You can open the event inspector from the calendar by double-clicking on an empty spot in the event cell, or by clicking on the info icon (the “i”) in the upper-right corner of the event cell.
The event inspector is a summary of all details of the event and the event group it belongs to. The inspector has different tabs. The event structure of the event group to which the event belongs will be displayed to the left of the inspector.
Every tab contains the basic information about the selected event or event group in the title. You can edit the name of the event or group in the title by double-clicking on it. The location and date of events, but not of event groups, can also be adjusted this way.
Navigating Through the Event Group§
The event whose info is displayed on the tabs of the inspector, is the event whose text is red in the event structure links. We call this event the focus of the inspector.
The name of the event that has the focus is also displayed in the header of each tab, together with the date(s), location(s), status and profile. You can edit the name by double-clicking on it. You can change the status and profile by clicking on it and then choosing a different option on the drop-down menu.
An event group can also be the focus of the inspector. This way you can enter details for all events in the entire event group simultaneously (see below).
When opening the event inspector that belongs to a production, the focus will be the production by default. If the event does not belong to a production, the focus will be the event itself. A Yesplan administrator can change the settings so that the focus is always on the event, when opening the inspector, irrespective of whether the event belongs to a production or not. The parameter “Always open event inspector with focus on” can be set under the system settings, on the tab System Preferences.
By clicking on an event or event group in the event structure links, you shift the focus of the inspector. This allows you to navigate between the different events and event groups that belong to the same event structure.
In addition to the system tabs (“Info”, “Schedules”, “Location”, “Team”, “Resources”, “Tasks”, “Prices”, “Contacts”, “Attachments”, “History”, “Reports” and “Permissions”), a Yesplan administrator can add custom data tabs. Custom data fields, which are also set by an administrator, are displayed on these tabs. Custom data fields can also be displayed in the right column of several system tabs. An administrator can hide one or more tabs from certain users. It’s possible that some tabs mentioned are not visible.
New in v27 In user settings you can set which tab will appear automatically when you open the inspector. Go to “User Settings” > “User Preferences” and you will be able to select the tab from the “Always open event inspector from tab” menu.
In the next chapters, we will briefly describe the contents and functioning of each of the system tabs. The functioning of custom data will be described afterwards.
This tab only contains one fixed field with the Yesplan ID of the event or event group that has the focus. All the other fields are custom data fields and are created by an administrator.
The left column of this tab shows the schedule of the event or event group that has the focus. If the focus is on one single event, then the content and functioning of this tab are identical to the schedule popover in the calendar.
If the focus is on an event group, then a summary of the schedules of the entire event group is displayed. This summary consists of a common schedule (the elements that are identical for the entire group) and a list of the separate schedules of all events in the group.
- The common schedule only displays the schedule items that appear in the schedules of all underlying events.
- Schedule items are common if they have the same hour and description.
- If other schedule items occur on certain events in addition to the common schedule items, then this is indicated with the action “Expand the Events in This Event Group That Contain Other Schedule Items”. Clicking on this will expand the events with non-common schedule items.
In the schedules of the separate events a round icon is displayed next to each schedule item; this indicates how often that schedule item occurs in the other events of the event group that has the focus:
- The schedule items that are completely common (therefore they also appear in the common schedule) are displayed in grey and have a round icon that is full (the inside is colored).
- The schedule items that are completely unique for the event have a round icon that is ‘empty’ (the inside is transparent).
- The schedule items that are common for some events have a round icon that is partially filled.
- In the popover that appears when you hold the cursor over the round icon, you will see a list of events in which this schedule item also appears.
Schedule items can be added and edited in the same way as described for the schedule popover in the calendar. If you add schedule items while the focus is on an event group, then you add this schedule item to all underlying events. In other words, you create a new common schedule item.
When copying and pasting, you can apply a complete event schedule to a different event in the same group.
- When pasting you delete the existing event schedule items. If you paste on a group level (the focus is on an event group), this is the same as pasting on all underlying events.
- If it is not possible to delete certain schedule items of an event (because resources are still booked on that schedule item), then you cannot paste a schedule on the event and this action will not be active.
By selecting multiple schedule items (via the checkboxes at the left in the list), you can delete multiple schedule items simultaneously via the context menu.
