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Basic Actions

In the event calendar, you can create events and event groups, assign statuses and profiles, move and copy events, etc. via the context menu and via dragging.

Creating Events§

There are different ways to create a new event in Yesplan:

  • By right-clicking the cell of the desired date and location and selecting “New Event”.
  • By double-clicking an empty cell on the desired date and location.
  • By copying and pasting an existing event. By doing this, you create a new event that is a copy of an existing event. You then copy all data, including resource bookings, custom data, contacts etc. You copy and paste via the context menu.

Grouping Events§

To create a new event group, you must first create the events that will be part of the event group. Then you create the event as follows:

  1. Select the events.
  2. Select “Group” in the context menu that you open on one of the events in your selection.
  3. Double-click the name of the new group (“New Group”) in the cell of one of the events to rename the new group.

If you want to create a group with only one underlying event, you don’t have to make a selection. Simply open the context menu on the event.

Tip

It’s quicker to create and name an event group with one event by choosing the option “Add to Group…” in the context menu of the event and entering the name of a non-existing event group. Yesplan will create a new event group with the assigned name and place the event in it.

Grouping Event Groups§

You can also group event groups in the calendar to construct more complex event structures. You must first select the event groups before applying “Group”. You select an event group by clicking one of its events while holding the Alt key (Windows) or the Option key (macOS). You can also do this via the context menu, using the option “Select” (see Selecting Events), but this isn’t possible by selecting the separate events one by one.

Tip

It’s easier to construct a complex event structure via the tree view.

Adding Events to an Existing Event Group§

You can add an event or an event group to an existing event group. You do this by choosing the option “Add to Group…” in the context menu of the event. Now enter the name of an existing event group and choose the correct suggestion from the list. The event will be added to the chosen event group.

If the event already belongs to an event group, it will be removed from the initial event group before being added to the chosen event group.

Tip

The suggestion list has a filter button with the options “in my locations” and “in all locations”. If this filter button is set to “in my locations”, the suggestion list will only contain event groups that take place in locations that are displayed in your current calendar view. If the filter is set to “in all locations”, you will see all event groups.

Removing Events from an Event Group§

Select the event or events (see Selecting events). Open the context menu and then select “Ungroup”. The selected events will no longer be a part of the event group.

If you select an entire event group (by clicking one of the events in the event group while holding the Alt key (Windows) or the Option key (macOS)) that also contains underlying event groups, then you will retain the underlying event groups. You can, in turn, remove these events in underlying event groups from the event group with an additional “Ungroup”.

Setting Unavailability§

To indicate that a location is not available for bookings on a certain day, you use the action “Set as Unavailable” (via the context menu). An unavailability appears in the calendar as a red cell.

Renaming Events§

Edit the name of the event or event group by double-clicking it. Enter a new name and press Enter.

If an event is protected with a padlock, you must unlock it first by clicking the padlock. A user must have the correct permissions to do this.

Selecting Events§

You can select multiple events and then execute an action on all the selected events. The selected events are colored dark blue.

There are different ways to select events:

  • You can select one single event with one single mouse click.
  • You add an event to the selection with one single mouse click while holding the Ctrl key (on Windows) or Cmd key (on macOS).
  • You can also select different events simultaneously by drawing a box around the events. First, click in the calendar outside an event and drag a box around the events that you want to select.
  • You select an event group by clicking one of its events while holding the Alt key (Windows) or the Option key (macOS). An event group is not selected automatically by selecting the separate events within that group one by one.
  • If you right-click an event, you can select events and event groups that are part of the event’s structure via the action “Select”.

You can undo the selection by clicking an empty cell.

Tip

If you open the context menu for an event, the event is also automatically selected. If you open the context menu on an existing selection, the selection is retained.

Deleting Events§

You delete an event by choosing the option “Delete” in the context menu.

If an event is protected with a padlock, you must unlock it first by clicking the padlock. A user must have the correct permissions to do this.

Attention

Deleting an event deletes all bookings and other info that is part of that event.

You can delete multiple events simultaneously by selecting them first and then clicking “Delete” in the context menu.

Moving Events§

You can change the date and location of events and event groups. You can drag individual events from one cell to another in the calendar. If an event is protected with a padlock, you must unlock it first by clicking the padlock. A user must have the correct permissions to do this.

To move an entire event group, you must first select the event group (see Selecting events) and then you must continue holding the Alt key (Windows) or Cmd key (macOS) while dragging. In order to drag a group, all events in that group must take place in the same location.

If an event is protected with a padlock, you must unlock it first by clicking the padlock. This must also occur for all events in the group before you can move the group.

Tip

You can use the tree view to move event groups to a date in the distant future. See Editing an Event or Event Group for more information.

Copying Events§

You can copy events via the context menu. After you’ve copied one or more events (select “Copy” in the context menu), you can create a copy by pasting it/them somewhere (select “Paste” in the context menu).

Copy works on all selected events. You can repeat the paste several times to create new copies of the event.

When you copy an event, you also copy all information that is part of that event. However, when pasting, the event isn’t placed in the original group. If you want to place the copy of the event in the same group as the original, you use the option “Paste in Group” in the context menu.

To copy entire event groups you must first select the event group and then copy it. You select an event group by clicking one of its events while holding the Alt key (Windows) or the Option key (macOS). You can also select an event group via the option “Select” in the context menu (see Selecting Events), but this isn’t possible by selecting the separate events one by one.

When pasting an event group, the focus is taken into account when copying. The focus goes to the event on which the action “Copy” is executed. The event that has focus will end up on the date where you perform the action “Paste”, and the other events in the group will then be pasted relative to this focus.

Repeating Events§

You can repeat an event according to specific settings (every day, every two weeks, the first of the month, until a certain date etc.). You do this via the option “Repeat…” in the context menu.

All repeated events are copies of the original event.

Tip

If the event that you repeat is in an event group, all repeats of that event will be placed in the same event group. So it’s often easier to place the event you want to repeat in an event group before repeating the event.

Assigning a Profile and Status§

When creating an event, a default status and profile are awarded automatically because an event must always have a status and a profile. These default choices can be set in the system settings. Moreover, you can set the default profile for yourself in “User Settings” > “User Preferences”.

You can change the profile and status in different ways:

  • Via the context menu using the option “Assign Status” or “Assign Profile”.
  • Via the event inspector.
  • Via the event popover.

Remark

It isn’t possible to change the status of events to which actual times were added into a status that is not of type “Allow Actuals”.

Assigning Event Labels§

You can also categorize events by assigning labels. You can enter labels freely, or a Yesplan administrator can determine a suggestion list (see Labels and Descriptions). Selected labels appear in alphabetical order.

There are two ways to assign labels to an event:

  1. Via the event inspector

    The exact tab and the place where these labels appear in the inspector vary because these are determined by a Yesplan administrator.

  2. Via the event popover