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Event Calendar

Locations§

You can determine the visible locations and their order. This is a personal setting for each user and does not influence the calendar view of other users.

The following actions are possible:

  • Hide one location or make it visible.
  • Change the order of visible locations.
  • Save visible locations (including their order) as a set.
  • Hide all locations and make a different set visible.
  • Make extra locations, where events are planned, visible temporarily.
  • Make extra locations, where events of a partially visible event group are planned, visible temporarily.
  • Hide temporarily visible locations.

Yesplan automatically saves visible locations when you sign out and will display them the next time you sign in.

Customizing the Way Locations are Displayed§

To make a location visible, click on the ‘+’ icon next to the far right column. You can select the desired location from the drop-down menu.

To hide a location click on the ‘-’ icon in the heading of the column. This appears next to the location name when you hover the cursor over the heading.

To customize the order of the locations drag, the entire column. Do this by grabbing the heading (with the location name).

Location Sets§

You can save a series of visible locations and their order as a set. The saved sets are personal and allow you to quickly switch between frequently consulted locations in your calendar.

You can create a set via the same menu that is used for adding a location to the visible locations (via the ‘+’ icon next to the far right column). Give the set a name so that you can find it quickly. When you click on a saved set in the drop-down menu, the current visible locations are hidden. Only the locations in the set will be displayed.

Your Yesplan administrator can also determine a default location set:

  • When new users sign into Yesplan for the first time, they see all the locations of the default set owned by their team in the event calendar.
  • You can also call up the default set in the calendar via the ‘+’ icon > “Open Set” > “Default set”.

Tip

See Managing locations for more information about the default set.

Hidden Locations§

Yesplan indicates whether events are planned per date, in locations that are invisible for the user, next to the far right location. By clicking on the cell in this extra column, all locations with events will be displayed. These locations are made visible temporarily; the visibility will not be remembered when you sign out.

Tip

You can hide the temporarily visible locations by clicking on a calendar view icon (large view, medium view or small view).

No Location§

A special “No Location” column can be displayed in the event calendar. Events without a location appear here. You can also create events without a location in this column. The column can also be placed between the other locations.

Dates§

Date Decorations§

Dates can be given special status in the calendar. Examples include public holidays, school holidays, busy periods, vacation periods, etc. You can mark these special dates in Yesplan using date decorations. In the calendar, these dates are indicated with a different border color, text color and a description in the left column.

Remark

By default, date decorations can only be adjusted by an administrator. This can be changed under System Preferences so that every user can adjust date decorations in the calendar. Please take into account that date decorations can also be used in Teamplanner contracts to indicate the days when one is not expected to work (public holidays, etc.).

You can mark a date with one or more date decorations. In the calendar, you click on the name of a previously set date decoration in the dates column or – if no date decorations have been set – you click on ‘Regular day’ (which appears when you hover the cursor over the date cell). A list of the available date decorations appears. You determine which date decorations are applicable for the date by activating or deactivating date decorations. When you customize a date decoration, this change is always visible for all users, not just for yourself.

The available date decorations and matching colors are determined by a Yesplan administrator (see Managing date decorations). Please note that an administrator can also link a date decoration to an iCalendar file (which contains the official public holidays for example). Date decorations added in this manner cannot be deactivated in the calendar for that specific date. But you can still activate other decorations for that date.

Working Date§

The calendar opens by default on today’s date. You can set the calendar to open on the ‘working date’, the last date you were working on in Yesplan.

The working date is always set when selecting an event in the calendar, or by jumping to another date with the date picker, or by selecting a date or booking in the Teamplanner. This helps you to keep working around the same date on different locations within Yesplan. For example, if you go from the event calendar to the Teamplanner day view, you will notice that this view opens on the working date.

This setting (to open the event calendar on the working date) is found under “User Settings” on the “User Preferences” tab. Under the setting “Always open calendar on” select the option “previous working date” from the drop-down menu. Click on “Save” below the list to save the changes.

Events§

All events are visible in a cell in the calendar, and the following info is displayed for each event:

  • Name
  • Status (background color of the cell)
  • Profile (border color of the cell)
  • Start and end times (if entered in the schedule)
  • Event group to which the event belongs (if applicable, is not displayed in the small view, see Calendar views)
  • Option order (if the status is the type ‘option’)
  • A yellow icon containing a question mark or exclamation mark may appear at the top left of the event:

    • Question mark: the event contains booked placeholders which have not yet been swapped; see Placeholder booking for more information.
    • Exclamation mark: the event contains a conflict; see Conflicts for more information. The exclamation mark also appears when there are booked placeholders to be entered above the conflict.

