Resources can be managed in Yesplan. Just like human resources, materials and services, resources are assigned to events. In Yesplan we speak of booking resources for events. When booking these resources we can map costs and proceeds.
Resources are assigned to events. In Yesplan we speak of booking resources for events. The types of resources are very diverse. In Yesplan we distinguish between the following types:
- human resources, people
- services, such as a parking space or catering
- financial, such as a deposit or insurance
You choose the type when creating the resource.
Resources can be organized into resource groups. These are categories, like ‘stage technology’ or ‘catering’, for grouping your related resources. A microphone, loudspeaker, lamp and lighting board are resources that belong in the ‘stage technology’ resource group.
Resources can also be organized into a set. These are collections of different resources that can be booked simultaneously. For example, a ‘sound set’ can be created so that it’s easy to book microphones, loudspeakers and cables simultaneously.
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 have multiple roles within the organization, 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 a stage hand, for an event. This is called a placeholder in Yesplan. A placeholder is an anonymous booking that will be replaced by a person who can execute this role later in the planning process. For example by Nico or Tine, who are both stage hands.
Prices and Price Definitions§
When booking resources, you can map costs and proceeds because you can assign prices to every resource. We call the entirety of prices (the cost (or rental price) and the selling price (or letting price) and similar) a price definition. A resource can have one or multiple price definitions. When booking, you can choose the correct price definition in function of the type of event, agreements, additional conditions, etc.
A new person can be made by hovering over the Resources tab in the navigation menu and clicking on “New Resource…”.
You can immediately enter the organization’s basic data on the “Resource” tab of the inspector that is opened. Give the resource a name and choose the correct type. In Yesplan we distinguish between the following types: material, person, services, financial and location. The resource type also determines its capabilities. For example: a human resource is the only resource with a (possible) link to a contact or a user, and a financial resource does not have a number or offset times. Locations are special cases; they can only be created by an administrator.
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. Tip: we recommend placing resources in the correct resource group. This will help you map prices conveniently.
If roles were also defined for the chosen resource type then you can click on “Add a Role” next to the “Roles” label and add the correct role for the resource. Otherwise you will see “n/a” (not applicable).
The use of roles (and placeholders) allows you to work in phases. When booking an event, a planner can indicate that three microphones will be needed, without further details, by booking three ‘Microphone’ placeholders. Later you can fill this in with a specific resource, for example a ‘Shure SM58’ or a ‘Sennheiser e 835’ (resources that have this role). For events where all the placeholders have not been filled in, you will see conflicts.
Resource groups and roles are created by a Yesplan administrator under the system settings.
Roles and placeholders always have a certain type and belong to a certain resource group.
The role’s type determines which type of resources can be awarded to that role. The role ‘Microphone’ is classified as a material; it cannot be awarded to a human resource. Please note that the name of the role must be unique within all roles, not only within roles of the same type.
The role of the resource can be used for classifying the resource (e.g. ‘Shure SM58’ has the role of ‘Microphone’) and for swapping a placeholder with a resource (e.g. the placeholder ‘Microphone’ can be swapped with ‘Shure SM58’ or ‘Sennheiser e 835’ or any other resource with the role of ‘Microphone’).
A human resource can fulfil multiple roles, such as sound technician and light technician and porter. These are the capacities of a human resource. That’s why a booked human resource is shown in the event inspector under the resource group of the booked role; you often want to see the sound technician in a different group than the porter.
Other resources (not people) are always shown in their own resource group; they do not have a booked role. For these resources, the role is only used for classifying the resource and facilitating a correct swap.
A resource can have offset times (except financial resources). This can be used to indicate the time that is needed to set up a resource (the preparation time) or to remove/put away a resource (the finishing time). The offset times are automatically added when booking the resource. You can adjust the offset time per booking.
If offset times have not been defined for a resource then offset times will not be applied when booking the resource.
Please note that deleting or editing offset times for a resource does not have an effect on the offset times of existing bookings of that resource. However, as soon as you ‘activate’ offset times for a resource (even if the duration is 0), you can give offset times to all bookings of that resource - even bookings from the past.
A resource can be external to the organization (always rented). This can be indicated via the checkboxes “External” and “Rented”. If you activate “Rented” then “External” is automatically activated, but the reverse is not true.
Optionally, you can also add a description and an image to a resource. Material or service resources also have input fields for product code, serial number and date.
A resource can also be inactive, for example because a device needs to be repaired. You do this by deactivating the checkbox next to “Active”. A booked resource that is inactive will result in a conflict.
An iCalendar link appears next to each resource. This allows you to subscribe to a feed for this resource in your preferred calendar program. Two links appear for human resources (people resources): the link to subscribe to a bookings feed and a link to subscribe to that person’s shifts and breaks.
Specific Settings for Human Resources§
When creating a human resource (a people resource) you can automatically create a linked contact. You can also choose to link the human resource to an existing contact, as long as the name matches. If you link with an existing contact who was already linked to a human resource, the link with the old human resource will be broken.
If this new link with the contact is broken, then old human resource will not be re-established. It will have to be restored manually.
A people resource can also be added to a user group. Placing human resources in user groups simplifies working with large groups of human resources. You can find more information about this in the team planner manual.
