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Default Reports

This is a summary of all default reports.

General reports are generated via the reports finder, and reports for events are generated via the event inspector (see reports manual). Default reports are mainly general reports. If it is a report for events, this will be mentioned explicitly.

Please contact your Customer Success Manager if you want custom-made reports.

Each report in this catalog lists the date of the most recent version. Yesplan registers the date when you add a report to Yesplan. Based on these two dates you can determine whether your report is up to date. If the date of the most recent version in this catalog is more recent than the date of registration in Yesplan, then a new version of the report is available.

Tip

Using dataviews, you can request a lot of information from Yesplan yourself:

Events§

Production Sheet§

A production sheet, also called “call sheet”, is a chronological overview of the details of an event or event group.

Parameters can be used to alter the template to suit the information needs of different departments. Every department can be served because multiple versions of the template can be provided in Yesplan, each with different settings.

This report only works if the corresponding custom data fields are present in the installation.

If you would like more information about this report, contact your Customer Success Manager. He or she will gladly help you set up your installation to suit the production sheet or alter the production sheet to suit your needs.

Quote§

This report is a generic document you can use in a quote or contract workflow for displaying booked locations and other resources.

By selecting or deselecting parameters, certain blocks of information can be displayed: an introductory letter, timetables, prices, general terms and conditions etc.

This report only works if the corresponding custom data fields are present in the installation.

If you would like more information about this report, contact your Customer Success Manager. He or she will gladly help you set up your installation to suit the quote or alter the quote to suit your needs.

Cost Overview of Resources and Events§

This report is a list of all resources that are used during a selected event or event group, with their selling price. The totals and subtotals per event and per resource group are also shown on the report.

Please note, this is a report for events so it is generated via the event inspector.

The structure indicates how the price is displayed:

  • Event group (net total, VAT total and gross total)
    • Subgroup (net total, VAT total and gross total)
      • Event 1 (net total, VAT total and gross total)
        • Resource group (net total, VAT total and gross total)
          • Resources (number, unit price, net price, VAT and gross price)
        • Resource group (net total, VAT total and gross total)
          • Resources (number, unit price, net price, VAT and gross price)
        • …
      • Event 2 (net total, VAT total and gross total)
        • Resource group (net total, VAT total and gross total)
          • Resources (number, unit price, net price, VAT and gross price)
        • …
      • …
    • …

In Yesplan, you can override prices at the level of the event group, the event, the resource group, the resource set or the resource. If the price is overridden at a certain level, then the price will not be displayed on the lower levels because this price is annulled higher up.

Ad hoc resources and placeholders are indicated with a symbol in the report. For ad hoc resources, this is a white letter A on a green background, for placeholders this is a white letter P on a red background.

Parameter Explanation
actuals? determines if the actual values are shown
set details? determines if the resources of a set are shown
only billable? determines if only billable resources are shown

Contacts on an Event or Event Group§

This report is a list of all contacts listed on an event or event group.

Please note, this is a report for events and it is thus generated via the event inspector.

Contacts are displayed in a table with the columns:

  • role
  • title
  • name
  • mobile
  • telephone
  • email address
  • labels
  • address
  • ZIP code
  • city
  • country
  • start date (only for the version with human resources)
  • end date (only for the version with human resources)

Event Group Contacts

Event or Event Group Contacts and Human Resources

This report also displays the human resources and their hours.

Calendars§

Day Program§

The day program is a list of all events in a certain period, grouped per day.

  • You can filter by location, profile or status.
  • You can show or hide the time schedule.
  • You can show or hide the booked resources.

If both the time schedule and the booked resources are displayed, then the resources appear below the time schedule. Use the compact day program if you want to display them next to each other.

Parameter Explanation
Title the title that is displayed on the report
Start date the start date of the period you want the report about
End date the end date of the period you want the report about
Locations (*) the locations you want to report about
Profiles (*) the profiles you want to report about
Statuses (*) the statuses you want to report about
Labels (*) the event labels you want to report about
Show time schedule determines whether the schedules are displayed
Show resources determines whether resource bookings are displayed
Resource group determines which resource group the displayed resource bookings must belong to
Order determines the order of events on the same day, based on their location
Logo the URL of the logo that you want to use

(*) This parameter can be left empty if you do not want to filter for one of the values.

