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Management

Before you can book resources or set their prices, you must of course be able to create and manage them. You can find an overview of all the capabilities below.

Creating Resources§

A new person can be made by hovering over the Resources tab in the navigation menu and clicking on “New Resource…”.

Type§

You can immediately enter the resource’s basic data on the “Resource” tab of the inspector that is opened. Give the resource a name and choose the correct type. In Yesplan, we distinguish between the following types:

  • material
  • person
  • services
  • financial
  • location.

The resource type also determines its capabilities. For example, a human resource is the only resource with a (possible) link to a contact or a user, and a financial resource does not have a number or offset times.

Attention

Locations are special cases; they can only be created by an administrator.

Resource Group§

Resources always belong to a resource group. If you don’t award a resource group to a resource, then it automatically belongs to the “Miscellaneous” group.

Tip

We recommend placing resources in the correct resource group. This will help you map prices conveniently.

Role§

If roles were also defined for the chosen resource type, then you can click on “Add a Role” next to the “Roles” label and add the correct role for the resource. Otherwise, you will see “n/a” (not applicable).

The use of roles (and placeholders) allows you to work in phases:

  • When booking an event, a planner can indicate that three microphones will be needed, without further details, by booking three ‘Microphone’ placeholders.
  • Later you can fill this in with a specific resource, e.g. a ‘Shure SM58’ or a ‘Sennheiser e 835’ (resources that have this role).
  • For events where all the placeholders have not been filled in, you will see conflicts.

Remark

  • Resource groups and roles are created by a Yesplan administrator under System Settings.
  • Roles and placeholders always have a certain type and belong to a particular resource group.
  • The role’s type determines which type of resources can be awarded to that role. The role ‘Microphone’ is classified as a material; it cannot be awarded to a human resource. Please note that the name of the role must be unique within all roles, not only within roles of the same type.

The role of the resource can be used for classifying the resource (e.g. ‘Shure SM58’ has the role of ‘Microphone’) and for swapping a placeholder with a resource (e.g. the placeholder ‘Microphone’ can be swapped with ‘Shure SM58’ or ‘Sennheiser e 835’ or any other resource with the role of ‘Microphone’).

A human resource can fulfil multiple roles, such as sound technician and light technician and porter. These are the capacities of a human resource. That’s why a booked human resource is shown in the event inspector under the resource group of the booked role; you often want to see the sound technician in a different group than the porter.

Other resources (not people) are always shown in their own resource group; they do not have a booked role. For these resources, the role is only used for classifying the resource and facilitating a correct swap.

Offset Times§

A resource can have offset times (except financial resources). This can be used to indicate the time that is needed to set up a resource (the preparation time) or to remove/put away a resource (the finishing time). The offset times are automatically added when booking the resource. You can adjust the offset time per booking.

If offset times have not been defined for a resource, then offset times will not be applied when booking the resource.

Opmerking

  • Deleting or editing offset times for a resource does not have an effect on the offset times of existing bookings of that resource.
  • However, as soon as you ‘activate’ offset times for a resource (even if the duration is 0), you can give offset times to all bookings of that resource - even bookings from the past.

Diverse Settings§

A resource can be external to the organization (always rented). This can be indicated via the checkboxes “External” and “Rented”. If you activate “Rented” then “External” is automatically activated, but the reverse is not true.

Optionally, you can also add a description and an image to a resource. Material or service resources also have input fields for product code, serial number and date.

A resource can also be inactive, e.g. because a device needs to be repaired. You do this by deactivating the checkbox next to “Active”. A booked resource that is inactive will result in a conflict.

Tip

An iCalendar link appears next to each resource. This allows you to subscribe to a feed for this resource in your preferred calendar program. Two links appear for human resources (resources of type ‘human’)

  1. The link to subscribe to a bookings feed
  2. A link to subscribe to the human resource’s shifts and breaks.

Specific Settings for Human Resources§

When creating a human resource (a resource of type ‘human’), you can automatically create a linked contact. You can also choose to link the human resource to an existing contact, as long as the name matches. If you link with an existing contact who was already linked to a human resource, the link with the old human resource will be broken.

Attention

If this new link with the contact is then broken, the old human resource will not be re-linked. It will have to be restored manually.

A resource of the type ‘human’ can also be added to a user group. Placing human resources in user groups simplifies working with large groups of human resources. You can find more information about this in the Teamplanner Manual.

Remark

When booking a human resource, his/her role will determine the resource group under which he/she is displayed.

Number of Available Resources§

By default, an unlimited number of copies are available for a new resource. Exceptions include human resources (there is only one of each) and financial resources (they don’t have a number). You can indicate that a fixed number of resources are available. You do this by deactivating the “Unlimited” checkbox next to “Number of Resources”. Then you can enter a number (“1” is entered by default).