When booking a human resource, his/her role will determine the resource group under which he/she is displayed.
Number of Available Resources§
By default, an unlimited number of specimens are available of a new resource. Exceptions include human resources (there is only one of each) and financial resources (they don’t have a number). You can indicate that a fixed number of resources are available. You do this by deactivating the “Unlimited” checkbox next to “Number of Resources”. Then you can enter a number (“1” is entered by default).
Resources for which a fixed quantity is available will result in conflicts if an insufficient number are available at a given moment in the planning.
Resources for which multiple specimens exist are all identical for Yesplan. That one “Shure SM58” isn’t different from the 24 other copies, and all 500 seats are equal.
It is possible to make a resource ‘unique’. If you have three Neumann U87 microphones, and you want to manage them individually, you can turn them into a unique resource. The advantage is that all the specimens are regarded as an available set of three, but you can monitor each specimen separately or remove them from service individually. The common fields of these unique resources don’t have to be created separately for each specimen; they are managed for all unique specimens simultaneously.
All specimens of a unique resource have their own bookings, attachments and history so you can monitor them separately. They also have their own unique details; the input fields include the product code, serial number and date. You can mark each unique resource as inactive.
When booking unique resources, Yesplan will, if possible, choose a specimen that currently isn’t booked.
A unique resource can also be ‘fixed’ in a resource set. By fixing a specimen, you indicate that this specimen must always be used when booking the resource set. When booking unique resources outside a resource set, Yesplan will always give priority to specimens that are not fixed (if available). If a fixed specimen must be booked outside its set, this will be indicated during the booking. Please note: this is only indicative and will not cause a conflict.
A unique resource cannot be changed back into a regular resource, if it is being used somewhere (in the future or the past).
Locations are special resources and are created by a Yesplan administrator under system settings, under the “Resources” tab, by the “Locations” section. This is described in the system settings manual.
The location inspector can also be opened by clicking on the name of the location in the event calendar (in the table header).
If the “Abbreviation” field is entered in the location inspector then this abbreviation will appear in the diverse tree views – in front of the event name. If the field is empty then no location name will be displayed for that location next to the event name in the tree views. You can also choose not to display the abbreviation of the location in the tree views under system preferences.
A location can be indicated as unavailable for one or several days in the event calendar (choose the option “Set as Unavailable” from the context menu). You can also make a description of it in the calendar, for example to give the reason why the location is not available on that day. You do this by double-clicking on the name (by default that name is “Unavailable”).
Via the location inspector you can alter the unavailability hours in more detail (see Availability of Resources).
Please note: to create or edit the unavailability of a location, a user must have permission to book at that location.
The resources finder allows you to search through and manage all resources.
It’s easy to search by typing a word into the search field. The following fields can be searched for matches: name, type, resource group, roles, serial number, product code and date.
You can also look up resources via the general search box. In that case you use the scope
resource (see query language manual).
Managing Resources in the Search Box§
You create a new resource by choosing the “New resource…” option. The inspector of the new resource opens. You can enter the name and other details. The resource name can also be edited in the search box by double-clicking on it.
Please note that you must first open the lock in the upper right of the search box in order to use the entire context menu or to change the name. The context menu can only be called up if you hover the cursor above a record with results.
In addition to creating resources, you can also copy and delete resources in the search box and request the inspector to manage the resource. You do this via the context menu.
The search box has columns for the resource name, number, type, resource group, roles, serial number, product code, date, default cost and default selling price. The column with the name is fixed; you can show or hide the other columns. You do this by opening the context menu on the title row and activating the columns that you want to see.
You can sort the results by the column of your choice. By default they are sorted alphabetically by name. Click on the desired table header to sort by that column. Clicking once again on the same table header will reverse the sorting order. You cannot sort by number.
You can select multiple resources by clicking on a record and then on another record while you press the
CTRL key (on Windows) or
CMD key (on macOS). An action executed from the context menu while multiple resources are selected will be applied on all the selected resources.
If you open the inspector of multiple resources (choose “Show Info” in the context menu), Yesplan will make a summary in that inspector. Only common fields will be shown. If you have selected a human resources and a material resource, you will not see a field for user group because that field is not found in material resources.
You can edit the fields where the values are identical for all the selected resources. If you adjust the value, the change applies to all the selected resources. The fields whose values do not match are empty and protected by a lock. You can unlock this lock by clicking on it. Then you can change the values of all selected resources.
If a certain value for one of the selected resources is not editable, this field will not be editable for all the selected resources. In such cases you’ll see an empty input field, but no lock. This may be the case when viewing a placeholder and a regular resource. The name of a placeholder can only be edited by a Yesplan administrator via the system settings, so you cannot edit this field here - not even for the regular resource.
Placeholders are marked in the list with a white P in a red circle. External resources are marked with a white E in an orange circle. Human resources that are linked to a Yesplan user are marked with a black user icon.
A unique resource with multiple specimens is marked in the search box with a small, black triangle to the right of the number (in the “Number” column). Clicking on the triangle will expand the unique resource so that all the specimens appear in their own records below. This allows you to manage the specific characteristics of one particular specimen (such as the product code, serial number and date). You do this by opening the context menu on the record of that unique specimen and choosing “Show Info”.
