and last for hours after midnight. It would not be handy if such events were always split up and displayed over two days in calendars. That’s why Yesplan works with a shifted day line. This means that a day doesn’t end at midnight but at a later time of day.
With a day line that is shifted to 7:00, for example, Yesplan will regard all events from 7:00 in the morning to 7:00 the next morning as the same day. An event that starts at 20:00 and ends the next morning at 5:00 is displayed in one day.
Please note that the day line cannot be altered for an existing installation. This setting is established when installing Yesplan; once you are using Yesplan we do not recommend altering the day line. The system setting ‘day line’ is displayed but it cannot be changed.
Events in the Calendar
All events are visible in a cell in the calendar and the following info is displayed for each event:
- Status (background color of the cell)
- Profile (border color of the cell)
- Start and end times (if entered in the schedule)
- Event group that the event is in (if applicable, is not displayed in the small view, see Calendar views)
- Option order (if the status is ‘option’)
Events that have a status of the ‘option’ type are ordered based on when the event was booked in Yesplan. This order is made explicit by numbering these events in the calendar (the number in the yellow circle near the event) so that later on you know which option was placed in the calendar first. Please note that ‘options’ are not sorted according to the start time of the show. They are displayed in a separate section under the ‘confirmed’ event on that day.
The definition of ‘the moment when the event was booked’ can be set under the system preferences: either the moment when the event appeared in the calendar for the first time or the moment when the event was booked in the location. You’ll learn more about this in the system settings manual, under Sorting order of event with the status type ‘option’.
Locked events are events whose date, location and name cannot be altered, and that cannot be deleted. An event is locked if its status is ‘locked’. You typically want to use this for events that are confirmed.
Users who have been given permission to unlock events can edit the name, location or date of these events by opening the lock. These users can also delete the event after unlocking it, if they were given permission to do so.
Locked events are indicated with a grey lock. This lock will appear in the calendar when you move the cursor over the event. The lock also appears in the event inspector next to the name, date and location. These locks are also displayed in the tree views of event groups.
Event groups that contain one or more events with the status of ‘locked’ are also protected. The name of such groups cannot be changed (unless the lock is unlocked). A group that contains one or more locked events cannot be deleted. Events within this group that are not locked can be moved or deleted.
Events that are locked because actual times were already added to one or more resource bookings, are also protected from changes to the name, date, location and from deletion. Such events can only be unlocked by deleting the actual times.
The name of an event group that contains locked events due to actual times will also be protected. But you can open the lock of the event group if you have the correct permissions.
In addition to displaying events, the calendar indicates that locations are unavailable (the cell is red). The unavailability of locations works the same way as the unavailability of resources (see resources manual). Moreover, you can add a description in the calendar (e.g. the reason why the location is not available that day).
Clicking on the clock symbol of an unavailability opens the location inspector. You can set the hours of unavailability (see resources manual).
Only one event is shown per date and per location in the default view. If multiple events take place at that location and on that date, they can be made visible in two ways:
- By activating the expanded view of the calendar
- By expanding the hidden events for that cell and, if desired, making a different event visible by default. The event that is visible by default is indicated with a red bullet. By clicking on the bullet of a different event, you ensure that that event is visible in the non-expanded view of the calendar.
You can also choose the small view, medium view or large view of the calendar. The small view does not display the name of the event group that an event belongs to.
You can determine the visible locations and their order. This is a personal setting for each user and does not influence the calendar view of other users.
The following operations are possible:
- Hide one location or make it visible.
- Change the order of visible locations.
- Save visible locations (including their order) as a set.
- Hide all locations and make a different set visible.
- Make extra locations, where events are planned, visible temporarily.
- Make extra locations, where events of a partially visible event group are planned, visible temporarily.
- Hide temporarily visible locations.
Yesplan automatically saves visible locations when you sign out and will display them the next time you sign in.
Customizing the Way Locations Are Displayed
To make a location visible you click on the ‘+’ icon next to the far right column. You can select the desired location from the drop-down menu.
To hide a location you click on the ‘-’ icon in the heading of the column. This appears next to the location name when you hover the cursor over the heading.
To customize the order of the locations, you drag the entire column. You do this by grabbing the heading (with the location name).
You can save a series of visible locations and their order as a set. The saved sets are personal and allow you to quickly switch between frequently consulted locations in your calendar.
You can create a set via the same menu that is used for adding a location to the visible locations (via the ‘+’ icon next to the far right column). Give the set a name so that you can find it quickly. When you click on a saved set in the drop-down menu, the current visible locations are hidden. Only the locations in the set will be displayed.
Yesplan indicates whether events are planned per date, in locations that are invisible for the user, next to the far right location. By clicking on the cell in this extra column, all locations with events will be displayed. These locations are made visible temporarily; the visibility will not be remembered when you sign out.
