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Booking

Just like human resources, materials and services, resources are assigned to events. In Yesplan, we speak of booking resources for events. Resources can be booked per event, but also for an entire event group. You mainly book resources in the event inspector. The Teamplanner offers additional capabilities for booking human resources.

You can open the event inspector from the calendar by clicking on the magnifying glass icon in the upper-right corner of the event cell, or by double-clicking on an empty spot in the event cell.

The event inspector is a summary of all details of the event and the event group it belongs to. It consists of different tabs including three tabs specifically for resources (“Location”, “Team” and “Resources”). The event structure of the event group to which the event belongs will be displayed to the left of the inspector. For the general functioning of this inspector, we refer to the Event Inspector chapter of the Events Manual.

Resources in the Event Inspector§

The “Resources” tab gives an overview of all resources booked. You can book resources here and manage these bookings and their prices. The “Team” and “Location” tabs are filtered variations of the “Resources” tab. Only the booked human resources and only the booked location are displayed. On the “Team” tab, you can only book human resources; on the “Location” tab, you cannot book anything extra.

Below we will be discussing the “Resources” tab; the other tabs are similar in use.

The left column of the “Resources” tab shows the resources that were booked for 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. The summary of the event group consists of the common bookings for the group and a list of every separate booking per event in that group.

The right column of the “Resources” tab is reserved for custom data.

Remark

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. For more information on navigating between the different levels and how the information is shown and summarized, we refer to the Event Inspector chapter of the Events Manual.

Booking via the Resource Field§

A resource is added via the resource field, which is under the list of resources.

  • To add a resource to all events in an event group, you move the focus to the event group.
  • To only add a resource to an event, you can move the focus to that event or you can expand the event if the event group is focused.

You can book an existing resource via the resource field. When you start typing in the input field of the resource field, Yesplan will show the relevant resources. This list is updated as you type. Choose the desired resource from the list to book it for the event.

You can also open the resources finder from the resource field by clicking on the button with the double arrow icon. In this search box, you can search extensively and see more information. You can also create new resources or edit existing resources.

Booking via the Finder§

To book a resource from the finder, click on the name of the resource. You will notice that a check mark appears to the left of the name of the resource and that a list of all booked resources is displayed on the right side. You can continue to book resources until you are satisfied. In the list of booked resources, you can also edit the number by double-clicking on it. You can delete an item by hovering the cursor over the row with the item and clicking on the ‘-’ icon that appears on the right side. Close the search box to return to the event inspector.

You can add a resource to a booked resource set via the action “Add Resource to Set…” from the context menu. This also opens the resources finder. Search for the desired resource, then click on the name of the resource to add it. You can add multiple resources simultaneously. Close the search box to return to the event inspector. Please note: a star appears next to the name of the resource set; this indicates that the content of this booked set deviates from the set’s usual content.

Booking Placeholders§

When an installation contains placeholders, you can also book them through the resource field or the finder. For example, this allows you to book a generic “Microphone” as a placeholder, and then later to swap it for a specific microphone, such as the “Sennheiser e 845”.

Placeholders are easily identifiable by means of the following icon:

When the event contains placeholders that still have to be swapped, a question mark appears at the top left of the event in the event calendar. When you hover over the question mark, Yesplan displays a list of the placeholders that have not yet been entered.

Booking Ad Hoc§

You can also book an ad hoc resource via the resource field. This is a resource booking for single use. You will not find this resource in the resources finder. An ad hoc resource has all the characteristics of a regular resource (type, roles, resource group, prices, etc.). You can recognize an ad hoc resource by the symbol that precedes it in the list: a white A in a green circle.

Booking via Custom Data§

Resources can also be booked via custom data. A custom data field uses the same resource field as described above. A resource that is booked via a custom data field is displayed where the custom data field is located, but it’s also displayed in the list of booked resources for that event.

Times of Resource Bookings§

A resource is booked by default for the entire duration of the event:

  • If the event does not have a schedule, the resource is booked all day.
  • If the event does have a schedule, the resource will automatically be booked from the beginning of the first schedule item to the end of the last schedule item.

Remark

  • This concerns the start and end times for the entire event, and not the displayed start and end times (the ‘red bullets’). See Start and End Times for more information.
  • Please take into account that schedules can change after the resource is booked. When booking the piano, closing the doors at midnight may be the last schedule item, but this can be followed by ‘Cleaning’ until 02:00. In that case, the resource will automatically be booked until 02:00.