Availability of Resources§
The search box has another special column that shows the availability of the resources for a certain period. To make this visible, you click on the “Availability” button in the table header. The displayed period is two days by default, starting with today. The dates can be edited in the table header. A green bar is displayed per resource for the period when the resource is available. If the resource is not available you see a thin, red line.
The availability of resources can also be viewed via the resource inspector, on the “Bookings” tab. You see a detailed summary of all the resource’s bookings and unavailabilities (or that of multiple resources if you selected several resources).
There is a record for every event for which the resource is booked during that period. There is also a record that displays the unavailabilities for that resource during that period. The top row is the summary of the bookings and unavailabilities that are displayed below, including conflicts if there are any. The bookings are displayed as a blue bar, the unavailabilities as a red bar, the availabilities as a green bar, and the conflicts as a yellow bar.
By default the inspector shows a period of two weeks, starting on the Monday of the current week. You can shift the period by one week via the arrows to the left and right of the dates. The starting date of the displayed period can also be edited via the date input field on the left (the period will still start on a Monday).
Next to the resource name you see an availability summary (green, blue, red or yellow) for each day. The set the resource as unavailable for a full day, click on the button with the first letter of the day in the “Unavailability” row.
From the default two-week summary you can also zoom in on a certain day by clicking on a date in the date row. In this day view you can mark the resource as unavailable for a one-hour period each time. You do this by clicking on the corresponding buttons in the “Unavailability” row.
The hours of the booking can also be edited in this day view by clicking on the blue bar. The planned start time and end time can be an explicit time (e.g.
20:00) or you can choose a schedule item from the event schedule (e.g. “Set up (start)”). If you use a schedule item from the schedule, the booking will automatically follow if the schedule is altered. If you use an explicit time for the start time, the booking can be placed on the day before or the day after the event via the date selection.
If offset times are applicable for the booking, the preparation time is displayed under the start time and the finishing time under the end time. You can alter the offset times by double-clicking on them.
Creating Resource Sets§
Resource sets are collections of different resources that can be booked simultaneously. A resource set does not have its own history, attachments, contacts or custom data.
The resources finder is the only place where you can create resource sets and can add resources to sets.
You create a new set in the search box using the context menu (choose “New Set…”). The inspector of the new set opens. You can enter the name and other details.
In the search box you recognize a resource set by the black triangle to the left of the name. The name of the set can be changed in the search box by double-clicking on it. Clicking on the triangle will expand the set; if there is something in the set, its content will appear in the records below.
Please note that you must first open the lock in the upper right of the search box in order to use the entire context menu or to change the name. The context menu can only be called up if you hover the cursor above a record with results.
You add a resource (or a different resource set) to a resource set in the search box via “Add to Set…” in the context menu. Now enter the name of the set to which you want to add the resource in the search field that appears and choose the correct set from the suggestion list. To delete a resource from a set, you must expand the set first (via the triangle to the left of the name of the set). Then open the context menu above the record of the resource that you want to delete from this set and choose “Remove from Set”.
You can only edit the number of a certain resource that is present in a set in the search box. You must expand the set first (via the triangle to the left of the name of the set). Then you can double-click on the number (in the “Number” column) to alter it. Make sure that the lock in the upper right of the search box is open before doing this.
The number of a resource in a set is not checked with regard to the total number of available items of that resource. You can place all 10 available 5kW spotlights in the small light set and in the large light set. Yesplan will only check the availability when booking. If needed it will indicate a conflict if not enough specimens are available at a certain moment.
A specimen of a unique resource can be ‘fixed’ to a resource set. This will be indicated when booking that resource specimen outside that set. You can only fix a specimen when adding it to the set. You do this by opening the context menu above the record of the unique specimen that you want to fix, and choosing “Fix in Set…”. Now enter the name of the set to which you want to fix the resource in the search field that appears and choose the correct set from the suggestion list.
The resource group of a resource set is set automatically based on the resources that this set contains. But sometimes you want to change that resource group manually to something different from what Yesplan could set automatically. You do this in the resource inspector on the “Resource” tab. Click on “Override Resource Group” and select the desired option from the drop-down menu. Please note: you can always return to setting a group automatically by clicking on “Revert to Setting Group Automatically” (this appears after you have overridden the group).
Via the “Resource” tab you can also add a description to the resource set.
The price of the resource set is, by default, the sum of the prices of the resources in this set. A resource set can also have its own price definitions, separate from the contents of the set (see below, under Prices).
It is possible to define extra fields in Yesplan in addition to the default data that can be input for resources. We call this custom data. Custom data fields are created by an administrator and they are displayed on the tab of your choosing on the resource inspector. Extra tabs are also created by an administrator.
Sometimes you only want to show a custom data field under certain conditions. The possible conditions for resources are resource type and resource role. You can use different custom data fields for a human resource and for materials.
In addition to these extra fields that you can add to a resource, there is also a special type of custom data: the resource field. This is a custom data field that can be used for booking a resource, and that is available for events.
You’ll find more details regarding the capabilities of custom data and how to manage them in the system settings manual.
Booking Resources for Events§
Just like human resources, materials and services, resources are assigned to events. In Yesplan we speak of booking resources for events. Resources can be booked per event, but also for an entire event group. You mainly book resources in the event inspector. The team planner offers additional capabilities for booking human resources.