You can hide the temporarily visible locations by clicking on a calendar view icon (large view, medium view or small view).
A special “No Location” column can be displayed in the event calendar. Events without a location appear here. In this column you can also create events without a location. The column can also be placed between the other locations.
With the filter you can limit the visible events in your calendar based on status, profile or label, and you can choose to hide unavailabilities. When a calendar is displayed with a filter, the filter icon in the upper-left corner becomes red.
To set a filter you click on the filter icon and then on “Add a Filter”. Select the desired option from the drop-down menu. You can add an extra option to the filter by clicking on “Add a Filter” once again. When you are satisfied with the options, click on “Apply Change”. Now only events that have the chosen status, profile or label are displayed.
To turn off the filter, you click on the filter icon; the calendar will display all the events once again.
Filter settings are remembered, even when you sign out. You can activate the last used filter by clicking on the filter icon once again. If you change the options, this will become the new saved filter.
Navigating Through the Calendar
There are different ways to navigate to another date:
- Use the date picker (upper-left) to re-open the calendar on a specific date.
- Click on the navigation arrows (above or below the date column) to display a few additional weeks before or after the currently visible weeks.
- Scroll far enough down to automatically make the next few weeks visible in your calendar. (If there is no scrollbar you can click on the navigation arrow under the date row.)
- Event groups in which some events are not visible have ‘blue tabs’ when you hover the cursor over the cell. The number in these tabs indicates how many events of that event group occur before or after that date. If you click on a tab the event calendar will navigate to the next event in that event group.
The calendar opens by default on today’s date. You can set the calendar to open on the ‘working date’, the last date you were working on in Yesplan.
The working date is always set when selecting an event in the calendar, or by jumping to another date with the date picker, or by selecting a date or booking in the team planner. This helps you to keep working around the same date on different locations within Yesplan. For example, if you go from the event calendar to the team planner day view you will notice that this view opens on the working date.
This setting (to open the event calendar on the working date) is found under “User Settings” on the “User Preferences” tab. Under the setting “Always open calendar on” select the option “previous working date” from the drop-down menu. Click on “Save” below the list to save the changes.
Dates can be given a special status in the calendar. Examples include public holidays, school holidays, busy periods, vacation periods, etc. You can mark these special dates in Yesplan using date decorations. In the calendar, these dates are indicated with a different border color, text color and a description in the left column.
By default, date decorations can only be edited by an administrator. This can be changed under system preferences so that every user can edit date decorations in the calendar. Please take into account that date decorations can also be used in contracts in the team planner to indicate the days when one is not expected to work (holidays, etc.).
You can mark a date with one or more date decorations. In the calendar, you click on the name of a previously set date decoration in the dates column or – if no date decorations have been set – you click on ‘Regular day’ (which appears when you hover the cursor over the date cell). A list of the available date decorations appears. You determine which date decorations are applicable for the date by activating or deactivating date decorations. When you customize a date decoration, this change is always visible for all users, not just for yourself.
The available date decorations and matching colors are determined by a Yesplan administrator (see Managing date decorations). Please note that an administrator can also link a date decoration to an iCalendar file (which contains the official public holidays for example). Date decorations added in this manner cannot be deactivated in the calendar for that specific date. But you can still activate other decorations for that date.
Basic Operations of Events
You can create events and event groups, assign statuses and profiles, move and copy events, etc. in the event calendar via the context menu and via dragging.
There are different ways to create a new event in Yesplan:
- By right-clicking on the cell of the desired date and location and select “New Event”.
- By double-clicking in an empty cell on the desired date and location.
- By copying and pasting an existing event. By doing this you create a new event that is a copy of an existing event. All info (including resource bookings, custom data, contacts, etc.) is copied. You copy and paste via the context menu.
To create a new event group you must first create the events that will be part of the event group. Then you create the event as follows:
- Select the events.
- Select “Group” in the context menu that you open on one of the events in your selection.
- Double-click on the name of the new group (“New Group”) in the cell of one of the events to name the new group.
If you want to make a group with only one underlying event, you don’t have to make a selection. Simply open the context menu on the event.
It is faster to create and name an event group with one event by choosing the option “Add to Group…” in the context menu of the event and entering the name of an non-existing event group. Yesplan will create a new event group with the assigned name and place the event in it.
Grouping Event Groups
You can also group event groups in the calendar to construct more complex event structures. You must first select the event groups before applying “Group”. You select an event group by clicking on one of the events in the event group while pressing the
ALT key. You can also do this via the context menu, using the option “Select” (see Selecting events), but this is not possible by selecting the separate events one by one.
It is easier to construct a complex event structure via the tree view.
Adding Events to an Existing Event Group
You can add an event or an event group to an existing event group. You do this by choosing the option “Add to Group…” in the context menu of the event. Now enter the name of an existing event group and choose the correct suggestion from the list. The event will be added to the chosen event group.