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.

Unique Resources§

Resources for which multiple copies exist are all identical for Yesplan. That one “Shure SM58” isn’t different from the 24 other copies, and all 500 seats are equal.

It is possible to make a resource ‘unique’. If you have three Neumann U87 microphones, and you want to manage them individually, you can turn them into a unique resource. The advantage is that all the copies are regarded as an available set of three, but you can monitor each item separately or remove them from service individually. The common fields of these unique resources don’t have to be created separately for each copy; they are managed for all unique items simultaneously.

All items of a unique resource have their own bookings, attachments and history so you can monitor them separately. They also have their own unique details; the input fields include the product code, serial number and date. You can mark each unique resource as inactive.

When booking unique resources, Yesplan will, if possible, choose an item that currently isn’t booked.

One item of a unique resource can also be ‘fixed’ in a resource set. By fixing an item, you indicate that this item must always be used when booking the resource set. When booking unique resources outside a resource set, Yesplan will always give priority to items that are not fixed (if available). If a fixed item must be booked outside its set, this will be indicated during the booking. Please note: this is only indicative and will not cause a conflict.

Remark

A unique resource cannot be changed back into a regular resource if it is being used somewhere (in the future or the past).

Locations§

Locations are special resources and are created by a Yesplan administrator under System Settings, under the “Resources” tab, by the “Locations” section. This is described in the System Settings Manual.

The location inspector can also be opened by clicking on the name of the location in the event calendar (in the table header).

You can award an abbreviation to locations via:

  • the “Abbreviation” field in the location inspector
  • the “Abbreviation” column in “System Settings” > “Resources” > “Locations”.

When an abbreviation is awarded, it will appear in the diverse tree views – in front of the event name. If the field is empty, no location name will be displayed for that location next to the event name in the tree views. You can also choose not to display the abbreviation of the location in the tree views under System Preferences.

A location can be indicated as unavailable for one or several days in the event calendar (choose the option “Set as Unavailable” from the context menu). You can also make a description of it in the calendar, e.g. to give the reason why the location is not available on that day. You do this by double-clicking on the name (by default that name is “Unavailable”).

Via the location inspector, you can alter the unavailability hours in more detail (see Availability of Resources).

Attention

To create or edit the unavailability of a location, a user must have permission to book at that location.

Resources Finder§

The resources finder allows you to search through and manage all resources.

It’s easy to search by typing a word into the search field. The following fields can be searched for matches: name, type, resource group, roles, serial number, product code and date.

You can also use the more extensive and specific capabilities of the query language in this finder, such as type:human, and you can save frequently used queries.

You can also look up resources via the general search. In that case, you use the scope resource (see the Query Language Manual).

Managing Resources in the Finder§

You create a new resource by choosing the “New resource…” option. The inspector of the new resource opens. You can enter the name and other details. The resource name can also be edited in the finder by double-clicking on it.

Remark

  • You must first open the lock in the upper right of the finder in order to use the entire context menu or to change the name.
  • The context menu can only be called up if you hover the cursor above a record with results.

In addition to creating resources, you can also copy and delete resources in the search box and request the inspector to manage the resource. You do this via the context menu.

The search box has columns for the resource name, number, type, resource group, roles, serial number, product code, date, default cost and default selling price. The column with the name is fixed; you can show or hide the other columns. You do this by opening the context menu on the title row and activating the columns that you want to see.

You can sort the results by the column of your choice. By default, they are sorted alphabetically by name. Click on the desired table header to sort by that column. Clicking once again on the same table header will reverse the sorting order. You cannot sort by number.

You can select multiple resources by clicking on a record and then on another record while you press the CTRL key (on Windows) or CMD key (on macOS). An action executed from the context menu while multiple resources are selected will be applied to all the selected resources.

Remark

  • If you open the inspector of multiple resources (choose “Show Info” in the context menu), Yesplan will make a summary in that inspector.
  • Only common fields will be shown. If you have selected a human resource and a material resource, you will not see a field for user group because that field is not found in material resources.

You can edit the fields where the values are identical for all the selected resources. If you adjust the value, the change applies to all the selected resources. The fields whose values do not match are empty and protected by a lock. You can unlock this lock by clicking on it. Then you can change the values of all selected resources.

Remark

If a certain value for one of the selected resources is not editable, this field will not be editable for all the selected resources. In such cases, you’ll see an empty input field, but no lock.

This may be the case when viewing a placeholder and a regular resource.

  • The name of a placeholder can only be edited by a Yesplan administrator via System Settings.
  • So you cannot edit this field here, not even for the regular resource.

Placeholders are marked in the list with a white P in a red circle. External resources are marked with a white E in an orange circle. Human resources that are linked to a Yesplan user are marked with a black user icon.

