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Concepts

Before you get working with events, it is a good idea to get to grips with the most important concepts. You can find an overview below.

Events§

An event in Yesplan is a booking of one location on one date. Each event has its own schedule, resource bookings, tasks, contacts, attachments (documents, images, etc.) and extra details (also called ‘custom data’, see below). An event that is organized over 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.

Event Groups§

An event group is made up of separate events. This grouping allows you to schedule an activity that runs over more than one location or day and to make that relationship clear. Examples include a festival at diverse locations and on several days, or a theatre performance that is repeated throughout the entire season every week. Such events are set up in Yesplan as an event group.

An event group has its own attachments, contacts and custom data; they automatically become visible 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.

Event Structures§

Several event groups can also be grouped into other event groups. 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.

Custom Data§

Events and event groups (but also resources, contacts, resource bookings and contact bookings) can be expanded 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 are ordered and displayed on separate tabs in the event inspector. These tabs are created by an administrator.

Tip

New in v27 What if you want to retrieve custom data field keywords easily in an inspector? Press the CTRL-ALT (Windows) or CTRL-Option (macOS) keys and the field label will change to the keyword. What if you want to copy the keyword? Click the label while holding down the keys.

The custom data fields that you fill in for an event group are automatically made visible on the events (or event groups) that are part of that event group. Events inherit custom data info from the event group:

  • If an event is deleted from the event group, that event will no longer inherit this info and it will disappear from the event.
  • You can override inherited custom data fields for an event. In that case, the inherited data from the event group is ignored for that event.
  • That way you can enter common info for a whole event group and note exceptions per event.

Production§

An event or event group can be marked 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.

Setting a production also influences the price calculation. Discount formulas for resource bookings are applied to the entire production they fall under (see resources).

An event group can contain multiple productions. However, 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 the 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 actual times and numbers can be awarded to resource bookings.
  • Events with an option status are ordered based on when the event was booked (see Option Order).
  • Resource price definitions that are booked for an event can automatically be selected based on the event profile.
  • The status and profile of an event can determine which custom data fields are applicable.

Schedule§

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). They can also indicate the beginning and the end of the same sub-activity (e.g. soundcheck from 16:00 to 18:00).

Hours can be entered in the schedule as an absolute time (e.g. dismantlement at 22:00) or can be defined in relation to each other (e.g. dismantlement begins one hour after the end of the show).

Schedule descriptions can be input freely by users or can be determined by a Yesplan administrator (see Labels and Descriptions). The displayed start and end times (typically the audience hours) of the event can be indicated in the schedule; in that case, they are displayed in the event calendar.

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.

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 would not 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 a day doesn’t end at midnight but at a later time of day.

With a day line that is shifted to 07:00, for example, Yesplan will regard all events from 07:00 to 07:00 the next morning as the same day. An event that starts at 20:00 and ends the next morning at 05:00 is displayed in one day.

Please note that the day line cannot be altered for an existing installation. This setting is established when installing Yesplan; once you are using Yesplan, we do not recommend altering the day line. The ‘day line’ system setting is displayed but cannot be changed.