Before you get working with resources, it is a good idea to get to grips with the most important concepts. You can find an overview below.
Resources are assigned to events. In Yesplan, we speak of booking resources on events. The types of resources are very diverse. In Yesplan, we distinguish between the following types:
- human resources, resources of type “Human”
- services, such as a parking space or catering
- financial, such as a deposit or insurance
You choose the type when creating the resource.
Users are always linked with a human resource, which in turn may be linked with a contact of type “Person”. See Contacts, Human Resources and Users for more information.
Resources can be organized into resource groups. These are categories, like ‘Stage Technology’ or ‘Catering’, which you can use for grouping related resources. A microphone, loudspeaker, lamp and lighting board are resources that belong in the ‘Stage Technology’ resource group.
Resources can also be organized into a set. These are collections of different resources that can be booked simultaneously. For example, a ‘Sound Set’ can be created to easily book microphones, loudspeakers and cables simultaneously.
Roles and Placeholders§
A resource can have multiple roles and can be booked on an event in one of these roles. For example, Violet can have multiple roles within the organization, such as sound technician or stagehand, and you can book her on an event in either of these roles.
You can also book the role itself, such as a stagehand, on an event. This is called a placeholder in Yesplan. A placeholder is an anonymous booking that will be replaced by a person who can execute this role later in the planning process. Like Violet or Ruth, for example, who have the role of stagehand.
Prices and Price Definitions§
When booking resources, you can map costs and proceeds because you can assign prices to every resource. We call the entirety of prices (the cost (or rental price) and the selling price (or letting price) and similar) a price definition. A resource can have one or multiple price definitions. When booking, you can choose the correct price definition in function of the type of event, agreements, additional conditions etc.
In addition to the default data that can be entered for resources, it is possible to define extra fields in Yesplan yourself. We call this custom data. Custom data fields are created by an administrator and they are displayed on the tab of your choosing on the resource inspector. Extra tabs are also created by an administrator.
Sometimes you only want to show a custom data field under certain conditions. The possible conditions for resources are resource type and resource role. You can use different custom data fields for a human resource and for material.
In addition to these extra fields that you can add to a resource, there is also a special type of custom data: the resource field. This is a custom data field that can be used for booking a resource, and that is available for events.
You’ll find more details regarding the options of custom data and how to manage them in the System Settings Manual.
Do you want to retrieve custom data field keywords easily in an inspector? Press Ctrl+Alt (Windows) or Ctrl+Option (macOS): the field’s label changes to the keyword. Do you want to copy the keyword? Then click the label while holding down the same keys.