A unique resource with multiple items is marked in the search box with a small, black triangle to the right of the number (in the “Number” column). Clicking on the triangle will expand the unique resource so that all the items appear in their own records below. This allows you to manage the specific characteristics of one particular item (such as the product code, serial number and date). You do this by opening the context menu on the record of that unique item and choosing “Show Info”.

Availability of Resources§

The finder has another special column that shows the availability of resources for a certain period. To make this visible, you click on the “Availability” button in the table header. The displayed period is two days by default, starting with today. The dates can be edited in the table header. A green bar is displayed per resource for the period when the resource is available. If the resource is not available, you see a thin, red line.

The availability of resources can also be viewed via the resource inspector, on the “Bookings” tab. You see a detailed summary of all the resource’s bookings and unavailabilities (or that of multiple resources if you selected several resources).

There is a record for every event for which the resource is booked during that period. There is also a record that displays the unavailabilities for that resource during that period. The top row is the summary of the bookings and unavailabilities that are displayed below, including conflicts if there are any. The bookings are displayed as a blue bar, the unavailabilities as a red bar, the availabilities as a green bar, and the conflicts as a yellow bar.

By default, the inspector shows a period of two weeks starting on the Monday of the current week. You can shift the period by one week via the arrows to the left and right of the dates. The starting date of the displayed period can also be edited via the date input field on the left (the period will still start on a Monday).

Next to the resource name, you see an availability summary (green, blue, red or yellow) for each day. The set the resource as unavailable for a full day, click on the button with the first letter of the day in the “Unavailability” row.

From the default two-week summary, you can also zoom in on a specific day by clicking on a date in the date row. In this day view, you can mark the resource as unavailable for a one-hour period each time. You do this by clicking on the corresponding buttons in the “Unavailability” row.

The hours of the booking can also be edited in this day view by clicking on the blue bar. The planned start time and end time can be an explicit time (e.g. 20:00) or you can choose a schedule item from the event schedule (e.g. “Set up (start)”). If you use a schedule item from the schedule, the booking will automatically follow if the schedule is altered. If you use an explicit time for the start time, the booking can be placed on the day before or the day after the event via the date selection.

If offset times are applicable for the booking, the preparation time is displayed under the start time and the finishing time under the end time. You can alter the offset times by double-clicking on them.

Creating Resource Sets§

Resource sets are collections of different resources that can be booked simultaneously. A resource set does not have its own history, attachments, contacts or custom data.

The resources finder is the only place where you can create resource sets and can add resources to sets.

You create a new set in the search box using the context menu (choose “New Set…”). The inspector of the new set opens. You can enter the name and other details.

In the search box, you recognize a resource set by the black triangle to the left of the name. The name of the set can be changed in the search box by double-clicking on it. Clicking on the triangle will expand the set; if there is something in the set, its content will appear in the records below.

Remark

  • That you must first open the lock in the upper right of the search box in order to use the entire context menu or to change the name.
  • The context menu can only be called up if you hover the cursor above a record with results.

You add a resource (or a different resource set) to a resource set in the search box via “Add to Set…” in the context menu. Now enter the name of the set to which you want to add the resource in the search field that appears and choose the correct set from the suggestion list. To delete a resource from a set, you must expand the set first (via the triangle to the left of the name of the set). Then open the context menu above the record of the resource that you want to delete from this set and choose “Remove from Set”.

You can only edit the number of a certain resource that is present in a set in the search box. You must expand the set first (via the triangle to the left of the name of the set). Then you can double-click on the number (in the “Number” column) to alter it. Make sure that the lock in the upper right of the search box is open before doing this.

Attention

The number of a resource in a set is not checked with regard to the total number of available items of that resource. You can place all 10 available 5kW spotlights in the small light set and in the large light set. Yesplan will only check the availability when booking. If needed, it will indicate a conflict if not enough items are available at a certain moment.

One item of a unique resource can be ‘fixed’ to a resource set. This will be indicated when booking that item of that resource outside that set. You can only fix an item when adding it to the set. You do this by opening the context menu above the record of the unique item that you want to fix, and choosing “Fix in Set…”. Now enter the name of the set to which you want to fix the resource in the search field that appears and choose the correct set from the suggestion list.

The resource group of a resource set is set automatically based on the resources that this set contains. But sometimes you want to change that resource group manually to something other than what Yesplan could set automatically. You do this in the resource inspector on the “Resource” tab. Click on “Override Resource Group” and select the desired option from the drop-down menu. Please note: you can always return to setting a group automatically by clicking on “Revert to Setting Group Automatically” (this appears after you have overridden the group).

You can also add a description to the resource set via the “Resource” tab.

The price of the resource set is, by default, the sum of the prices of all the resources in this set. A resource set can also have its own price definitions, separate from the contents of the set (see below, under Prices).