Warning: if the event already belongs to an event group, it will be deleted from the initial event group before being added to the chosen event group.
The suggestion list has a filter button with the options ‘in my locations’ and ‘in all locations’. If this filter is set to ‘in my locations’, all event groups that (only) take place in the locations that are not visible in your current calendar view will not be displayed in the suggestion list. If the filter is set to ‘in all locations’, you will see all event groups.
Deleting Events From an Event Group
Select the event or events (see Selecting events). Open the context menu and select “Ungroup”. The selected events are removed from the event group.
If you select an entire event group (by clicking on one of the events in the event group while pressing the
ALT key) that also contains underlying event groups then the underlying event groups are retained. These events in underlying event groups can, in turn, be deleted from the event group with an additional “Ungroup”.
To indicate that a location is not available on a certain day, and therefore shouldn’t be booked, you use the action “Set as Unavailable” (via the context menu). An unavailability is indicated in the calendar with a red cell.
The name of an event or event group can be changed by double-clicking on it. Change the name and press
If an event is protected with a lock, you must unlock it first by clicking on the lock. Please note that a user must have the correct permissions to do this.
You can select multiple events and then execute an operation on all the selected events. The selected events are colored dark blue.
There are different ways to select events:
- You can select one single event with one single mouse click.
- You add an event to the selection with one single mouse click while pressing the
CTRLkey (on Windows) or
CMDkey (on macOS).
- You can also select different events simultaneously by drawing a box around the events. First click in the calendar outside an event and drag a box around the events that you want to select.
- You select an event group with one single mouse click on one of the events in the group while you press the
ALTkey. Please note that an event group is not selected by selecting the separate events within that group one by one.
- You can select each event or each event group that belongs to the structure that this event also belongs to via the option “Select” on the event context menu.
You can undo the selection by clicking in an empty cell.
When you open the context menu for an event, the event is automatically selected. If you open the context menu for an existing selection, the selection is retained.
You delete an event by choosing the option “Delete” in the context menu.
If an event is protected with a lock, you must unlock it first by clicking on the lock. Please note that a user must have the correct permissions to do this. Warning: deleting an event deletes all bookings and other info that is part of that event.
You can delete multiple events simultaneously by selecting them and then clicking on “Delete” in the context menu.
You can move events and event groups from date and location. You can drag individual events from one cell to another in the calendar. If an event is protected with a lock, you must unlock it first by clicking on the lock. Please note that a user must have the correct permissions to do this.
To move an entire event group you must first select the event group (see Selecting events) then you must continue to press the
ALT key while dragging. Please note, in order to drag a group, all events in that group must take place in the same location.
If an event is protected with a lock, you must unlock it first by clicking on the lock. This must also occur for all events in the group before you can move the group.
You can copy events via the context menu. After you have copied one or more events (select “Copy” in the context menu) you can create a copy by pasting it/them somewhere (select “Paste” in the context menu).
Copy works on all selected events. Paste can be repeated several times to create new copies of the event.
When you copy an event, all info that is part of that event is also copied. But when pasting, the event is not placed in the original group. If you want to place the copy of the event in the same group as the originally copied event, you use the option “Paste in Group” on the context menu.
To copy entire event groups you must first select the event group and then copy it. You select an event group by clicking on one of the events within the event group while pressing the
ALT key. You can also select an event group via the option “Select” on the context menu (see Selecting events), but this is not possible by selecting the separate events one by one.
When pasting an event group, the ‘focus’ is taken into account when copying. The focus goes to the event that is copied. The event that has the focus will be copied on the date where you perform the action “Paste”; the other events in the group will then be positioned with regard to this focus.
An event can be repeated according to certain settings (every day, every two weeks, the first of the month, until a certain date, etc.). You do this via the option “Repeat…” on the context menu.
All repeated events are copies of the original event.
If the event that you repeat is in an event group, all repeats of that event will be placed in the same event group. So it is often easier to place the event you want to repeat in an event group before repeating the event.
Assigning a Profile and Status
When creating an event, a default status and profile is awarded automatically. After all, an event must have a status and a profile. These default choices can be set under the system settings. The default profile can be set per user (under “User Settings” under the “User Preferences” tab).
You can change the profile and status in different ways:
- Via the context menu using the option “Assign Status” or “Assign Profile”
- Via the event inspector
- Via the event popover
Please note that it is not possible to change the status of events to which actual times were added into a status that does not “Allow actual values”.
Assigning Event Labels
You can assign labels to events. The labels can be input freely by users or can be determined by a Yesplan administrator (see Managing suggestion lists).
There are two ways to award event labels to an event:
Via the event inspector
The exact tab and the place where tabs are displayed in the inspector vary because they are determined by a Yesplan administrator.
