Before you get working with events, it’s a good idea to get to grips with the most important concepts. You can find an overview below.
An event in Yesplan is a planned and organized occasion in one location and on one date. Each event has its own schedule, resource bookings, tasks, contacts, attachments (documents, images etc.) and extra details (so-called custom data, see below). An event that is organized on several days or takes place in multiple locations is set up as an event group in Yesplan.
An event with an empty schedule always lasts a full day (24 hours). An event with an entered schedule runs from the first schedule item in the schedule until the last schedule item.
An event group turns separate events into one whole. This grouping allows you to schedule an activity that spans more than one location or day and to make the interconnection clear. Examples include a festival at diverse locations and on several days, or a theater performance that is repeated throughout the entire season every week. You set up such activities as event groups in Yesplan.
An event group has its own attachments, contacts and custom data, which appear automatically on the events that belong to the event group. In the event group inspector, you can add and consult common schedules and resource bookings of separate events in the event group.
In turn, you can group several event groups into other event groups. That way, you can turn event groups into extensive compilations in the form of a tree structure (like a family tree). This is handy for structuring larger events.
You can expand events and event groups (but also resources, contacts, resource bookings and contact bookings) with fields that are created by a Yesplan administrator. Text fields, numeric input fields, date input fields, drop-down menus, checkboxes, contact fields and resource fields are only a few of the possible types of fields that can be added. These fields appear on separate tabs in the event inspector. These tabs are created by a Yesplan administrator.
- 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.
The custom data fields that you fill out on an event group appear automatically on the events (or event groups) that are part of that event group. Events inherit custom data info from the event group:
- If you remove an event from the event group, that event will no longer inherit these fields and they will disappear from the event.
- You can override inherited custom data fields for an event, which will cause, the inherited data from the event group to be ignored for that event.
- That way you can enter common info for a whole event group and note exceptions per event.
You can mark an event or an event group as a production. This is a way to present an event or an entire event group more clearly as one conceptual unit within a larger event structure:
- When sending a production to your ticketing software, the latter can interpret all the events in that production as shows in a series. It goes without saying that your ticketing integration will need to support this. See Integrations for more information.
- Setting a production also influences the price calculation. Discount formulas for resource bookings are applied to the entire production they fall under, and not to the individual events. See Influence of Production for more information.
- You can configure Yesplan to open the inspector for an event automatically with the focus on the production of which it is part. See Navigating Through the Event Group for more information.
An event group may contain several productions, but an event or event group can only belong to one production.
Status and Profile§
Each event has precisely one status and one profile. The status indicates which phase of the scheduling process the event is in (e.g. option, confirmed, closed, cancelled etc.). The profile indicates the event type (e.g. cultural, rental, concert etc.). Status and profile are indicated in the calendar with colors (see below).
The possible statuses and profiles, and their colors, can be configured by a Yesplan administrator.
The status and profile of an event influence user permissions, the treatment of options, and prices:
- User permissions can differ per status that an event is in. This depends on how this was set up by an administrator.
- An administrator can determine who can award each status.
- The status of an event determines whether its resource bookings can have actual times and numbers.
- Events with an option status are ordered based on when the event was booked (see Option Order).
- If you book a resource on an event, then the price definition can be applied automatically based on the profile of the event.
- The status and profile can determine which custom data fields appear on an event.
Every event has a schedule. This is a series of schedule items, with short descriptions, that represent the course of the event. Certain schedule items in the schedule can be separate elements (e.g. ‘Doors open at 20:00’). However, they can also indicate the start and the end of the same sub-activity (e.g. ‘Soundcheck from 16:00 to 18:00’).
You can enter hours in the schedule as an absolute time (e.g. ‘Get-out at 22:00’), but also in relation to each other (e.g. ‘Get-out begins one hour after the end of the performance’).
You can enter schedule descriptions freely, or they can be determined by a Yesplan administrator (see Labels and Descriptions). In the schedule, you can also indicate the displayed start and end times (typically the audience hours) of the event. They will then appear in the event calendar.
An event with an empty schedule always lasts a full day (24 hours). An event with a filled out schedule runs from the first schedule item in the schedule until the last schedule item.
Shifted Day Line§
A day starts at 00:00 and ends at 24:00. You can change this in Yesplan. Events can start before midnight and last for hours after midnight. It wouldn’t be handy if such events were always split up and displayed over two days in calendars. That’s why Yesplan works with a shifted day line. This means that the moment for assigning an event to the next day is not set at midnight, but at a later time of day.
With a day line that is shifted to 07:00, for example, Yesplan will regard an event from 07:00 in the morning to 07:00 the next morning as taking place on the same day. As a consequence, an event that starts at 20:00 and ends the next morning at 05:00 appears on one single day.
You can’t simply alter the day line for an existing installation. The day line is established when setting up Yesplan. Once you’re using Yesplan, we don’t recommend altering the day line. The “Day Line” is visible in the system settings, but you can’t change it.