Week Overview§

The week list is a calendar of all events, per location, for a chosen week. A week starts on the chosen start date and includes 8 days. Each day is given a column. The locations are displayed as rows.

Every cell in the calendar contains one or more events and shows:

  • the name of the event
  • the start and end time of the event (the red bullets in the schedule)

In addition:

  • location unavailabilities are displayed
  • cancelled events are crossed out (optional)
Parameter Explanation
title the title that is displayed on the report
days number of days you want to report about
start date date when you want the report to start
locations the locations you want to report about
profiles (*) the profiles you want to report about
statuses (*) the statuses you want to report about
cancelled the name of the status for cancelled events; events with this status are displayed crossed out
unavailability choose whether the unavailability of a location for a day should be shown

(*) This parameter can be left empty if you do not want to filter for one of the values.

Month Calendar§

This calendar displays events, per location, for a chosen period. It contains concise information in a compact layout; this makes it easy to obtain a general summary.

Every cell in the calendar contains one or more events and shows:

  • the name of the event
  • the start and end time of the event (the red bullets in the schedule)

In addition:

  • location unavailabilities are displayed
  • weekends and date decorations (public holidays, etc.) are displayed in gray and light blue respectively
  • cancelled events are crossed out (optional)
Parameter Explanation
title the title that is displayed on the report
startdate date when you want the report to start
enddate date when you want the report to end
statuses (*) the statuses you want to report about
profiles (*) the profiles you want to report about
locations the locations you want to report about
cancelled the name of the status for cancelled events; events with this status are displayed crossed out
unavailability choose whether the unavailability of a location for a day should be shown

(*) This parameter can be left empty if you do not want to filter for one of the values.

Normal Version

Year Calendar

This variant is extra compact and has a smaller font. Handy if you want to report about a larger period.

Calendar of an Event Group

This report shows a calendar with the events in an event group. The date and halls are automatically set based on the events in this group. An extra parameter entitled order allows you to determine the order of the halls. Please note, this is a report for events so it is generated via the event inspector.

Expanded Calendar with Hours, Name, Profile or Status§

This report is an expanded calendar overview of events per location, for a chosen period. Depending on the selected parameters, this report contains extra information such as hours, profile, name, group name or status.

Every cell in the calendar contains one or more events and shows:

  • the name of the event
  • the profile of the event
  • the status of the event
  • the start and end time of the event (the red bullets in the schedule)

In addition:

  • location unavailabilities are displayed
  • cancelled events are crossed out (optional)
Parameter Explanation
title the title that is displayed on the report
startdate date when you want the report to start
enddate date when you want the report to end
show time choose whether the event times are displayed
show name choose whether the name of the event is displayed
show group choose whether the group name of the event is displayed
show profile choose whether the profile of the event is displayed
show status choose whether the status of the event is displayed
statuses (*) the statuses you want to report about
profiles (*) the profiles you want to report about
locations the locations you want to report about
cancelled the name of the status for cancelled events; events with this status are displayed crossed out
unavailability choose whether the unavailability of a location for a day should be shown

(*) This parameter can be left empty if you do not want to filter for one of the values.

Season Calendar§

This calendar is a concise overview of events for a period of twelve months. The overview only shows three events per day in a compact layout which makes it easy to obtain a general summary. Events with the status option or cancelled are displayed visually. You can also highlight events with a certain profile, they are given a pale yellow background.

Every cell in the calendar contains one or more events and shows:

  • the name of the event
  • the location of the event.

In addition:

  • options are displayed in italic
  • cancelled events are crossed out and are not displayed if there are more than three events per day
  • events with a chosen profile have a pale yellow background and are displayed in bold
  • weekend days and holidays are marked with gray and blue background colors, respectively.
Parameter Explanation
Title the title that is displayed on the report
Start date the date when you want the report to start
Query a search query to filter the events with
Statuses (*) the statuses you want to report about
Profiles (*) the profiles you want to report about
Locations (*) the locations you want to report about
Option the statuses for events that are an option; events with these statuses are displayed in italic
Cancelled the statuses for cancelled events; events with these statuses are displayed crossed out
Highlight the profiles of your choosing; events with these profiles are displayed with a pale yellow background and in bold

(*) This parameter can be left empty if you do not want to filter for one of the values.