Via the event popover
In the event popover you see several basic properties: name, date, location, status, profile and labels. These basic properties can also be edited in the popover if you have the correct permissions. Please note: the name, date and location cannot be edited if the event is locked; these fields are protected by lock that you must unlock first (you need the correct permissions to do this).
The popover appears when you hover the cursor over the magnifying glass icon in the upper-right corner of the event cell in the calendar. The popover disappears when the cursor is removed from the magnifying glass icon or from the popover itself. When you drag the popover it will remain visible and you must close it.
If the event is part of a production, the popover will also display the name, status and profile of the production. Please note that ‘n/a’ (not applicable) is written under the status or profile of the production if all events in the production do not have the same status or the same profile. Customizing the profile or status of the production here results in the customization of the profile and status of all the events in this production.
If the event is part of an event group, the event structure will also be displayed (in the form of a tree structure).
The schedule of an event is displayed by clicking on the clock icon in the event cell in the calendar (this opens a popover). You can also view the schedule on the “Schedules” tab of the event inspector.
If you open the schedule in the calendar, a schedule popover is opened. It acts exactly like the event popover; it will close on its own if you move the cursor away from the window but if you drag the window or change the schedules then the window will remain open until you close it.
Certain schedule items in the schedule can be separate elements (e.g. “Doors” at 20:00). They can also indicate the beginning and the end of the same sub-activity (e.g. “Sound check” from 16:00 to 18:00). Schedule items that are given a start and end time are linked together and are displayed in the schedule with “(start)” and “(stop)” next to their description (e.g. “16:00 Sound check (start)” and “18:00 Sound check (stop)”).
Hours can be entered in the schedule as an absolute time (e.g. doors open at 20:30) or can be defined in relationship with each other (e.g. doors open a half hour before the show). Please note that the end time can be defined in relationship to the start time by indicating the duration (e.g. the show starts at 21:00 and lasts 45 minutes).
The examples below will clarify the difference between schedules with absolute times and schedules with linked times.
Example of a schedule with absolute times:
- 20:30, Doors
- 21:00–21:45, Concert part 1
- 21:45–22:00, Break
- 22:00-22:45, Concert part 2
- 23:00–00:30, Dismantlement
If “Concert part 1” will start half an hour later (at 21:30) then you will have to alter all the times in the schedule above to suit the new situation. To prevent this, we can define the same schedule in function of the relationships between the times:
- 30 minutes before “Concert part 1”, Doors
- 21:00, Concert part 1 – duration: 45 minutes
- directly after “Concert part 1”, Break – duration: 15 minutes
- directly after “Break”, Concert part 2 – duration: 45 minutes
- 15 minutes after “Concert part 2”, Dismantlement – duration: 1 hour and 30 minutes
If we in change the start time of “Concert part 1” to 21.30 in this schedule then all linked schedule items will automatically be altered.
In the schedule the times are always displayed as absolute times, even if they were input as duration, or are independent from another time. When altering (or inspecting) the times, the defined relationships are displayed and can be changed.
Adding and Editing Schedule Items
You add a schedule item by clicking on “Add Schedule Item”. You can edit an existing schedule item by clicking on “Edit” (this appears when you hover the cursor over the record of the schedule item), by double-clicking on the time, or by double-clicking on the description of the schedule item. A form opens where you can enter and edit the required information.
Time and duration can be input as
hhmm. For example, 8 PM can be input as
2000. You enter 8:30 PM as
2030. Duration can also be input as
mm', using the
' for minutes. For example, a duration of 90 minutes can be input as
Changes in this form are not implemented immediately. They are only saved when you click on the “OK” button or press
The form contains the following fields:
Date picker: select the date for the start time.
The schedule is not limited to only the day of the event. Times can also be added on the day before and day after the event. You edit the date by clicking on the arrows left or right of the date.
The event will only be displayed on its original date in the calendar. If the event schedule contains schedule item that fall on different dates, this event will not be displayed in the calendar on those other dates. A conflict will appear if the event exceeds the shifted day line.
Start: determine the start time of the schedule item.
You can enter an absolute time (e.g.
20:00) or you can define a link with a different schedule item from the schedule. If the linked schedule item changes, this schedule item will shift too.
In most cases you will enter (absolute) times on the event date. Times can also be added on the day before and day after the event. You do this using the date picker, which is above the “Start” field (see “Date picker” above).
Yesplan assumes by default that you enter times that fall on the event date. Please note: the shifted day line is taken into account. In other words, Yesplan will interpret the times between midnight and the shifted day line as directly after the event date. Benefit: when you enter such times you don’t have to alter the date first; Yesplan will do this for you automatically.
For example: an event takes place on February 14 from 20:00 to 22:00. If I want to add a time after midnight to the schedule, for example 1 AM, I only have to enter
01:00under “Start”. Yesplan will interpret this as ‘1 AM from 14 to 15 February’ (which is actually February 15 at 1 AM). I don’t have to alter the date first.