You can manually edit the times of resource bookings for an event. Imagine that we booked the Steinway piano on the “Solo Keys” event and we want to edit the times:

  • Open the inspector for the resource in question by clicking on the booked resource “Steinway” in the “Resources” tab of the inspector for “Solo Keys”.
  • Open the “Bookings” tab.
  • You get a summary of the bookings for the Steinway on that day. The timeline with the blue bar refers to the booking in question and the bar indicates the period when the Steinway is booked.
  • Click on the blue bar. A popover opens.
  • Click on the drop-down menu to the left of the popover to select a new start time. Yesplan offers different options:
    • “Enter time”: enter the time when the booking starts.
    • “Start event”: the start time of the first schedule item in the schedule. This option is selected by default.
    • The other options are schedule items from the schedule. Choose one of the schedule items so that the booking starts together with this schedule item.
  • Click on the drop-down menu to the right to choose a new end time:
    • “Enter time”: enter the time when the booking ends.
    • “End event”: the end time of the last schedule item in the schedule. This option is selected by default.
    • The other options are schedule items from the schedule. Choose one of the schedule items so that the booking ends together with this schedule item.

Tip

For more information about viewing bookings, you can consult the section about Availability of Resources.

Swapping Placeholders§

Placeholders and resources can be swapped with other resources or placeholders via the event inspector. You do this in the “Resources” tab, by opening the context menu on a placeholder record and hovering over “Swap with…”.

  • This gives an instant view of all the resources with the placeholder as a role.
  • You can also search for other placeholders or resources with which you want to swap.
  • It also works for a resource. You get an instant view of the placeholders for all the resource’s roles and you can search for other placeholders or resources to swap.
  • What if a resource or placeholder is booked multiple times?
    • Then you can swap them all at once via “Swap with…”.
    • You can also swap one at a time with a resource via “Swap just one with…”.

When swapping a placeholder with a resource, the following information is transferred from the booking:

  • custom data field values
  • any overridden prices
  • the value of the checkbox “To Be Billed”
  • the name of the price definition, if one exists for the placeholder and the resource.

Tip

  • This allows you to add a lot of information to a placeholder booking, before swapping it later. The information will be transferred when the swap is made.
  • What if you want to transfer the price definition names automatically when swapping? Read More About How to Set Them Correctly.

Transferring information also allows you to set the price definition at an early stage. If a price definition of the same name exists for both the placeholder and the resource, then, when swapped, the resource will be given the price definition with the same name as the price definition for the placeholder.

Attention

When swapping placeholders and resources, Yesplan will apply the price definition with the corresponding name. As the price definitions for the placeholder and the resource can always differ in terms of content, they can have a different selling price and VAT rate:

  • Book the placeholder “Sound technician” and give it the price definition “Commercial rental”, with a selling price of 150 euros.
  • The human resource “Violet Trudeau” has the role “Sound technician” and two price definitions:
    • “Commercial rental” with a selling price of 120 euros
    • A default price definition “Internal” with a selling price of 100 euros.
  • If you swap the placeholder “Sound technician” with “Violet Trudeau”, then Violet will be given the price definition “Commercial rental”. The selling price will then be 120 euros and not 150 euros.
  • If you simply book “Violet Trudeau”, the default price definition “Internal” will be selected. In that case the selling price is 100 euros.

The resource “Violet Trudeau” was given a price definition with the name “Commercial rental” when swapped, because a price definition with the same name was selected for the placeholder. However, the selling price differs in these price definitions: when transferring, Yesplan only looks at the name of the price definition, and not the content. Bear in mind that overridden prices will be transferred along with the value of the checkbox “To Be Billed”. This can affect the ultimate price independently of the selected price definition.

Conflicts§

Yesplan does not prevent you from booking more resources than are available. Yesplan will mention this via a conflict for the event and in the list of resources. A conflict always mentions the required information related to possible scheduling problems so that you can decide how you want to solve this conflict. You can choose to ignore and mute a conflict (by clicking on “Mute” next to the conflict), or you can remove the cause of the conflict.

Yesplan will only check the availability when booking, and it will indicate a conflict if necessary. Resources for which a fixed quantity is available will result in conflicts if an insufficient number are available at a given moment in the planning. A resource that is not ‘active’ will also result in a conflict. Such conflicts are indicated by a black exclamation point in a yellow circle.

Remark

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 navigation menu item “Conflicts”). In this window you can view all muted conflicts (by clicking 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).

Overview of Booked Resources§

In addition to the summary of all booked resources in the event inspector, other booking summaries are also available.

You can request a list of booked resources for a specific event by clicking on “List Booked Resources” in the context menu for an event in the calendar. This opens a summary that is similar to the resources finder. You’ll also see a summary of all schedules from all the resources. You can make these schedules visible by clicking on the “Schedules” button in the table header.

In the resource inspector, you can also view all the bookings of that resource via the “Bookings” tab (see Availability of Resources.

You can also use the query language to find booked resources. You’ll learn more about this in the Query Language Manual.