Before you start working with contacts, it’s 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. They’re linked by the contact link, the person’s job title at an organization. This link can be seen both on the person and on the organization, but it concerns the same link. For example, Anne is a choreographer at Rosas, and you can see this under Anne’s links and under the links of Rosas.
A person or organization can have multiple links. For instance, Violet is a technician at ‘RockIt’, but also a volunteer at ‘Shakespeare Company’.
People, organizations and links are called contact types.
Contacts, Human Resources and Users§
Your collection of contacts mainly includes persons and organizations that aren’t part of your own organization: clients, artists, suppliers etc. However, the staff members of your own organization can also be contacts, and, moreover, are usually linked with a human resource and a user of Yesplan.
In short, a staff member of your organization can appear in Yesplan in three ways:
- User: Includes everything related to signing in to Yesplan (username, password) and using Yesplan (user group, permissions, preferences).
- Human resource: Allows you to book someone as a resource on events, with a price definition, assigned teams, unavailabilities, shifts and breaks in the Teamplanner etc. However, a human resource doesn’t contain contact info.
- Contact: Of type “Person”. It contains all contact info, and any contact links with the organization.
These three aspects are usually linked in Yesplan so that they refer to a single person:
- User 🔗 Human resource (🔗 Contact):
- A user is always linked with a human resource. You can only break this link by deleting a user.
- A human resource can be linked with a contact, but this isn’t mandatory. We do advise this, because you can then e.g. look up the phone number or email address of a booked human resource.
- When you inspect a contact, Yesplan will display any links to a user and/or human resource (and vice versa).
- If you modify the last name and first name of a contact, they will also change on the human resource and user (and vice versa).
A user is always linked with a human resource, but not every human resource must necessarily be linked with a user. In other words, you can create human resources who don’t have access to Yesplan: volunteers, freelance technicians etc.
You can use labels for everything that helps to describe or segment contacts, such as ‘client’, ‘volunteer’, ‘partner’ etc.
You can add one or more labels directly to the person or the organization. You can also add labels to a link specifically, in other words to the function of a person in the organization. Selected labels appear in alphabetical order.
You can use the labels to search for contacts and to export them if desired.
You can book contacts for events. You can also add them to resources and booked resources, or even to contacts and booked contacts.
Unlike bookings of human resources, contact bookings don’t have times or prices.
You can add custom data to contacts. These are additional fields that you can add on top of default data on a separate tab of the contacts inspector and contact bookings.
There are also custom data fields of contact type “Contact”, the contact fields. These are specific input fields that allow you to add contacts to events, resources or contacts.
You’ll find a detailed description of the options for custom data in the chapter “Administration”.
- You can retrieve the keyword for custom data fields easily in an inspector by holding down Ctrl+Alt (Windows) or Ctrl+Option (macOS). The field’s label will change to the keyword.
- If you want to copy the keyword, then click the label while holding down these keys.