Option Order§

Events that have a status of the type ‘option’ are ordered according to when the event was booked in Yesplan. This order is made explicit by numbering these events in the calendar (the number in the yellow circle near the event) so that later on you know which option was placed in the calendar first. Please note that ‘options’ are not sorted according to the start time of the show. They are displayed in a separate section under the ‘confirmed’ events on that day.

The definition of ‘the moment when the event was booked’ can be set under the system preferences: either the moment when the event appeared in the calendar for the first time or the moment when the event was booked in the location. You’ll learn more about this in the System Settings Manual, under Sorting order of event with the status type ‘option’.

Locked Events§

Locked events are events whose date, location and name cannot be altered, and that cannot be deleted. An event is locked if its status is ‘locked’. You typically want to use this for events that are confirmed.

Users who have been given permission to unlock events can edit the name, location or date of these events by opening the lock. These users can also delete the event after unlocking it, if they were given permission to do so.

Locked events are indicated with a grey lock. This lock will appear in the calendar when you move the cursor over the event. The lock also appears in the event inspector next to the name, date and location. These locks are also displayed in the tree views of event groups.

Event groups that contain one or more events with the status locked are also protected. The name of such groups cannot be changed (unless the lock is unlocked). A group that contains one or more locked events cannot be deleted. Events within this group that are not locked can be moved or deleted.

Remark

Events that are locked because actual times were already added to one or more resource bookings, are also protected from changes to the name, date and location and from deletion. Such events can only be unlocked by deleting the actual times.

The name of an event group that contains locked events due to actual times will also be protected. But you can open the lock of the event group if you have the correct permissions.

Unavailability§

In addition to displaying events, the calendar indicates that locations are unavailable (the cell is red). The unavailability of locations works the same way as the unavailability of resources (see the Resources Manual). Moreover, you can add a description in the calendar (e.g. the reason why the location is not available that day).

Clicking on the clock symbol of an unavailability opens the location inspector. You can set the hours of unavailability (see the Resources Manual).

Event Popover§

In the event popover you see several basic properties: name, date, location, status, profile and labels. These basic properties can also be adjusted in the popover if you have the correct permissions. Please note: the name, date and location cannot be edited if the event is locked; these fields are protected with a lock that you must unlock first (and for which you need the correct permissions).

The popover appears when you hover the cursor over the info icon (the “i”) in the upper-right corner of the event cell in the calendar. The popover disappears when the cursor is removed from the info icon or from the popover itself. When you drag the popover, it will remain visible and you must close it.

If the event is part of a production, the popover will also display the name, status and profile of the production. Please note that ‘n/a’ (not applicable) is written under the status or profile of the production if all events in the production do not have the same status or the same profile. Customizing the profile or status of the production here results in the customization of the profile and status of all the events in this production.

If the event is part of an event group, the event structure will also be displayed (in the form of a tree structure).

Event Schedule§

The schedule of an event is displayed by clicking on the clock icon in the event cell in the calendar (this opens a popover). You can also view the schedule on the “Schedules” tab of the event inspector.

If you open the schedule in the calendar, a schedule popover is opened. It acts exactly like the event popover; it will close on its own if you move the cursor away from the window, but if you drag the window or change the schedules then the window will remain open until you close it.

Certain schedule items in the schedule can be separate elements (e.g. “Doors” 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). Schedule items that are given a start and end time are linked together and are displayed in the schedule with “(start)” and “(stop)” next to their description (e.g. “16:00 Soundcheck (start)” and “18:00 Soundcheck (stop)”).

Linked Times§

Hours can be entered in the schedule as an absolute time (e.g. doors open at 20:30) or can be defined in relation to each other (e.g. doors open 30 minutes before the show). Please note that the end time can be defined in relation to the start time by indicating the duration (e.g. the show starts at 21:00 and lasts 45 minutes).

The examples below will clarify the difference between schedules with absolute times and schedules with linked times.

Example of a schedule with absolute times:

  • 20:30, Doors
  • 21:00–21:45, Concert part 1
  • 21:45–22:00, Break
  • 22:00–22:45, Concert part 2
  • 23:00–00:30, Dismantlement

If “Concert part 1” will start half an hour later (at 21:30) then you will have to alter all the times in the schedule above to suit the new situation. To prevent this, we can define the same schedule in function of the relations between the times:

  • thirty minutes before “Concert part 1”, Doors
  • 21:00, Concert part 1 – duration: 45 minutes
  • directly after “Concert part 1”, Break – duration: 15 minutes
  • directly after “Break”, Concert part 2 – duration: 45 minutes
  • 15 minutes after “Concert part 2”, Dismantlement – duration: 1 hour and 30 minutes

If we change the start time of “Concert part 1” to 21:30 in this schedule then all linked schedule items will automatically be altered.