You can open the event inspector from the calendar by clicking on the magnifying glass icon in the upper-right corner of the event cell, or by double-clicking on an empty spot in the event cell.
The event inspector is a summary of all details of the event and the event group it belongs to. It consists of different tabs including three tabs specifically for resources (“Location”, “Team” and “Resources”). The event structure of the event group to which the event belongs will be displayed to the left of the inspector. For the general functioning of this inspector we refer to the event inspector chapter of the events manual.
Resources in the Event Inspector§
The “Resources” tab shows a summary of all booked resources. You can book resources here and manage these bookings and their prices. The “Team” and “Location” tabs are filtered variations of the “Resources” tab. Only the booked human resources and only the booked location are displayed. On the “Team” tab you can only book human resources; on the “Location” tab you cannot book anything extra.
Below we will be discussing the “Resources” tab; the other tabs are similar in use.
The left column of the “Resources” tab shows the resources that were booked for 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. The summary of the event group consists of the common bookings for the group, and a list of every separate booking per event in that group.
The right column of the “Resources” tab is reserved for custom data.
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. For more information on navigating between the different levels and how the information is shown and summarized, we refer to the event inspector chapter of the events manual.
You add a resource via the resource field, which is under the list of resources.
To add a resource to all events in an event group, you move the focus to the event group. To only add a resource to an event, you can move the focus to that event or you can expand the event if the event group is focused.
You can book an existing resource via the resource field. When you start typing in the input field of the resource field, Yesplan will show the relevant resources. This list is updated as you type. Choose the desired resource from the list to book it for the event.
From the resource field you can also open the resources finder by clicking on the button with the double arrow icon. In this search box you can search extensively and see more information. You can also create new resources or edit existing resources.
To book a resource from the search box, click on the name of the resource. You will notice that a check mark appears to the left of the name of the resource, and that a list of all booked resources is displayed on the right side. You can continue to book resources until you are satisfied. In the list of booked resources you can also edit the number by double-clicking on it. You can delete an item by hovering the cursor over the row with the item and clicking on the ‘-’ icon that appears on the right side. Close the search box to return to the event inspector.
You can add a resource to a booked resource set via the action “Add Resource to Set…” from the context menu. This also opens the resources finder. Search for the desired resource, then click on the name of the resource to add it. You can add multiple resources simultaneously. Close the search box to return to the event inspector. Please note: a star appears next to the name of the resource set; this indicates that the content of this booked set deviates from the set’s usual content.
You can also book an ad hoc resource with the resource field. This is a resource booking for single use. You will not find this resource in the resources finder. An ad hoc resource has all the characteristics of a regular resource (type, roles, resource group, prices, etc.). You can recognize an ad hoc resource by the symbol that precedes it in the list: a white A in a green circle.
Resources can also be booked via custom data. A custom data field uses the same resource field as described above. A resource that is booked via a custom data field is displayed where the custom data field is located, but it’s also displayed in the list of booked resources for that event.
Placeholders and resources can be swapped with other resources or placeholders via the event inspector. You do this by opening the context menu on a placeholder record, activating the “Resources” tab and choosing “Swap with…”. When you click on the search field that opens, resources with corresponding roles are displayed immediately. You can also search for other placeholders or resources with which you want to swap. This also works for resources; you immediately see the placeholders for all the resource’s roles and you can search for other placeholders or resources for swapping.
If more than one resource or placeholder is booked, you can swap them all simultaneously. It’s also possible to only swap one specimen (choose the option “Swap Just One With…”). This allows you to swap placeholders one at a time.
When resources or placeholders are swapped, certain booking information is transferred:
- All custom data values
- Any overridden prices
- The values of the checkbox “To Be Billed”
- If a price definition with the same name exists for the swapped resource or placeholder, it will automatically be applied during swapping.
When you book a resource, the default price definition for that resource is always used irrespective of the resource’s role. (You can change this later.) However, when you swap a placeholder with a resource, Yesplan will use the price definition of the resource with the same name as the price definition that is currently valid for the booked placeholder (if one exists). In other words, a resource never adopts the price of the placeholder when swapping, but you can send the applied price definition.
- The role “Stage Hand” gives you a price definition with the name “Stage Hand”, selling price 100 euros. Choose this price definition when booking it (or set it as default so that it is chosen automatically).
- Give the resource “Piet” a price definition with the name “Stage Hand”, selling price 120 euros and a default price definition “Light Technician”, selling price 150 euros.
- Now when you swap the placeholder “Stage Hand” with “Piet” his “Stage Hand” price definition will be chosen, selling price 120 euros.
- If you simply book “Piet” then the default price definition “Light Technician” will be chosen, selling price 150 euros.
Yesplan does not prevent you from booking more resources than are available. Yesplan will mention this via a conflict for the event and in the list of resources. A conflict always mentions the required information related to possible scheduling problems so that you can decide how you want to solve this conflict. You can choose to ignore and mute a conflict (by clicking on “Mute” next to the conflict), or you can remove the cause of the conflict.
Yesplan will only check the availability when booking, and if necessary it will indicate a conflict. Resources for which a fixed quantity is available will result in conflicts if an insufficient number are available at a given moment in the planning. A resource that is not ‘active’ will also result in a conflict. Such conflicts are indicated by a black exclamation point in a yellow circle.