Visual Schedules§

The schedule of every event is displayed visually and the displayed start time (the first red bullet in the schedule) and displayed end time (the second red bullet in the schedule) of that day’s event are shown for every day.

Parameter Explanation
startdate date when you want the report to start
enddate date when you want the report to end
locations (*) the locations you want to report about; the order of the parameters determines the order of the locations on the report
profiles (*) the profiles you want to report about
statuses (*) the statuses you want to report about

(*) This parameter can be left empty if you do not want to filter for one of the values.

Hall Occupancy§

The hall occupancy is represented in a table (in Excel). The days are displayed in columns. Each location is a row and the displayed start time (the first red bullet in the schedule) and displayed end time (the second red bullet in the schedule) of an event on that day is shown.

Parameter Explanation
startdate date when you want the report to start
enddate date when you want the report to end
locations (*) the locations you want to report about; the order of the parameters determines the order of the locations on the report
profiles (*) the profiles you want to report about
statuses (*) the statuses you want to report about
default schedule choose whether the displayed start and end times (red bullets in the schedule) are shown instead of the event times

(*) This parameter can be left empty if you do not want to filter for one of the values.

Tasks§

List of Tasks§

This report is a list of all tasks for a certain period.

The tasks are displayed in a table (in Excel) with the columns:

  • status of the task
  • due date of the task
  • start date of the task
  • duration of the task
  • name of the event to which the task is linked (optional)
  • name of the group to which this task belongs (optional)
  • name of the task
  • task description
  • the person to whom the task was assigned
  • the team of the person to whom the task was assigned
  • the person who assigned the task
  • cost of the task
Parameter Explanation
startdate date when you want the report to start
enddate date when you want the report to end

Teamplanner§

Month Calendar§

This report is a summary of the hours that must be worked during a certain period for the chosen human resources or teams.

Per human resource you see on the first line the earliest start time and latest end time of all his/her shifts or bookings on that day. If the human resource is absent all day, this is shown together with the reason.

Below this you see a summary of the bookings, shifts, breaks and absences per day. Based on the four parameters booking?, shift?, break? and unavailability? you determine what is shown on the summary:

  • If summary? is set to “Yes” then you see the human resource’s first start time, last end time and the total hours to be worked in one line for the bookings.
  • If booking? is set to “Yes” then you see all events to which the human resource is booked. This is often interesting if the shift does not correspond to the bookings or when the human resource is active at several events per day.
  • If shift? is set to “Yes” then you see all shifts of the human resource. This is only interesting if you work with more than one shift per day, otherwise this probably shows the same information as the first line of the day.
  • If break? is set to “Yes” then you see all breaks of the human resource.
  • If unavailability? is set to “Yes” then you see all unavailabilities of the human resource.
  • If only planned? is set to “Yes” then all human resources that haven’t been planned are hidden.

Tips:

  • You can obtain a compact summary by turning on summary? and turning off booking?, shift?, break? and unavailability?.
  • If only unavailability? and only planned? are turned on then you’ll get a compact summary of all absent human resources.
Parameter Explanation
title the title that is displayed on the report
startdate date when you want the report to start
enddate date when you want the report to end
humans (*) the human resources you want to report about
teams (*) the teams you want to report about
summary? determines if the summary is shown
booking? determines if the events to which the human resource is booked are shown
shift? determines if the shifts of the human resource are shown
shift label name that is used for a shift in the report (if empty the word “Shift” is used)
break? determines if the breaks of the human resource are shown
break label name that is used for a break in the report (if empty the word “Break” is used)
unavailability? determines if the unavailabilities are shown
only planned? determines if only the human resources with bookings are shown

(*) Either humans or teams must be entered. You can enter both, they complement each other.

Week Overview§

This report is an overview of the shifts, bookings and unavailabilities of the chosen human resources or teams for a certain week. The period is always from Monday through the next Monday. This report contains all parts of the Teamplanner (shifts, breaks, bookings and unavailabilities) and allows you to set what you want to see.