Location, Team and Resources§
The “Location”, “Team” and “Resources” tabs work similarly: they are tabs where event resources are managed. The difference is that the “Location” tab only concerns the location(s), “Team” only concerns human resources and “Resources” concerns all resources (including locations and human resources).
Just like the Schedules tab, the left column displays the resources that were booked on the event that has the focus. If the focus is on one single event, we see the bookings on that event. If the focus is on an event group, we see a summary of the bookings of the entire group. This summary consists of the common bookings for the group and a list of every separate booking per event in that group.
- For common bookings for the group, only the bookings are displayed that occur in all underlying events. Bookings are common if they concern the same resource and the same number. We also see the number of times that these resources are booked within the group, which represent the number of events. For example, an event group with five events for which two stage hands are booked each time will be displayed as “(5x) Stage Hand x 2”
If separate bookings occur on certain events in addition to the common bookings, then this is indicated with the action “Expand the Events in This Event Group That Contain Other Resources”. Clicking on this will expand the events with non-common bookings. In the list of bookings on the separate events, a round icon is displayed for each booking; this indicates how often that resource occurs in the other events of the event group that has the focus:
- The resource bookings that are completely common (therefore they also appear in the common list) are displayed in grey and have a round icon that is full (the inside is colored).
- The resource bookings that are completely unique for the event have a round icon that is ‘empty’ (the inside is transparent).
- The resource bookings that are common for some events have a round icon that is partially filled.
- In the popover that appears when you hold the cursor over the round icon, you will see a list of events in which this resource booking also appears.
The prices that are displayed under the resource bookings can be shown including or excluding VAT. To switch between displaying with or without VAT, you can choose the desired option at the top of the tab.
Resources can be booked per event, but also for an entire event group. Booking and managing resources are described in detail in the Resources Manual.
The tasks of the event that has the focus are displayed on this tab. You can add new tasks to an event and delete existing tasks.
You can also assign tasks to an event group. These tasks are part of the event group and not visible for underlying events in that group.
A summary of the costs and proceeds of the event that has the focus are displayed on this tab. The cost, selling price and profit margin of all resource bookings are added up per resource group. You also see the net total, gross total and the diverse VAT totals.
The prices that are displayed under each resource group can be shown including or excluding VAT. To switch between displaying with or without VAT, you can choose the desired option at the top of the tab.
Via this tab, you can also book an ad hoc financial resource (only for an event). To do this, click on “Add an Amount”.
Booking and managing resources are described in detail in the Resources Manual.
In the left column of this tab, you see the contacts that were booked on the event that has the focus. You can book contacts for an event or for an event group. Contacts that are booked for an event group are also visible on underlying events of that group.
Contacts that are booked for an event can be sorted in the order of your choice. You do this by dragging a contact to the desired position.
Contacts can only be dragged within their own list; a contact that was added to an event group cannot be placed amongst those added to the event.
This tab displays the attachments of the event that has the focus. You can add new attachments to an event and delete existing attachments. You can also assign attachments to an event group; these attachments are also visible on underlying events in that group.
You can copy the link to an attachment to the clipboard (e.g. to share the link with others) and you can determine whether the file is accessible externally or not.
The maximum file size for uploads in Yesplan is 15 MB.
By default, attachments and other files saved in Yesplan can only be accessed by people who have a Yesplan username and password. The files can also be made accessible externally. In that case, everyone who has a link to the file can open the file without signing into Yesplan first.
This tab displays a list of all actions that were executed for the event that has the focus. If you show the history of an event group, you will also see the actions of underlying events.
Modified in v27 The tab will no longer show an action if
- the event took place at least two years ago
- and the action was executed more than two years ago.
These actions will never be visible in the tab again, even if you move the event to a more recent date afterwards. You can still download the complete list of actions per year in “System Settings” > “Audit” > “Updates”.
In addition to the system history, which is created automatically, you can also add items to the history of an event or an event group. The items that you add to an event group are part of the group and not visible on underlying events.
Reports generated for an event are only visible for that event. Reports generated for an event group are only visible for that event group.
The permissions applicable for an event are displayed and are completely adjustable (for users that have the correct permissions). Every event and every event group has an owner and matching specific permissions that are applicable for all users. For an extensive summary of the permissions, please refer to the Permissions Manual.
To avoid conflicts, we recommend that you set the permissions for an event group and its underlying events in the same way.
You can change the owner of the event or the event group that has the focus.