Via the navigation bar at the bottom of the screen you can open a window with a list of all conflicts for all 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).
Overview of Booked Resources§
In addition to the summary of all booked resources in the event inspector, other booking summaries are also available.
You can request a list of booked resources for a specific event by clicking on “List Booked Resources” in the context menu for an event in the calendar. This opens a summary that is similar to the resources finder. You’ll also see a summary of all schedules from all the resources. You can make these schedules visible by clicking on the “Schedules” button in the table header.
In the resource inspector you can also view all the bookings of that resource, via the “Bookings” tab (see Availability of Resources).
You can also use the query language to find booked resources. You’ll learn more about this in the query language manual.
Scheduling Human Resources§
The team planner offers lots of additional capabilities for rostering human resources. They are described in detail in the team planner manual.
In Yesplan, resources are booked for events. When booking these resources we can map costs and proceeds.
The prices that must be charged for a certain event can differ depending on an abundance of conditions. That’s why every resource in Yesplan can have one or more price definitions, which are chosen when booking depending on those conditions. Booking prices can also be overridden, separate from the price definitions that apply for the resource. In other words, you can always apply the desired price, even under exceptional conditions.
A price definition consists of selling price and cost stipulations, a VAT rate, discount rules regarding duration and quantity, and an accounting number and purchase price (informative). You can indicate whether the prices must be billed by default. You can also link a price definition to an event profile so that the price definition will be chosen if it is booked for an event with that profile.
Every resource is given a default price definition with the name “default” when it is created. You can edit the name by double-clicking on it.
Depending on the settings, price definition names can be chosen from the suggestion list and/or entered into the input field that appears. The capabilities of price definition names can be set by a Yesplan-administrator under the system settings.
You add a price definition by clicking on “Add a Price Definition” on the “Prices” tab in the resource inspector. Edit the name by double-clicking on it and entering the desired values.
The simplest rate is a fixed amount. A resource rate can also be calculated based on a price per hour, day, week, month, or per day part. Yesplan will calculate the number of units to be billed based on the duration of the booking.
You can input the prices excluding or including VAT. To do this, click on the button “Excl.” / “Incl.” (depending on the current state) next to the input field to indicate what the entered amount shows. The converted including/excluding amount (as required) is also displayed for your information.
Yesplan will charge every started unit in full by default. For example: if a resource is booked from 10 to 12.30 and the unit is ‘per hour’ then Yesplan will automatically charge 3 hours and not 2.5.
You can also set the accuracy with which Yesplan must calculate the result (e.g. based on every started quarter of an hour for a ‘per hour’ price unit). You can also determine what must be taken into account minimally (e.g. at least 30 minutes).
Please note: the minimum number of units that must be taken into account - cannot be smaller than the basis upon which the calculation is based - cannot be larger than the chosen basic unit
In other words, it’s not possible to define that a price per hour must be calculated based on every started quarter of an hour, with a minimum billable unit of 10 minutes. It’s also not possible to define that the minimum billable unit is 2 hours; one hour is the basic unit.
The offset times are always counted under the duration of the booking when calculating the price.
The number of billable units can be overridden manually if you want to deviate from the automatically calculated units.
The price of the resource set is, by default, the sum of the prices of all the resources in this set. A resource set can also have its own price definitions, separate from the contents of the set. You add a price definition to the resource set. You do this, just like for a resource, by clicking on “Add a Price Definition” on the “Prices” tab in the resource set inspector.
Prices can also differ depending on the moment of the day when they are booked. 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. In Yesplan we call these moments of the day ‘day parts’.
A day parts definition is a set of different day parts. For example: day part ‘morning’ from 9:00 to 12:00, ‘afternoon’ from 13:00 to 18:00 and ‘evening’ from 19:00 to 23:00. You give these three day parts a joint name like ‘Opening hours meeting rooms’. You can create multiple day parts definitions if your organization uses different timetables. Day parts definitions are created by an administrator.
They can be used for the price definition of a resource, to place a price on each separate day part. The same day parts definition can be used multiple times for different price definitions, to create different rates for the same resource.
If you want to charge a day price for a certain resource at times and a price that is dependent on the day part at other times, you will have to create two price definitions for that resource (one with a price per day and one with a set of prices per day part).
- Price definition 1: price per day 250 euros
- Price definition 2: day part ‘morning’ at 100 euros, day part ‘afternoon’ at 100 euros and day part ‘evening’ at 100 euros
To define a price per day part, click on the button with the grey triangle next to the input field (“Fixed” is written in this button by default, but this can vary since the active option is displayed here). Then enter the amounts per day part.
Yesplan will charge every started day part in full by default. For bookings that take place over several day parts, the prices of those day parts are added up, even if the booking only overlaps partially with a certain day part.
Just like for prices per hour, day, week and month, it’s also possible to set the accuracy with which Yesplan must calculate the result for day parts. For example: based on every started hour. You can also set the minimum that must be taken into account.
This makes it possible to define a variable hourly price in function of the day part.
In the morning the price is 2 euros, in the afternoon 2.50 euros and 4 euros in the evening.
