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Booking

You can book contacts for events, for example as the point of contact or the coordinator for a show.

Booking Contacts for Events§

You can book contacts for events. This is possible via the “Contact” tab of the event or via custom data fields of the contact type (contact fields) that can be placed on a tab of your choosing. Contacts that are added via the “Contact” tab are presented in a separate list and have a few special capabilities (see Contacts Tab of the Event, below).

Please note that unlike human resource bookings, contact bookings do not have times or prices.

When booking contacts, you can choose a person, organization or link by searching for their name. You can also create a new person or organization if desired.

If a contact was added that has one or more links, you will receive an additional option: “Edit”. This allows you to quickly choose another link for this contact. If a contact link was booked, you can also switch immediately to the person or the organization.

Contact Role§

You can also add a role to the contact booking. These roles are optional, purely informative, and (in addition to the link) can be used to indicate what this person is expected to do. Lists of the roles of all booked contacts are not kept and you cannot search for roles. The roles for contact bookings differ greatly from the roles of resources; the roles of resources have more capabilities, and they can be managed and requested.

Contacts Tab of the Event§

Contacts that are added via the “Contacts” tab of the event inspector are presented in a separate list. This list is different from the contacts that are booked for this event via custom data; contacts that are booked via custom data do not appear in the list on the “Contacts” tab.

Remark

The list of contacts that were added via the “Contacts” tab of the event inspector can be requested via the API, but not via the query language. The list of contacts that were booked for an event via custom data can be requested either via the API or via the query language.

Contacts that are added to the list via the “Contacts” tab have another special feature: you can see whether a contact was added to an event group or to the event. If the event group is viewed, you can only see contacts from that group. However, if the event is viewed, you can see contacts from the event and from the overlying event group.

They are displayed separately so that you can see where the contact was added, to the event or to the event group.

Contacts that are added via the “Contacts” tab of the event inspector can also be sorted in the order of your choosing. You can sort contacts by dragging them to the desired position. 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. Please note that this order is respected when these contacts are requested via the API (/event/{id}/contactbookings).

Booking Contacts for Resources or Contacts§

Contacts can also be booked for resources. This is similar to booking for events. Just like events, resources also have a “Contacts” tab. Resource bookings do not have such a tab. Both have the capability of using contact fields as custom data fields on separate tabs.

Please note that contacts can also be booked for contacts and contact bookings, but only via custom data. This is similar to booking for events or resources.

You can request the contact bookings via the query language. You will find a description of the capabilities of specific queries for contact bookings in the query language chapter.

Remark

When searching for contact bookings for a resource, contact or event you will also see bookings that were added via custom data on those elements.

List of Contact Bookings§

All contact bookings are displayed in the contact inspector on the “Bookings” tab. When you open the tab, the list only shows the event bookings of that particular contact by default. The bookings are sorted by default by the event date (most recent on top). The search can also be limited in time (before, after or between certain dates).

You can also request contacts that are booked for resources or contacts (by customizing the filter). You can also sort the results by name or by the booking creation date. Bookings for the event can be sorted by event date or by the contact booking date (by activating “Sort events by booking date or contact”).

Remark

To see this tab you must have the appropriate capabilities. This is established by a Yesplan administrator.

You can request the contact bookings via the query language. You will find a description of the capabilities of specific queries for contact bookings in the query language chapter.

Remark

When searching for contact bookings for a resource, contact or event you will also see bookings that were added via custom data on those elements.