Before you get working with contacts, it is a good idea to get to grips with the most important concepts. You can find an overview below.
People, Organizations and Links§
A contact can be a person or an organization. Both are linked by the contact link, the person’s job title at an organization. This link can be seen under the person and under the organization, but it concerns the same link. For example, Anne is a choreographer at Rosas; you can see this under Anne’s links and under the links of Rosas.
A person or organization can have multiple links. For example, Anne is a choreographer for Rosas, and she is also the managing director for P.A.R.T.S. And Marieke does the production at P.A.R.T.S.
People, organizations and links are called contact types.
Link with Human Resources and Users§
In Yesplan people are primarily a type of resource; they are ‘human resources’. These human resources can be grouped into one or more teams, and you can assign tasks to human resources.
We also speak of users. Users are people who have a username to sign into Yesplan. Users are given authority to see or not to see certain things, or to alter or delete things in Yesplan. Users are always linked to a human resource.
Finally, contacts can also be linked to human resources, but there are often many more contacts to be kept track of than people who you work with or whom you schedule. In other words: not all contacts will have a human resource as a counterpart.
Labels can be used for everything that helps to describe or segment contacts, such as ‘client’, ‘volunteer’ or ‘partner’.
One or more labels can be added directly to the person or the organization. Labels can also be specifically added to the link, in other words to the person in the organization.
The labels can be used to search for contacts and to export them if desired.
Contacts can be booked for events. You can also add them to resources and booked resources, or even to contacts and booked contacts.
Unlike human resource bookings, contact bookings do not have times or prices.
Custom data can be added to contacts. These are additional fields that can be added in addition to default data on a separate tab of the contacts inspector and contact bookings.
There are also custom data fields of the contact type, the contact fields. These are specific input fields that allow you to add contacts to events, resources or contacts.
You will find a detailed description of the capabilities of custom data in the system settings chapter.
New in v27 What if you want to retrieve custom data field keywords easily in an inspector? Press the
CTRL-ALT (Windows) or
CTRL-Option (macOS) keys and the field label will change to the keyword. What if you want to copy the keyword? Click the label while holding down those keys.