To clarify that you are entering a schedule item on the next date, the date (in the ‘date picker’ above the “Start” field) will automatically change to February 15.
Please note that Yesplan will also interpret the desired date as ‘the event date’ if you change the schedule item to one hour before midnight. In the example above, if you change the time from
22:00, the date will also be altered automatically. The event date will become February 14.
Conversely, if you want to add a schedule item at 10 PM on February 15, you must first select the next date manually in the ‘date picker’ above the “Start” field (by clicking on the arrow to the right of the displayed date). Similarly, if you want to add a schedule item at 1 AM on February 14, you must select the previous date manually in the date picker (by clicking on the arrow to the left of the displayed date).
Once you have altered the date manually in the ‘date picker’ above the “Start” field (by clicking on one of the arrows), Yesplan will no longer alter the date for you automatically when you enter a start time.
If desired, you can deactivate the automatic altering of dates for times between midnight and the shifted day line. Go to “User Settings” on the “User Preferences” tab. Change the setting “Use shifted day time in event schedule editor input fields” to
You create a link with a different schedule item by clicking on the ‘arrow’ next to the input field. In the drop-down menu that appears, select the desired schedule item. Please note that this drop-down menu will only be available if a different schedule item already exists in the schedule. If you create a link with a different schedule item, you can also add a certain time (e.g. “dismantlement starts 15 minutes after the concert”). This is described in detail under “Add Offset Time”.
If a link is created to this start time by a different schedule item, the action “Show Links” will appear. Clicking on this opens a list of all schedule items that are linked to start time.
Add Offset Time (only appears under linked start times): Set an offset time in relation to a different schedule item.
If you create a link with a different schedule item, you can also add a certain time. For example, “dismantlement starts 15 minutes after the concert” or “doors open one hour before the show starts”. The offset time will determine how much earlier or later this schedule item will start compared to the linked schedule item.
For example, to indicate that dismantlement will start 15 minutes after the end of the concert, select the schedule item you want to link to from the drop-down menu (“Concert (stop)”). Then click on “Add Offset Time” and enter the desired offset time (
To indicate that the doors will open one hour before the show starts, select the schedule item you want to link to from the drop-down menu (“Show (start)”). Then click on “Add Offset Time” and enter the desired (negative) offset time (
The offset time is limited to 24 hours before or after the linked schedule item.
You can delete offset times by clicking on “Delete Offset”.
Time and duration can be input as
hhmm. For example, 8 PM can be input as
2000. You enter 8:30 PM as
2030. Duration can also be input as
mm', using the
'for minutes. For example, a duration of 90 minutes can be input as
The ‘offset time’ (for a linked start time) can be added on or deducted. If you want to deduct the duration, add a
-to the duration (e.g.
-02:30). You can add a
+to indicate that the time must be added on, but that is optional. If you enter a duration without a
-, it will always be regarded as a
End: determine the end time of the schedule item.
An end time is optional. You are not required to enter a value.
An end time can be an absolute time (e.g.
22:00) or it can be expressed in relationship to the start time by indicating the duration (e.g. dismantlement starts at 10 PM and lasts 2.5 hours, written as
2:30). Such end times will shift id the start time changes.
If a link is created to this end time by a different schedule item, the action “Show Links” will appear. Clicking on this opens a list of all schedule items that are linked to end time.
The input field is set by default for the input of absolute times. This is indicated by a clock icon next to the input field and a small ‘switch’. By clicking on the clock you can change the input field to a duration input field. This is indicated by an alarm clock icon and a small ‘switch’. By clicking on the alarm clock you can change the input field to an absolute times input field.
You can switch between the positions as often as necessary. If a value is input in the field, the end time will automatically change from absolute time to the correct durations, or vice versa.
For example, to indicate that the dismantlement lasts 2.5 hours, you click on the clock icon and enter the desired duration,
Time and duration can be input as
hhmm. For example, 8 PM can be input as
2000. You enter 8:30 PM as
2030. Duration can also be input as
mm', using the
'for minutes. For example, a duration of 90 minutes can be input as
You can add a
+to the duration (e.g.
+2:30), but that is optional.
The end time is always assumed to fall after the start time. The duration is limited to 24 hours and the absolute time can be maximum 24 hours after the start time.
If you have chosen a linked start time, it is not necessary to input an absolute end time. In such cases you still have to input the duration under the end time.
You can delete an end time by clicking on “Delete End Time”.
Description: give the schedule item a description.
Schedule descriptions can be input freely by users or can be determined by a Yesplan administrator (see Managing suggestion lists). Existing descriptions that match the typed letters appear in the suggestion list.
Delete: delete the entire schedule item.