In our organization we use a day parts definition with the day parts ‘morning’ from 7:00 to 12:00, ‘afternoon’ from 12:00 to 18:00 and ‘evening’ from 18:00 to 23:00. The morning day part lasts 5 hours. If we want this to be calculated at 2 euros per hour then that amounts to 10 euros (2 euros × 5 hours) for the entire day part. The afternoon day part lasts 6 hours, times 2.50 euros per hour, so the price of the entire day part is 15 euros. The evening day part lasts 5 hours at 4 euros per hour = 20 euros.
If we input the prices per day part (morning 10 euros, afternoon 15 euros, evening 20 euros) and we define that we want to calculate the rate based on every started hour then we realise a variable hourly price in function of the day part.
Rules can be added to the price definition for discounts (or surcharges). You can indicate that you charge the full price for a piano for the first two days that it is booked for an event and give a 10% discount thereafter.
There are two input fields for discount formulas: a duration discount and a quantity discount. How you enter the discount formulas will be illustrated via a few examples.
For a Yamaha piano that is booked for an event you charge the full day rental price (100%) the first day, you give a 20% discount the second day, a 40% discount on days three to five, and a 50% discount thereafter.
The discount formula looks like this:
dstands for day, the number that follows represents the number of days. This is followed by a colon
:, the valid discount and a semicolon
;. You repeat this whenever you desire a different price. You can state the percentage discount (via a minus sign, e.g.
-10%) per time unit or you can state the percentage of the price (without a minus sign, e.g.
In other words, you could input the discount formula as follows:
You can also use both interchangeably:
Please note that Yesplan will automatically replace this alternative notation with the minus sign notation irrespective of how you enter it. A 20% surcharge is entered by listing the percentage of the price, in this case
For the Sony beamer you charge the full price for the first two hours, as from the third hour you give a 10% discount, and from the eighth hour you give a 25% discount.
The discount formula looks like this:
h1:100%;h3:-10%;h8:-25%, which can also be entered as
hstands for hour. For week you use
wand for month you use
For standing tables you give a 15% discount starting from 25 tables.
The discount formula looks like this:
astands for the amount. Please note: for discount formulas based on amount, the discount will always be applied to the total amount. In the example above, the 15% discount will be applied to all standing tables (as soon as more than 25 tables have been booked) and not only on the number of tables after the first 25.
Setting productions has an influence on the price calculation. Discount formulas for resource bookings are only applied for the event to which they are booked. However, if the event is part of a production, then the duration discount will be calculated for the entire period of the production to which the resource is continuously booked.
Linking to Profile§
You can set each price definition as the default price definition (by clicking on “Set as Default”). The default price definition of the resource when booking is the definition that will initially be awarded to the resource booking.
A price definition can also be linked to the profile of an event. Each profile can only be awarded one resource price definition. The effect of the link: if the event to which the resource is booked is of this profile then this price definition will be chosen. The linked definition will be given priority over the default definition.
If an event changes profile, those price definitions will automatically be chosen for all resources that are linked to this profile. Please note: this will only happen for those resources that have such a price definition at the moment of the profile change. If the event profile does not have a linked price definition for a resource at that moment, the applied price definition will not change automatically.
Managing Prices of Booked Resources§
When booking the resource, the default price definition is awarded unless a specific price definition exists that is linked to the event profile. If desired, you can adjust the price after the booking. You can choose a different price definition, you can override the booking selling price, or you can choose not to bill the price.
The prices that are displayed 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 list.
Editing an Applied Price Definition§
You can choose a different price definition in the event inspector on the “Resources” tab by hovering the cursor over the price and choosing the desired price definition from the drop-down menu that appears.
You can edit the price definition per resource or you can implement the price definition at other levels: the resource set level, the resource group level or the event level. If the price definition is implemented at a ‘higher’ level, all resources that fall under it will assume the same price definition, if one exists for that resource. If all the underlying items do not have that price definition, a red asterisk will appear next to the drop-down menu and next to all the resources that are exceptions. For resources that assume a price definition from a higher level, the price definition can no longer be changed because the price definition is determined at a different level. You recognize these drop-down menus by the light grey color. The price definition implemented at a higher level can be undone by choosing “Revert Price Definition” in the drop-down menu.
The price definition for an individually booked resource or resource set can also be edited via the “Prices” tab of the booking inspector of the resource or the resource set, by choosing a different option from the drop-down menu at the top. You open the booking inspector by clicking on the name of the resource in the event inspector.
Sometimes a price is not displayed; instead you see
---. It means that this user does not have permission to see these prices.
Overriding the Selling Price§
You can override the selling price of a booking in the event inspector on the “Resources” tab by double-clicking on the displayed price. Either you enter a new amount or you award a discount or a surcharge (e.g.
+10%). Yesplan will calculate the result. You will notice that an overridden price is displayed in bold.
If you enter an amount, Yesplan will copy the VAT rate from the price definition that is applicable at that moment. If multiple VAT rates are applicable, for example when overriding the price at the level of a resource group or event, you will be given a choice between these VAT rates.
You can override the price per resource or you can override the price at other levels: the resource set level, the resource group level, the event level or the event group level. If the price is overridden at a ‘higher’ level, all items that fall under it can no longer be changed because the price is determined at a different level. You recognize these ‘locked’ prices by the light grey color. You can undo the overridden price by clicking on “Revert Price” (which appears when you hover the cursor over the price).