Parameter Explanation
title the title that is displayed on the report
week a day in the week you want to report about
humans (*) the human resources you want to report about
teams (*) the teams you want to report about
booking? determines if the events to which the human resource is booked are shown
shift? determines if the shifts of the human resource are shown
shift label name that is used for a shift in the report (if empty the word “Shift” is used)
break? determines if the breaks of the human resource are shown
break label name that is used for a break in the report (if empty the word “Break” is used)
unavailability? determines if the unavailabilities are shown
only planned? determines if only the human resources with bookings are shown

(*) either humans or teams must be entered. You can enter both, they complement each other.

Roster§

This report is a roster of the start and end times of the chosen human resources or teams for a certain period. It takes into account shifts, bookings and unavailabilities. It also mentions the total planned working time.

Parameter Explanation
title the title that is displayed on the report
week a day in the week you want to report about
humans (*) the human resources you want to report about
teams (*) the teams you want to report about
booking? determines if the events to which the human resource is booked are shown
shift? determines if the shifts of the human resource are shown
unavailability? determines if the unavailabilities are shown
only planned? determines if only the human resources with bookings are shown

(*) either humans or teams must be entered. You can enter both, they complement each other.

Counters per Week§

This report gives a detail of the counters per human resource per day with totals per week and month.

Remark

This report is only usable if your organization uses the Teamplanner.

Every human resource is shown on a separate worksheet in Excel. Per human resource you have the counters per day from the planned times, actual times, contract variations with regard to the schedule, hours of overtime (per week), planned breaks and actual breaks.

Parameter Explanation
title the title that is displayed on the report
startdate date when you want the report to start
enddate date when you want the report to end
humans (*) the human resources you want to report about
teams (*) the teams you want to report about

(*) either humans or teams must be entered. You can enter both, they complement each other.

Counters for a Year§

This report gives an overview of the totals of the counters per human resource per week, month and year.

Remark

This report is only usable if your organization uses the Teamplanner.

Every human resource is shown on a separate worksheet in Excel. Per human resource you have the counters per week from the planned times, actual times, contract variations with regard to the schedule, hours of overtime (per week and year), used time off and available time off.

Parameter Explanation
title the title that is displayed on the report
startdate date when you want the report to start
enddate date when you want the report to end
humans (*) the human resources you want to report about
teams (*) the teams you want to report about

(*) either humans or teams must be entered. You can enter both, they complement each other.

Planned and Actual Hours of Human Resources§

This report is an overview of the planned working hours and the actual working hours of the chosen human resources, and the events to which they are booked.

The resources are displayed in a table (in Excel) with the columns:

  • date
  • name event
  • planned working hours (start and end time)
  • actual working hours (start and end time)
Parameter Explanation
startdate date when you want the report to start
enddate date when you want the report to end
humans (*) the human resources you want to report about
teams (*) the teams you want to report about
booking? determines if the events to which the human resource is booked are shown
shift? determines if the shifts of the human resource are shown
shift label name that is used for a shift in the report (if empty the word “Shift” is used)
break? determines if the breaks of the human resource are shown
break label name that is used for a break in the report (if empty the word “Break” is used)
unavailability? determines if the unavailabilities are shown

(*) either humans or teams must be entered. You can enter both, they complement each other.

Overview Teams§

This report is a list of all human resources of the chosen teams.

The resources are displayed in a table (in Excel) with the columns:

  • name team
  • name human resource
  • roles of the human resource
  • telephone
Parameter Explanation
teams the teams you want to report about

Visual Bookings Staff§

For every human resource, the bookings are represented visually with different colors for bookings, services, unavailabilities and breaks.

Parameter Explanation
title the title that is displayed on the report
startdate date when you want the report to start
enddate date when you want the report to end
human resource (*) the human resources you want to report about
teams (*) the teams you want to report about
show booking show the events on which the human resource is booked
show shift show the shifts of the human resource
show break show the breaks of the human resource
show unavailabilities show the unavailabilities of the human resource
show location abbreviation show - in the booking - the abbreviation of the event’s location
show event name show the event’s name in the booking
show role show the role of the human resource in the booking
show location show the event’s location in the booking

(*) either human resource or teams must be entered. You can enter both, they complement each other.