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What Is YesPlan?
What Is YesPlan?
YesPlan is the online calendar we use at Arcola Theatre. It’s a great cloud-based system that allows us to plan and manage the many events we have going on in the theatre, as well as stay connected with what everyone in Arcola Theatre are up to! YesPlan allows everyone in the office to contribute to the diary, meaning all events are centralised into one place.
This is a brief overview of the basic YesPlan functions we use. It covers the core necessities rather than the minute details. If you want to find out more about what YesPlan can do, visit the YesPlan ‘Help’ page located at the bottom of the YesPlan diary.
Logging In
Logging In
To access website, Go to https://arcola.yesplan.be/
Arcola Theatre people tend to have their own login. If you are working on a department computer then the username and password will have been automatically saved. If your password isn’t automatically saved, talk to your department Manager or have a chat with Nick and Oliver at the IT Department.
There is also an read only login: "Mobile" which should be used to access YesPlan from mobile phones. Our experience is that it is easy to accidentally make changes if you are working on on a small touch screen, hence the read only account.
Once you sign in, you'll be taken to the Diary.
There is a simplified view for Ballard UK, where you can only see availability of meeting rooms and the Bar. If you want to see availability of all Arcola spaces, go to the top right corner and click on the plus sign -> Open set -> Default Set.
Quickstart
To add/delete an event:
if the slot is empty, double click on the day in the diary grid -> add event title / your name and time.
if there is another booking, right click on the day in the diary grid -> New Event -> add event title / your name and time.
delete an event using laptop, right click on the event -> delete.
Checklist for bookings
Checklist for bookings
The ops team have been making a few changes over the past few months to make better use of YesPlan and how we manage both our own bookings and visitors coming to our building. Most of you probably already know these things, but here is a checklist of what to be aware of when putting things in YesPlan to make it all run smoother.
Give the event the right label (space hire, participation etc.)
Make sure the status is correct and if an event gets cancelled please mark it as cancelled instead of deleting it, as it can be confusing if things just disappear
Double check that the event name make sense and the timings are correct in the 'Schedules' tab
If you need any technical equipment you can book this in the 'Resources' tab
When you open the event and click 'show all' next to production info you can add a few lines on what the event is under 'Notes/event details'. Some things are of course self explanatory, but try to do this anyway as it can be very helpful to casual staff and new interns.
Most importantly:
For every booking you make you have to assign a 'Primary Arcola Contact'. This might be yourself or you can designate it to someone else using the 'Secondary Arcola Contact'. This way Box Office will know who to contact when people arrive and we know who to speak to if we need to clarify anything. You should also add this to your personal calendar so you are available when the booking starts. The primary Arcola contact is also responsible for briefing visitors on health, safety and emergency procedures.
You do this by clicking 'Show all' next to 'Production Info' when you open the event and then book the relevant people as a resource (see below).
Syncing with your calendar
You can sync these bookings with your calendar automatically. To do this:
1. In YesPlan click on 'resources' at the bottom of the window.
2. Search for your name (or the name of a resource or person you wish to sync with you calendar)
3. Right click on an items name in the list and click 'show info'
4. Use the 'iCalendar bookings' link to sync with your calendar
Please note that if you are using the web client for Google Calendar, the calendar will only update periodically (potentially only once every 24 hours). other calendars such as Thunderbird may update more regularly. A kind of calendar is also inbuilt into YesPlan under 'team manager' which will also show you the bookings of members of your department.
5. For Google Calendar, click on the plus icon next to 'other calendars' on the left panel. Then click on 'From URL' and paste in the URL from step 4.
Further information is available on:
Synching other calendars with YesPlan events
You can learn more about the software in general at https://yesplan.be/en
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