Remark

In the schedule the times are always displayed as absolute times, even if they were input as duration, or are dependent on another time. When altering (or inspecting) the times, the defined relations are redisplayed and can be changed.

Adding and Editing Schedule Items§

You add a schedule item by clicking on “Add Schedule Item”. You can edit an existing schedule item by clicking on “Edit” (this appears when you hover the cursor over the record of the schedule item), by double-clicking on the time, or by double-clicking on the description of the schedule item. A form opens where you can enter and edit the required information.

Time and duration can be input as hh:mm, hh or hhmm. For example, 8 PM can be input as 20, 20:00 or 2000. You enter 8:30 PM as 20:30 or 2030. Duration can also be input as mm', using the ' for minutes. For example, a duration of 90 minutes can be input as 1:30, 01:30, 0130 or 90'.

Attention

Changes in this form are not implemented immediately. They are only saved when you click on the “OK” button or press ENTER.

The form contains the following fields:

  • Date Picker: Select the date for the start time.

    The schedule is not limited to only the day of the event. Times can also be added on the day before and day after the event. You edit the date by clicking on the arrows left or right of the date.

Remark

The event will only be displayed on its original date in the calendar. If the event schedule contains schedule item that fall on different dates, this event will not be displayed in the calendar on those other dates. A conflict will appear if the event exceeds the shifted day line.

  • Start: Determine the start time of the schedule item.

    You can enter an absolute time (e.g. 20:00) or you can define a link with a different schedule item from the schedule. If the linked schedule item changes, this schedule item will shift too.

    In most cases you will enter (absolute) times on the event date. Times can also be added on the day before and day after the event. You do this using the date picker, which is above the “Start” field (see “Date picker” above).

Remark

Yesplan assumes by default that you enter times that fall on the event date. Please note: the shifted day line is taken into account. In other words, Yesplan will interpret the times between midnight and the shifted day line as directly after the event date. Benefit: when you enter such times you don’t have to alter the date first; Yesplan will do this for you automatically.

For example, an event takes place on February 14 from 20:00 to 22:00. If I want to add a time after midnight to the schedule, for example 1 AM, I only have to enter 01:00 under “Start”. Yesplan will interpret this as ‘1 hour during the night of 14 to 15 February’ (which is actually February 15 at 01:00). I don’t have to alter the date first.

To clarify that you are entering a schedule item on the next date, the date (in the ‘date picker’ above the “Start” field) will automatically change to February 15.

Please note that Yesplan will also interpret the desired date as ‘the event date’ if you change the schedule item to one hour before midnight. In the example above, if you change the time from 01:00 to 22:00, the date will also be altered automatically. The event date will become February 14.

Conversely, if you want to add a schedule item at 22:00 on February 15, you must first select the next date manually in the ‘date picker’ above the “Start” field (by clicking on the arrow to the right of the displayed date). Similarly, if you want to add a schedule item at 01:00 on February 14, you must select the previous date manually in the date picker (by clicking on the arrow to the left of the displayed date).

Once you have altered the date manually in the ‘date picker’ above the “Start” field (by clicking on one of the arrows), Yesplan will no longer alter the date for you automatically when you enter a start time.

If desired, you can deactivate the automatic altering of dates for times between midnight and the shifted day line. Go to “User Settings” on the “User Preferences” tab. Change the setting “Use shifted day time in event schedule editor input fields” to false.

You create a link with a different schedule item by clicking on the ‘arrow’ next to the input field. In the drop-down menu that appears, select the desired schedule item. Please note that this drop-down menu will only be available if a different schedule item already exists in the schedule. If you create a link with a different schedule item, you can also add a certain time (e.g. “dismantlement starts 15 minutes after the concert”). This is described in detail under “Add Offset Time”.

If a link is created to this start time by a different schedule item, the action “Show Links” will appear. Clicking on this opens a list of all schedule items that are linked to start time.

  • Add Offset Time (only appears under linked start times): Set an offset time in relation to a different schedule item.

    If you create a link with a different schedule item, you can also add a certain time. For example, “dismantlement starts 15 minutes after the concert” or “doors open one hour before the show starts”. The offset time will determine how much earlier or later this schedule item will start compared to the linked schedule item.

    For example, to indicate that dismantlement will start 15 minutes after the end of the concert, select the schedule item you want to link to from the drop-down menu (“Concert (stop)”). Then click on “Add Offset Time” and enter the desired offset time (+0:15).