Click on the “Delete” button to delete the entire schedule item from the schedule. Please note that some schedule items cannot be deleted and that you can also delete individual times (see “Deleting Schedule Items”).
Determining the Displayed Start and End Times
The ‘displayed start and end times’ (typically the audience hours) of the event can be indicated in the schedule; in that case they are displayed in the event calendar. You can indicate these hours by clicking on the left or right bullet (so that it becomes red) in the schedule under the desired time (to the right of the record). If a bullet is made red in the first column, this applies to the start time that will be displayed in the calendar, the bullet in the second column applies to the end time.
Deleting Schedule Items
You can delete entire schedule items by clicking on the “Delete” button in the form where you alter the schedule items (see “Adding and Editing Schedule Items”). You can also delete individual start or end times. You do this by clicking on the ‘-’ icon on the right; it appears when you hover the cursor over the row of the relevant time.
Schedule items that are used for bookings cannot be deleted. For example, if Jan is booked for the “Sound check” from 17.30 to 18.30 then the schedule item “Sound check” cannot be deleted. To delete this schedule item you will have to delete the booking first. Such schedule items are indicated with a lock in the upper-right corner of the form where you edit the schedule items. Please note that the times (and the description) of schedule items can be edited.
If actual times were input for the bookings then it is impossible to edit the times of the schedule item (the description can be edited). Such schedule items have a blue lock in the upper-right corner of the form.
Next to the lock you see the link “Why is This Locked?”. If you click on this you’ll see a list of all bookings for the schedule item.
If you try to delete a schedule item that is linked to a different schedule item in the schedule, you will be asked to confirm this. Such schedule items can be deleted, but as a consequence the times that were linked to them are converted to absolute times. The relationship of a linked schedule could be destroyed so you should be extra careful.
For example, see the linked schedule:
- 14:00, Reception – duration: 2 hours
- 30 minutes after “Reception”, Clean up
If you delete the schedule item “Reception (stop)” then the schedule will be converted to absolute times:
- 14:00, Reception
- 16:30, Clean up
Yesplan does not prevent you from overbooking a location and you can assign more than the available resources to an event. However, Yesplan will mention this via an event conflict. An event with a conflict is an event whose planning probably isn’t correct, according to the info that Yesplan has. A conflict also mentions the required information - why there is a planning problem.
You can choose to ignore and mute a conflict (by clicking on “Mute” next to the conflict).
Via the navigation bar at the bottom of the screen you can open a window with a list of all conflicts for events in the future by clicking on “Conflicts”. In this window you can also view all muted conflicts (by clicking on the “Show Muted Conflicts” button). If desired, you can make muted conflicts visible again (by clicking on the bullet to the right of a conflict record).
You can open the event inspector from the calendar by double-clicking on an empty spot in the event cell, or by clicking on the magnifying glass icon in the upper-right corner of the event cell.
The event inspector is a summary of all details of the event and the event group it belongs to. The inspector has different tabs. The event structure of the event group to which the event belongs will be displayed to the left of the inspector.
Every tab contains the basic information of the selected event or event group in the title. You can edit the name of the event or group in the title by double-clicking on it. The location and date of events, but not of event groups, can also be adjusted this way.
Navigating Through the Event Group
The event whose info is displayed on the tabs of the inspector, is the event whose text is red in the event structure links. We call this event the focus of the inspector.
The name of the event that has the focus is also displayed in the header of each tab, together with the date(s), location(s), status and profile. You can edit the name by double-clicking on it. You can change the status and profile by clicking on it and then choosing a different option on the drop-down menu.
An event group can also be the focus of the inspector. This way you can enter details for all events in the entire event group simultaneously (see below).
When opening the event inspector that belongs to a production, by default the focus will be the production. If the event does not belong to a production, the focus will be the event itself. A Yesplan administrator can change the settings so that the focus is always on the event, when opening the inspector, irrespective of whether the event belongs to a production or not. The parameter “Always open event inspector with focus on” can be set under the system settings, on the tab “System Preferences”.
By clicking on an event or event group in the event structure links, you shift the focus of the inspector. This allows you to navigate between the different events and event groups that belong to the same event structure.
In addition to the system tabs (“Info”, “Schedules”, “Location”, “Team”, “Resources”, “Tasks”, “Prices”, “Contacts”, “Attachments”, “History”, “Reports” and “Permissions”), a Yesplan administrator can add custom data tabs. Custom data fields, which are also set by an administrator, are displayed on these tabs. Custom data fields can also be displayed in the right column of several system tabs. An administrator can hide one or more tabs from certain users. It’s possible that some tabs mentioned are not visible.
In the next chapters we will briefly describe the contents and functioning of each of the system tabs. The functioning of custom data will be described afterwards.
This tab only contains one fixed field with the Yesplan ID of the event or event group that has the focus. All the other fields are custom data fields and are created by an administrator.