A price that is overridden has priority over the editing of price definitions at a higher level.
The price for an individually booked resource or resource set can also be overridden via the “Prices” tab of the booking inspector of the resource or resource set, by clicking on “Override Price” next to the “Total Selling Price” input field. You open the booking inspector by clicking on the name of the resource in the event inspector.
Sometimes a price is not displayed; instead you see
---. It means that this user does not have permission to see these prices.
Discounts on Discounts§
In Yesplan you can award discounts when booking resources. You can do this on several levels: you can award a discount to an individual resource, to the entire resource group, to everything in the event, or to everything in the entire event group.
In addition to a fixed discount, it is also possible to apply a percentage discount to the selling price. If a percentage discount is awarded on two different levels, the discounts are combined. For example, you can give a 10% discount on a certain resource, and an additional 20% discount on the entire event.
Please note that when combining discounts in Yesplan, the discounts are applied one by one and not added together before being applied.
Price resource = 100 Discount on resource 3% = 3 New price resource = 97 Extra discount on resource group 5% = 4.85 (5% of 97) New price on resource group = 92.15 Effective discount percentage = 7.85% (and not 8%)
Prices Not Billed§
Per resource you can indicate whether the booking selling price should be billed or not. You do this via the “To Be Billed” checkbox. If the checkbox is not active, the price will not be added; the displayed price will be “0.00”.
In the event inspector, on the “Resources” tab, the “To Be Billed” checkbox appears when hovering the cursor over the price. In the booking inspector off the resource or the resource set you’ll find the “To Be Billed” checkbox on the “Prices” tab.
When booking, the value of the checkbox is copied from the value that is set for the resource’s price definition.
Number of Billable Units to Override§
If you set a price for a resource per hour, day, week or month then Yesplan will automatically determine the number of billable units based on the duration of the booking. The billable price for a booking will be based on this. Please note that offset times are always counted when automatically calculating the price of a booking.
The number of billable units can be overridden manually if you want to deviate from this. You do this on the “Prices” tab of the booking inspector of that resource. Under the input field “Billable hours” (or days, weeks, months) click on “Override billable hours (…)” then enter the desired value. You can always return to the automatically calculated duration by clicking on the link that appears after overriding (“Reset to …”).
Notice that there are also actual number of billable units.
Once the price of a booking is overridden it’s no longer possible to edit the number of billable units because they are no longer applicable.
Edited Price Definitions§
When editing a price definition for a certain resource, this change is applied by default on all bookings of that resource in the future. You can also choose not to implement the change of that price definition for certain events.
When editing the price definition, a list of events appears for which the resource is booked in the future. Per event you can indicate that you don’t want to update the booking for that event to the new price definition. You do this by deactivating the checkbox next to the event.
You can recognize a price definition that was edited after the booking, but where the change was not implemented to that booking, by a black asterisk next to the name of the price definition for that booking. You can still choose to select the edited price definition from the drop-down menu. At that moment the old booking price definition will disappear definitively.
Summary of Event Prices§
On the “Prices” tab of the event inspector you’ll find a summary of the costs and proceeds of the event that has the focus. The cost, selling price and profit margin of all resource bookings are added up per resource group. You also see the net totals, gross totals, the total amount to which VAT is applicable (per VAT rate), and the diverse VAT totals.
The profit margin is the gross profit expressed as a percentage of the selling price. For example: for a selling price of 100 euros and a cost of 80 euros the gross profit is 20 euros, which is 20% of the selling price. If the selling price is zero, a profit margin will not be displayed.
Yesplan uses the following formula for the profit margin: ((selling price - cost) ÷ |selling price|) × 100
Please note that the formula uses the absolute value of the selling price, which is important in the exceptional case of a negative selling price. Sometimes this occurs when using an ad hoc resource to award discounts. For example: for a selling price of -50 euros and a cost of 0 euros the “profit” is -50 euros, which is -100% of 50, the absolute value of the selling price. A positive profit margin always implies a positive profit; a negative profit margin always implies a negative profit.
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 the “Prices” tab you can also book an ad hoc financial resource. An ad hoc booking is a resource booking for single use. You will not find this resource in the resources finder. An ad hoc resource has all the characteristics of a regular resource (type, roles, resource group, prices, etc.). You can recognize a ‘financial’ ad hoc resource by the symbol that precedes it in the list: a white dollar sign in a green circle.
You can only add an ad hoc financial resource (via the “Prices” tab) to an event and not to an event group. To do this, click on “Add an Amount”. Then enter a name, a cost and a selling price, choose the VAT rate and click on “Add”. This ad hoc booking is in the “Miscellaneous” resource group by default, but you can add it to the resource group of your choosing. To do this, open the inspector (by clicking on the name) and customize the group on the “Info” tab.
Actual numbers and actual times can be kept track of in Yesplan, in addition to planned numbers and planned times. In the schedule you can foresee that you need four microphones, but during the show it turned out that you needed five (the actual number). Or a human resource can be scheduled to work from 9:00 to 13:00, but in reality he worked 30 minutes longer (the actual time).