    To indicate that the doors will open one hour before the show starts, select the schedule item you want to link to from the drop-down menu (“Show (start)”). Then click on “Add Offset Time” and enter the desired (negative) offset time (-01:00).

    The offset time is limited to 24 hours before or after the linked schedule item.

    You can delete offset times by clicking on “Delete Offset”.

Remark

Time and duration can be input as hh:mm, hh or hhmm. For example, 8 PM can be input as 20, 20:00 or 2000. You enter 8:30 PM as 20:30 or 2030. Duration can also be input as mm', using the ' for minutes. For example, a duration of 90 minutes can be input as 1:30, 01:30, 0130 or 90'.

The ‘offset time’ (for a linked start time) can be added on or deducted. If you want to deduct the duration, add a - to the duration (e.g. -02:30). You can add a + to indicate that the time must be added on, but that is optional. If you enter a duration without a + or -, it will always be regarded as a +.

  • End: Determine the end time of the schedule item.

    You are not required to enter a value.

    An end time can be an absolute time (e.g. 22:00) or it can be expressed in relation to the start time by indicating the duration (e.g. dismantlement starts at 10 PM and lasts 2.5 hours, written as 2:30). Such end times will shift id the start time changes.

    If a link is created to this end time by a different schedule item, the action “Show Links” will appear. Clicking on this opens a list of all schedule items that are linked to end time.

Remark

The input field is set by default for the input of absolute times. This is indicated by a clock icon next to the input field and a small ‘switch’. By clicking on the clock, you can change the input field to a duration input field. This is indicated by an alarm clock icon and a small ‘switch’. By clicking on the alarm clock, you can change the input field to an absolute times input field.

You can switch between the positions as often as necessary. If a value is input in the field, the end time will automatically change from absolute time to the correct durations or vice versa.

For example, to indicate that the dismantlement lasts 2.5 hours, you click on the clock icon and enter the desired duration, 2:30.

Time and duration can be input as hh:mm, hh or hhmm. For example, 8 PM can be input as 20, 20:00 or 2000. You enter 8:30 PM as 20:30 or 2030. Duration can also be input as mm', using the ' for minutes. For example, a duration of 90 minutes can be input as 1:30, 01:30, 0130 or 90'.

You can add a + to the duration (e.g. +2:30), but that is optional.

The end time is always assumed to fall after the start time. The duration is limited to 24 hours, and the absolute time can be maximum 24 hours after the start time.

If you have chosen a linked start time, it is not necessary to input an absolute end time. In such cases, you still have to input the duration under the end time.

You can delete an end time by clicking on “Delete End Time”.

  • Description: Give the schedule item a description.

    Schedule descriptions can be input freely by users or can be determined by a Yesplan administrator (see Labels and Descriptions). Existing descriptions that match the typed letters appear in the suggestion list.

  • Delete: Delete the entire schedule item.

    Click on the “Delete” button to delete the entire schedule item from the schedule. Please note that some schedule items cannot be deleted and that you can also delete individual times (see Deleting Schedule Items).

Determining the Displayed Start and End Times§

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. You can indicate these times by clicking on the left or right bullet next to the desired time in the schedule (to the right of the record) so that it becomes red. If a bullet is made red in the first column, this applies to the start time displayed in the calendar. The bullet in the second column applies to the end time.

Start and End Times§

For each event, Yesplan also determines the start and end times, which are used for Resource Bookings, for example. These (calculated) start and end times are not the same as the displayed start and end times: these are two different concepts.

Below, we describe how Yesplan calculates start and end times. Let us assume that an event takes place on 7 April, with a shifted day line at 07:00.

  • If the schedule doesn’t contain any schedule items:
    • The start time for the event is the shifted day line on the date of the event: 07:00 on 7 April.
    • The end time for the event is the shifted day line one day after the date of the event: 07:00 on 8 April.
  • If the schedule contains multiple schedule items:
    • The start time for the event is the start time for the first schedule item.
    • The end time for the event is the end time for the last schedule item. If that schedule item does not contain an end time, Yesplan will use the start time of the last schedule item.
  • If the schedule contains just one schedule item with a start time and end time:
    • The start time for the event is the start time for that schedule item.
    • The end time for the event is the end time for that schedule item.
  • If the schedule contains just one schedule item with just a start time:
    • The start time for the event is the start time for that schedule item.
    • The end time for the event is the shifted day line one day after the date of the event: 07:00 on 8 April.
  • If the schedule contains just one schedule item with just a start time, and the schedule item falls after the shifted day line one day after the date of the event (07:00 on 8 April):
    • The start time for the event is the shifted day line one day after the date of the event (07:00 on 8 April).
    • The end time for the event is the start time for that schedule item.