The left column of this tab shows the schedule of the event or event group that has the focus. If the focus is on one single event then the content and functioning of this tab is identical to the schedule popover in the calendar.
If the focus is on an event group then a summary of the schedules of the entire event group is displayed. This summary consists of a common schedule (the elements that are identical for the entire group) and a list of the separate schedules of all events in the group.
The common schedule only displays the schedule items that appear in the schedules of all underlying events. Schedule items are common if they have the same hour and description. If other schedule items occur on certain events in addition to the common schedule items then this is indicated with the action “Expand the Events in This Event Group That Contain Other Schedule Items”. Clicking on this will expand the events with non-common schedule items.
In the schedules of the separate events, a round icon is displayed next to each schedule item; this indicates how often that schedule item occurs in the other events of the event group that has the focus:
- The schedule items that are completely common (therefore they also appear in the common schedule) are displayed in grey and have a round icon that is full (the inside is colored).
- The schedule items that are completely unique for the event have a round icon that is ‘empty’ (the inside is transparent).
- The schedule items that are common for some events have a round icon that is partially filled.
In the popover that appears when you hold the cursor over the round icon you will see a list of events in which this schedule item also appears.
Schedule items can be added and edited in the same way as described for the schedule popover in the calendar. If you add schedule items while the focus is on an event group then you add this schedule item to all underlying events. In other words, you create a new common schedule item.
When copying and pasting you can apply a complete event schedule to a different event. Please note: when pasting you delete the existing event schedule items. If you paste on a group level (the focus is on an event group), this is the same as pasting on all underlying events.
If it is not possible to delete certain schedule items of an event (because resources are still booked on that schedule item) then you cannot paste a schedule on the event and this action will not be active.
By selecting multiple schedule items (via the checkboxes at the left in the list), you can delete multiple schedule items simultaneously via the context menu.
Location, Team and Resources
The “Location”, “Team” and “Resources” tabs work similarly: they are tabs where event resources are managed. The difference is that the “Location” tab only concerns the location(s), “Team” only concerns human resources and “Resources” concerns all resources (including locations and human resources).
Just like the “Schedules” tab, the left column displays the resources that were booked on the event that has the focus. If the focus is on one single event, we see the bookings on that event. If the focus is on an event group we see a summary of the bookings of the entire group. This summary consists of the common bookings for the group, and a list of every separate booking per event in that group.
For common bookings for the group, only the bookings are displayed that occur in all underlying events. Bookings are common if they concern the same resource and the same number. We also see the number of times that these resources are booked within the group, which represent the number of events. For example, an event group with five events for which two stage hands are booked each time will be displayed as “(5x) Stage Hand x 2”
If other bookings occur on certain events in addition to the common bookings then this is indicated with the action “Expand the Events in This Event Group That Contain Other Resources”. Clicking on this will expand the events with non-common bookings.
In the list of bookings on the separate events, a round icon is displayed for each booking; this indicates how often that resource occurs in the other events of the event group that has the focus:
- The resource bookings that are completely common (therefore they also appear in the common list) are displayed in grey and have a round icon that is full (the inside is colored).
- The resource bookings that are completely unique for the event have a round icon that is ‘empty’ (the inside is transparent).
- The resource bookings that are common for some events have a round icon that is partially filled.
In the popover that appears when you hold the cursor over the round icon you will see a list of events in which this resource booking also appears.
The prices that are displayed under the resource bookings can be shown including or excluding VAT. To switch between displaying with or without VAT, you can choose the desired option at the top of the tab.
Resources can be booked per event, but also for an entire event group. Booking and managing resources is described in detail in the resources manual.
The tasks of the event that has the focus are displayed on this tab. You can add new tasks to an event and delete existing tasks.
You can also assign tasks to an event group. These tasks are part of the event group and not visible for underlying events in that group.
A summary of the costs and proceeds of the event that has the focus are displayed on this tab. The cost, selling price and profit margin of all resource bookings are added up per resource group. You also see the net total, gross total and the diverse VAT totals.
The prices that are displayed under each resource group can be shown including or excluding VAT. To switch between displaying with or without VAT, you can choose the desired option at the top of the tab.
Via this tab you can also book an ad hoc financial resource (only for an event). To do this, click on “Add an Amount”.
Booking and managing resources is described in detail in the resources manual.
In the left column of this tab you see the contacts that were booked on the event that has the focus. You can book contacts for an event or for an event group. Contacts that are booked for an event group are also visible on underlying events of that group.
Contacts that are booked for an event can be sorted in the order of your choice. You do this by dragging a contact to the desired position. Please note: contacts can only be dragged within their own list; a contact that was added to an event group cannot be placed amongst those added to the event.
This tab displays the attachments of the event that has the focus. You can add new attachments to an event and delete existing attachments. You can also assign attachments to an event group; these attachments are also visible on the underlying events in that group.