Yesplan uses the actual numbers and actual times to determine the actual prices; the planned price is remembered. The calculated actual selling price can be overridden manually. You can also add an actual price without creating actual numbers or actual times first.
The status of an event determines whether actual numbers, times or prices can be awarded to resource bookings. The statuses where this is allowed are determined by an administrator (see system settings).
Actual values are displayed in dark blue.
You can manage actual numbers in the event inspector. If the status of the event allows actual values then in the event inspector, on the “Resources” tab, you will see “Add Actual Numbers” when you hover the cursor over the resource’s record. You can add actual numbers (by clicking on “Add Actual Numbers”), edit them (by double-clicking on the actual number and entering a new number) or delete them (by double-clicking on the actual number and choosing “Delete”).
You can also do these actions in the booking inspector of the resource, either on the “Info” tab or on the “Prices” tab. You open the booking inspector by clicking on the name of the resource in the event inspector.
For a resource that was used longer or less long than was planned, you can enter actual times. You do this in the booking inspector of the resource or the resource set, on the “Bookings” tab. To do this, click on “Add Actual Time” to the right of the timelines.
You can also add actual times of booked resources for a specific event that you open by clicking on “List Booked Resources” in the context menu of an event in the calendar. Make the schedules visible by clicking on the “Schedules” button in the table header then click on “Add Actual Time” to the right of the schedules.
Actual times are also used for human resources. The team planner offers additional capabilities to this end. They are described in detail in the team planner manual.
Protecting Events with Actual Times§
If an event has resource bookings for which actual times are entered, the event’s date or location cannot be moved and its name cannot be changed. The event also cannot be deleted. It is only possible to change the date, location or name of such an event if you delete the actual times first.
Events that have one or more resource bookings with actual times are indicated with a dark blue lock. The locks are displayed in the same locations as the grey locks for events with a ‘locked’ status, but these locks cannot be unlocked. The actual times must be deleted first.
The actual price equals the planned price by default. If you add an actual number then the actual price will reflect this change (e.g. one microphone was planned but two were used). If a deviating actual time is added to a resource, the actual price will be adjusted to reflect this (e.g. Jan was planned from 14:00 to 18:00 but he worked from 14:00 to 19:00).
The calculated actual selling prices can also be overridden if the status of the event allows for actual values.
The cost is also influenced by actual numbers and actual times, so it has an actual cost. This actual cost cannot be overridden manually.
Editing Actual Selling Price§
You can override actual selling prices in the same way that you override planned prices. You can edit the actual selling price via the “Resources” tab of the event inspector OR via the “Prices” tab of the inspector of the booked resource or resource set.
The actual selling price can be adjusted without a deviating actual number or actual time. In other words, you can create an actual selling price that deviates from the planned selling price. This is possible by entering an amount or by entering a percentage discount or surcharge.
You can override the actual selling price on different levels: the resource level, the resource group level, the event level, or the event group level (just like overriding planned selling prices).
Please note that when overriding the actual selling price, any overridden planned selling prices will be ignored. In other words, an actual discount of 20% will not be combined with a planned discount of 10%. The actual discount is applied to the calculated actual selling price (taking into account the actual number and any actual times).
Actual Number of Billable Units§
If you set a price for a resource per hour, day, week or month then Yesplan will automatically determine the number of billable units based on the duration of the booking. The billable price for a booking will be based on this. This is also true of the actual price; it will be derived from the actual duration of the booking. This actual duration equals the planned duration unless you explicitly entered actual times.
When calculating the actual number of billable units, Yesplan will use the same accuracy as for the number of planned billable units, as defined under the rates.
The actual billable units are a translation of the actual times for determining the actual price. The actual billable units can, in turn, be overridden if you want to deviate from this. For example, to indicate that a resource that was planned for 4 hours but was actually used for 5 hours, only has to be billed for 4 hours. Or to indicate that a resource that was used for 2.5 hours only has to be billed for 2.5 hours (thereby overriding the automatic rounding up to the next whole number).
A few examples based on a booking where the selling price is calculated per hour and that is planned for 4 hours (from 10:00 to 14:00):
- If you adapt the number of billable units to 5 hours then the (planned) selling price and the actual selling price are based on 5 hours of use.
- If you adapt the number of billable units to 5 hours and the actual number of billable units to 6 hours then the (planned) selling price will be based on 5 hours of use and the actual selling price will be based on 6 hours of use.
- If you only enter an actual time from 10:00 to 16:00 then the (planned) selling price will be based on 4 hours of use, but the actual selling price will be based on 6 hours of use.
To edit the actual billable units, go to the “Prices” tab of that resource’s booking inspector.
If no actual times or actual billable units were entered, you can set the actual number of billable units by clicking on “Add Actual Billable Hours” (or days, weeks, months) and then entering a value in the input field that appears.
If no actual times were entered, you can always delete the actual number of billable units by clicking on “Delete Actual Billable Hours” (or days, weeks, months).
If actual times were entered, you cannot delete the actual number of billable units but you can edit them. You do this by clicking on “Overriding Actual Billable Hours” (or days, weeks, months) or by entering a value in the input field (if actual number of billable units was already entered).
Once the (actual) price of a booking is overridden it’s no longer possible to edit the (actual) number of billable units because they are no longer applicable.