Attention

We strongly recommend against applying the latter scenario in practice, because it is very confusing:

  • The start time for the schedule item is automatically the start time shown for the event.
  • The start time for the schedule item is at the same time the (calculated) end time for the event.

Deleting Schedule Items§

There are two ways to delete schedule items:

  1. Hover over a schedule item, and click on “Edit” and then “Delete”. Then delete the entire schedule item, including the start and end times.
  2. Hover over a schedule item’s start and end time and click on the ‘-’ icon on the right. In this case you delete the start or end time only.

Remark

It is not always possible to delete schedule items. In such cases a lock will appear on screen after you click on “Edit”, displaying the text “Why is This Locked?”. Click on it for more information.

  • Has a schedule item been used in a booking? It will be locked and a grey lock will appear. You will not be able to delete the schedule item, but you will be able to alter the times and the description. Would you like to delete it completely anyway? Then alter the booking first.

    If, for example, Violet is booked for the schedule item “Soundcheck” from 17:30 to 18:30, the schedule item “Soundcheck” cannot be deleted, but you will be able to change it to “Set-up” from 17:00 to 18:00.

  • Has a schedule item been used in a booking and does the booking contain actual times? It will be locked and a blue lock will appear. You will not be able to delete the schedule item, or to adjust the time, but you will be able to change the description.

    If, for example, Violet is booked for the schedule item “Soundcheck” from 17:30 to 18:30, and actual times have been entered for that booking, it will only be possible to change the description to “Set-up”.

You can delete a relative schedule item, but the time linked to it will be converted to an absolute time, and the schedule may lose its coherence as a result. For that reason, Yesplan asks for confirmation when you attempt to delete a relative schedule item that another schedule item in the schedule has been linked to.

For example, see the linked schedule:

  • 14:00, Reception – duration: 2 hours
  • thirty minutes after “Reception”, Clean Up

If you delete the schedule item “Reception (stop)” then the schedule will be converted to absolute times:

  • 14:00, Reception
  • 16:30, Clean Up

Calendar Views§

You see all the events per date and per location in the default view. By choosing the collapsed view in the upper left corner of the calendar, only one event is displayed per cell, and the others are hidden under this event. You can choose which event is visible is by:

  • Clicking in the lower right corner of the event on the stack icon: the red bullet indicates which event is visible.
  • Clicking on the bullet of the desired event.

You can also choose between a small, medium or large view of events in the upper left corner of the calendar. The small view does not display the name of the event group that an event belongs to.

Filters§

With the filter, you can limit the visible events in your calendar based on status, profile or label, and you can choose to hide unavailabilities. When a calendar is displayed with a filter, the filter icon in the upper-left corner becomes red.

To set a filter, you click on the filter icon and then on “Add a Filter”. Select the desired option from the drop-down menu. You can add an extra option to the filter by clicking on “Add a Filter” once again. When you are satisfied with the options, click on “Apply Change”. Now only events that have the chosen status, profile or label are displayed.

To turn off the filter, you click on the filter icon; the calendar will display all the events once again.

Filter settings are remembered, even when you sign out. You can activate the last used filter by clicking on the filter icon once again. If you change the options, this will become the new saved filter.

There are various ways to navigate to another date:

  • Use the date picker (upper-left) to re-open the calendar on a specific date.
  • Click on the navigation arrows (above or below the date column) to display a few additional weeks before or after the currently visible weeks.
  • Scroll far enough down to make the next few weeks visible in your calendar. (If there is no scrollbar you can click on the navigation arrow under the date row.)
  • Event groups in which some events are not visible have ‘blue tabs’ when you hover the cursor over the cell. The number in these tabs indicates how many events of that event group occur before or after that date. If you click on a tab, the event calendar will navigate to the next event in that event group.

Conflicts§

Yesplan does not prevent you from overbooking a location, and you can assign more than the available resources to an event. However, Yesplan will mention this via an event conflict. An event with a conflict is an event whose planning probably isn’t correct, according to the info that Yesplan has. A conflict also mentions the required information - why there is a planning problem.

You can choose to ignore and mute a conflict (by clicking on “Mute” next to the conflict).

Via the navigation bar at the bottom of the screen, you can open a window with a list of all conflicts for events in the future by clicking on “Conflicts”. In this window you can also view all muted conflicts (by clicking on the “Show Muted Conflicts” button) and, should you want to, you can choose to show a muted conflict again (by clicking the bullet to the right of the conflict row).