You can copy the link to an attachment to the clipboard, for example to share the link with others, and you can determine whether the file is accessible externally or not.
The maximum file size for uploads in Yesplan is 15MB.
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.
This tab displays a list of all actions that were executed for the event that has the focus. If you show the history of an event group, you will also see the actions of underlying events.
In addition to the system history, which is created automatically, you can also add items to the history of an event or an event group. The items that you add to an event group are part of the group and not visible on underlying events.
Reports generated for an event are only visible for that event. Reports generated for an event group are only visible for that event group.
The permissions applicable for an event are displayed and are completely adjustable (for users that have the correct permissions). Every event and every event group has an owner and matching specific permissions that are applicable for all users. For an extensive summary of the permissions, please refer to the permissions manual.
You can change the owner of the event or the event group that has the focus.
If you change the owner the permissions for that event might change since they are determined by the owner.
To change the owner, click on “Change Owner” and select a different user from the drop-down menu. If you want to change the owner of all events of an event group at once, you must first expand the events list then choose a new owner for all the events.
You can set permissions that are only valid for an event by:
- Altering an existing record
- Restoring an existing record with changes to its original settings (“Reset”)
- Adding an extra record to the permissions list
- Deleting a newly added record (you can only delete extra records)
Functioning of Custom Data
When assigning and altering custom data for an event or event group you must take the tree structure of an event into account. Custom data that is entered at the group level automatically becomes visible for all underlying events. This allows you to add custom data in one go to a whole series of events. You can also make exceptions for one or more events afterwards.
We will describe how this works via an example.
We depart from the “Dylan concert” event group in the calendar. We open the inspector and see the structure of the event. In this case the focus is on opening on the “Dylan concert” group. We can shift the focus by clicking on another event or event group, e.g. “Dylan concert 1”.
In this example custom data was also added to the “Info” tab. If we enter the (custom data) contact field “On duty” with “Tim” then we indicate that “Tim” will be on duty during “Dylan concert 1” on Saturday. By clicking on “Dylan concert 2” we can enter a different person on duty for that concert.
We also want to indicate who the responsible programmer is, namely “Koen”. Since this is the same person for both concerts we shift the focus to the “Dylan concert” event group and assign the contact. In the same way we also indicate that flowers are needed for both concerts and the temperature in the hall must be set to “auto”.
In the example above, there is a lock next to “On duty”. This means that different people are entered as on duty on an underlying level (“Dylan concert 1” and “Dylan concert 2”) . You can open the lock by clicking on it. Now you can enter a new person on duty that replaces the two different people who were entered for “Dylan concert 1” and “Dylan concert 2” with the new person. Previously created contact bookings are therefore deleted and a new contact booking is created on the “Dylan concert” event group.
You see that we are making a change for “Dylan concert 1” because flowers are not needed for the first concert. An arrow appears since we had previously indicated on the overlying “Dylan concert” level that flowers were needed for both concerts.
If we click on this arrow we return to the original value (“yes”) that was awarded at the higher level, the “Dylan concert” event group. In other words, we undo the exception.
Custom data can be entered for an event group and for separate events. By entering a value for an event group we ensure that this automatically filters through to (or is inherited by) underlying events.
You can make exceptions on underlying events by deleting this inherited value and entering a new value. You can undo this exception by clicking on the arrow that appears next to such exceptions.
If there is a lock next to a custom data field at the event group level, this means that different values were entered in underlying events. You can change the values by clicking on the lock. All existing values in the underlying events are deleted and the newly entered value is inherited by those events.
Please note: if you remove an event from an event group, it loses all the custom data info that it inherited from the event group. If you add an event to the event group it will automatically inherit all existing custom data from the event group.
Custom data fields may or may not be applicable for an event. This depends on the status or the profile of the event. These conditions are set by a Yesplan administrator. It’s possible that a certain custom data field ‘disappears’ if the event changes status or profile. However, this data is kept in the background so that it reappears if the custom data field becomes applicable once again, e.g. by changing the status or profile.
Setting Productions Within an Event Group
In an event group you can indicate which events belong to the same production. An event or event group can only belong to one production.
All events that are part of the same event group light up together in the calendar when you hover the cursor above one of the events. Regular event groups light up in light blue; productions light up in dark blue.
Below you see an example of the “Shakespeare” event group in the calendar, with two productions “Hamlet” and “Othello”; each of them have three performances.
You can set the productions within the event group via the popover or via the event inspector. In the popover you click on the pencil icon then you can activate the productions. This works similarly in the event inspector, by clicking on the “Set Production” button.
You can also indicate the production in the tree view.
The example below shows how to indicate the production “Othello” within the “Shakespeare” event group and, in a second step, how to indicate the production “Hamlet”.
A Yesplan administrator can determine whether new events are indicated by default as a production or not (see system preferences).