Example

On this page we will set up an event structure in the tree view based on an example. The event group was given the name ‘Shakespeare Festival’ and it will look like this:

In the example, two ‘Hamlet’ performances are grouped in the ‘Hamlet Production’ group and two ‘Othello’ performances are in the ‘Othello Production’ group. The ‘Hamlet Production’ and ‘Othello Production’ groups are grouped in the ‘Shakespeare Festival’ group.

We open the tree view by clicking on “Tree View” in the navigation menu (found in the navigation menu item “Events”).

Since we did not select any events in the calendar, the tree view will be empty. We can choose to create the events first and then to group them. But if the desired structure is clear in advance, it is often handier to start with the groups and then to add the events. This works particularly well if it involves quite a lot of events.

Click on the “New Group” button in the lower-left corner of the tree view window. Change the name to “Shakespeare Festival” and press ENTER. Make sure that the group is still selected (it will be blue) then click on the “New Group” button once again. The new group is added to “Shakespeare Festival” (the selected element). Give this group the correct name, “Hamlet Production”, and press ENTER.

Now we are going to add the second group to the “Shakespeare Festival”. Make sure you select the correct element, the “Shakespeare Festival” group (by clicking on it), then click on the “New Group” button once again. A second group is added to “Shakespeare Festival”. Give it the correct name, “Othello Production”, and press ENTER.

Our basic structure is ready so now we can add the events.

We start with the Hamlet performances. First you must select the correct element (where we want to add the events - the “Hamlet Production” group) by clicking on it. Now click on the “New Event…” button in the lower-left corner of the tree view window. In the popover that opens we enter the name (“Hamlet”) and choose the correct date, location, status and profile. When all the fields are completed correctly, we click on the “Add Event” button. The event is added to the “Hamlet Production” group. We repeat these steps for the second Hamlet performance.

Please note that if an event is selected (instead of an event group) when you click on the “New Event…” button, the new event will be added to the group that the selected event belongs to.

Then we add two “Othello” performances to the “Othello Production”. Select the correct element, the group “Othello Production” (by clicking on it), and proceed like for the “Hamlet” performances.

Now we can complete our tree by setting the productions. We want both the “Hamlet Production” and the “Othello Production” to become productions.

Attention

In Yesplan you can indicate which events belong to the same production. An event or event group can only belong to one production.

The level where the production is placed can be decisive for discounts. For example, if you only want to give a discount on a booked resource for Othello and not on the same booked resource for Hamlet, you set two productions - one for ‘Hamlet Production’ and one for ‘Othello Production’.

The production can also be decisive for the way that a report is presented. If you want to see the booked resources per production on the report, you set the productions on the correct spot in the tree - one for ‘Hamlet Production’ and one for ‘Othello Production’.

You can set productions in the event popover or in the event inspector (see Setting productions within an event group). You can also set productions in the tree view.

First select “Hamlet Production” by clicking on it then select “Othello Production” by clicking on it while you press the CTRL key (on Windows) or CMD key (on macOS). Now open the context menu by right-clicking above one of the selected elements (the “Hamlet Production” or the “Othello Production”) and choose the action “Set Production” from the menu.

Please note that when right-clicking you are also selecting. If you right-click on elements that are selected, the selection is retained. But if you right-click on elements that are not selected, when a selection was already made, the existing selection is undone in favour of the element you are right-clicking on.

Our tree is done!

Just to practice, we will create two extra ‘King Lear’ performances and add them to the ‘Shakespeare Festival’.

Go to the event calendar and create two performances with the name “King Lear” (e.g. on two consecutive days in the same location). Now we are going to group these events in the tree view and add them to the festival. Select the two new performances in the calendar (click on one “King Lear” and then on the other while pressing the CTRL key (on Windows) or CMD key (on macOS)) then click on the tree icon to open the tree view.

The tree view opens with the two performances. Please note that they are still selected; the selection from the calendar remains selected in the tree view. Now open the context menu by right-clicking on one of the selected “King Lear” events and choose the action “Group” from the menu.

Both performances are now in a new group. Rename the group to “King Lear Production” by double-clicking on the name and set the production via the context menu (as you did above).

Now we will add the “Shakespeare Festival” to the canvas of the tree view; you can place multiple event groups next to each other in the tree view. This makes it easy to quickly move events or groups between different trees. You add elements to the canvas via the search field in the lower-left corner of the tree view window. Type (part of) “shakespeare festival” in the search field and choose the correct festival from the list that appears.

The festival tree appears on the canvas. To add the “King Lear Production” to the “Shakespeare Festival” all we have to do is drag it there; click on “King Lear Production”, keep the button pressed down and drag the group to “Shakespeare Festival”. Let go when the festival lights up.

Our extra production was added to the festival.