How to count cancelled events in Yesplan

The poll after the Q&A webinar about structuring your event planning during the COVID-19 crisis showed you would like to know more about how to count cancelled events. A dataview gives you a clear overview. Here’s how to build one.

Let’s say that the Board or the Finance department needs an overview of all cancelled events to enable them to record any loss of income. A dataview allows them to have an overview of all the information they need in order to complete the budget. We mentioned dataviews briefly in our blog post on how to deal with rescheduled events, but here we are explaining them in more detail.

Create and rename dataview

You can access the dataview feature through the Reports section in the menu bar. You will first see a list of existing dataviews but to create a new one you simply click the blue "New" button and then choose "Events"

Rename the dataview so you can find it back later.
    1. Double-click "New Dataview" in the top left corner so it becomes editable.
    2. After typing the new name, you click "Ok" and then "Save Changes" in blue.

Edit parameters and filters 

Now you can edit the filters, so you only see the events that are applicable to you. Do so by clicking the "Edit Filter" button. You will now be shown the window "Only show events where". In the default setting, you will only see the start date and end date fields. 

    • By clicking the blue bubble and then choosing "Edit parameter" you can start editing. 
    • Choose the right date in the date picker, e.g. only events after 1st March 2020. 
    • If you do not want an end date, just delete the second parameter by clicking on the minus icon on the right of that line.  

Add fields 

Click on the blue "Apply" button and you will be shown the dataview. But the Finance department will need some more information, so you will need to add more columns. 

    • You can do so by clicking the "Edit columns" button on the right. A pop-up screen opens with two lists. 
    • On the left you see the columns that are already shown, the columns you can add are on the right.
    • To add fields, just click the plus icon next to the fields name. Add "Status" and "Profile". The field will move to the list on the left and will be briefly highlighted in yellow.
    • The Finance department also needs the gross value of the event to make some calculations. Click the expand arrow next to "Prices" and select "Gross Total Price". Next, click "Apply".   

After the window closes, you see the dataview again with the added fields. But you still see all events after 1st March 2020 and not only the cancelled ones. 

    • Click the "Edit filter" button and then click the "And" button.
    • Choose “Status” in the drop-down menu for “Select a Field”, and “Is” in the drop-down menu for “Select a Comparator”
    • Choose “Cancelled” in the drop-down menu for “Select a Value”.
    • Click the button “Apply and Show Results” to have a look at the correct dataview.

Now you have a clear overview of all events that were cancelled after 1st March 2020 and some valuable information for several departments. For a visual representation of how to create a dataview to count cancelled events, watch this screen recording. 

If you are having difficulties creating dataviews, do not hesitate to contact us on support@yesplan.be or have a look at the dataviews section in our manual.