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Basic Actions

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

Creating Events§

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

  • By right-clicking on the cell of the desired date and location and select “New Event”.
  • By double-clicking in 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. All info (including resource bookings, custom data, contacts, etc.) is copied. 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:

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

If you want to make 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 is 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 on one of the events in the event group while pressing the ALT key. You can also do this via the context menu, using the option “Select” (see Selecting events), but this is not possible by selecting the separate events one by one.

Tip

It is 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.

Warning: if the event already belongs to an event group, it will be deleted 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 is set to ‘in my locations’, all event groups that (only) take place in the locations that are not visible in your current calendar view will not be displayed in the suggestion list. If the filter is set to ‘in all locations’, you will see all event groups.

Deleting Events from an Event Group§

Select the event or events (see Selecting events). Open the context menu and select “Ungroup”. The selected events are removed from the event group.

If you select an entire event group (by clicking on one of the events in the event group while pressing the ALT key) that also contains underlying event groups, then the underlying event groups are retained. These events in underlying event groups can, in turn, be deleted from the event group with an additional “Ungroup”.

Setting Unavailability§

To indicate that a location is not available on a certain day, and therefore shouldn’t be booked, you use the action “Set as Unavailable” (via the context menu). An unavailability is indicated in the calendar with a red cell.

Renaming Events§

The name of an event or event group can be changed by double-clicking on it. Change the name and press ENTER.

If an event is protected with a lock, you must unlock it first by clicking on the lock. Please note that 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 pressing 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 with one single mouse click on one of the events in the group while you press the ALT key. Please note that an event group is not selected by selecting the separate events within that group one by one.
  • You can select each event or each event group that belongs to the structure that this event also belongs to via the option “Select” on the event context menu.

You can undo the selection by clicking in an empty cell.

Tip

When you open the context menu for an event, the event is automatically selected. If you open the context menu for 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 lock, you must unlock it first by clicking on the lock. Please note that 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 and then clicking on “Delete” in the context menu.

Moving Events§

You can move events and event groups from date and location. You can drag individual events from one cell to another in the calendar. If an event is protected with a lock, you must unlock it first by clicking on the lock. Please note that 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) then you must continue to press the ALT key while dragging. Please note, 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 lock, you must unlock it first by clicking on the lock. 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 have 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. Paste can be repeated several times to create new copies of the event.

When you copy an event, all info that is part of that event is also copied. But when pasting, the event is not placed in the original group. If you want to place the copy of the event in the same group as the originally copied event, you use the option “Paste in Group” on 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 on one of the events within the event group while pressing the ALT key. You can also select an event group via the option “Select” on the context menu (see Selecting Events), but this is not 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 that is copied. The event that has the focus will be copied on the date where you perform the action “Paste”; the other events in the group will then be positioned with regard to this focus.

Repeating Events§

An event can be repeated 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…” on 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 is 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. After all, an event must have a status and a profile. These default choices can be set under System Settings. The default profile can be set per user (under “User Settings” under the “User Preferences” tab).

You can change the profile and status in different ways:

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

Please note that it is not possible to change the status of events to which actual times were added into a status that does not “Allow actual values”.

Assigning Event Labels§

You can assign labels to events. The labels can be input freely by users or can be determined by a Yesplan administrator (see Labels and Descriptions).

There are two ways to award event labels to an event:

  • Via the event inspector

    The exact tab and the place where tabs are displayed in the inspector vary because they are determined by a Yesplan administrator.

  • Via the event popover