To change the owner, click on “Change Owner” and select a different user from the drop-down menu. If you want to change the owner of all events of an event group at once, you must first expand the events list then choose a new owner for all the events.
If you change the owner, the permissions for that event might change since they are determined by the owner.
Yesplan displays the permissions for the event’s current status automatically. If the event has the status “Confirmed”, for example, you will see a table containing the permissions for the “Confirmed” status. You can also
- show the default permissions
- for this event specifically, add permissions for another status using the drop-down menu at the bottom.
You can alter the permissions for the event by:
- selecting or deselecting checkboxes from the table for a particular user or group
- adding a user or user group and then altering the permissions
- deleting a user or user group.
To alter the permissions for an event you must have the relevant permissions yourself. It is quite possible that you will be able to see but not alter the permissions.
How custom data works§
When assigning and editing custom data for an event or event group remember, that events have a tree structure. Custom data that is entered at the group level automatically becomes visible for all underlying events. This allows you to add custom data in one go to a whole series of events. You can also make exceptions for one or more events afterwards.
We will describe how this works via an example.
We depart from the “Dylan concert” event group in the calendar. We open the inspector and see the structure of the event. In this case, the focus is on opening on the “Dylan concert” group. We can shift the focus by clicking on another event or event group, e.g. “Dylan concert 1”.
In this example, custom data was also added to the “Info” tab. If we enter the (custom data) contact field “On duty” with “Tim” then we indicate that “Tim” will be on duty during “Dylan concert 1” on Saturday. By clicking on “Dylan concert 2” we can enter a different person on duty for that concert.
We also want to indicate who the responsible programmer is, namely “Koen”. Since this is the same person for both concerts, we shift the focus to the “Dylan concert” event group and assign the contact. In the same way, we indicate that flowers are needed for both concerts and the temperature in the hall must be set to “auto”.
In the example above, there is a lock next to “On duty”. This means that different people are entered as on duty on an underlying level (“Dylan concert 1” and “Dylan concert 2”). You can open the lock by clicking on it. Now you can enter a new person on duty that replaces the two different people who were entered for “Dylan concert 1” and “Dylan concert 2” with the new person. Previously created contact bookings are therefore deleted, and a new contact booking is created on the “Dylan concert” event group.
You see that we are making a change for “Dylan concert 1” because flowers are not needed for the first concert. An arrow appears since we had previously indicated on the overlying “Dylan concert” level that flowers were needed for both concerts.
If we click on this arrow, we return to the original value (“yes”) that was awarded at the higher level, the “Dylan concert” event group. In other words, we undo the exception.
Custom data can be entered for an event group and for separate events. By entering a value for an event group, we ensure that this automatically filters through to (or is inherited by) underlying events.
You can make exceptions on underlying events by deleting this inherited value and entering a new value. You can undo this exception by clicking on the arrow that appears next to such exceptions.
If there is a lock next to a custom data field at the event group level, this means that different values were entered in underlying events. You can change the values by clicking on the lock. All existing values in the underlying events are deleted and the newly entered value is inherited by those events.
Please note: if you remove an event from an event group, it loses all the custom data info that it inherited from the event group. If you add an event to the event group, it will automatically inherit all existing custom data from the event group.
Custom data fields may or may not be applicable for an event. This depends on the status or the profile of the event. These conditions are set by a Yesplan administrator. It’s possible that a certain custom data field ‘disappears’ if the event changes status or profile. However, this data is kept in the background so that it reappears if the custom data field becomes applicable once again, e.g. by changing the status or profile.
Setting Productions Within an Event Group§
In an event group, you can indicate which events belong to the same production. An event or event group can only belong to one production.
All events that are part of the same event group light up together in the calendar when you hover the cursor above one of the events. Regular event groups light up in light blue; productions light up in dark blue.
Below you see an example of the “Shakespeare” event group in the calendar, with two productions “Hamlet” and “Othello”; each has three performances.
You can set the productions within the event group via the popover or via the event inspector. In the popover, you click on the pencil icon then you can activate the productions. This works similarly in the event inspector, by clicking on the “Set Production” button.
You can also indicate the production in the tree view.
The example below shows how to indicate the production “Othello” within the “Shakespeare” event group and, in a second step, how to indicate the production “Hamlet”.
A Yesplan administrator can determine whether or not new events are indicated as a production by default (see System Preferences).