In order to set up the integration, you must take the following steps:
Create a user “Beeple” and set the permissions.
Create an API key for this user.
Create the resource group and resources.
Add custom data fields.
Once you have taken these steps, you have all the information necessary to set up the integration in Beeple.
Create a User
We advise you to create a separate user for Beeple, and to assign it an API key in the next step. That way, you make sure that the right permissions are applied and that the user wonʼt be booked or deleted by accident.
Create a User Group
Create a user group first:
Go to “System Settings” > “Users” > “User Groups”.
Click “Add a Group” below the list of event groups.
Double-click the new group and type the name “Beeple”.
Assign permissions to the user group:
Go to “System Settings” > “Users” > “Permission Templates”.
Click “show permissions” for the general template. It often has the name “General” or “Common”. This is the template that determines which permissions are granted to user groups.
Click “Add User Group or User” below the table, select “Beeple” and click “Add”. In the table, you have to select the following checkboxes:
Events: “View” and “Edit”
Resources: “View”.
Set capabilities for the user group:
Go to “System Settings” > “Users” > “Permission Templates”.
Enter “Beeple” in the text field at the bottom of the table and click “Add”.
Under “Capabilities for template Beeple” you have to select the following fields only:
Allowed to create: “Events”
Allowed to view: "resource Inspector"
Create a User
Create a new user and select the correct permission templates:
Go to “System Settings” > “Users” > “Users”.
Click “Add a User” below the table and fill out the fields:
Username: “Beeple”
Password: Yesplan helps you pick a strong password
Name: Beeple
Email: donʼt enter anything for this field, since this user will only be used for the integration
Create a linked resource: select this checkbox
Create a linked contact: deselect this checkbox.
Once the user has been created, you can apply more settings:
User Groups: “Beeple”
Primary User Group: select the user group at the highest level
Permission Templates:
“General” or “Common”, depending on your installation
“Beeple”
Administrator: do not select this checkbox.
Create the API Key
Beeple communicates with Yesplan using Yesplanʼs API, which isnʼt accessible publicly. In order to open it up, you have to create an API key in Yesplan and send it to your contact person at Beeple.
Go to “System Settings” > “Integrations” > “API Keys”.
Select the user “Beeple” in the dropdown list at the bottom of the table and click “Add”.
The user is added to the table. The value in the column “Key” is the API key that allows Beeple to access your Yesplan installation.
The API key is sensitive information and should only be shared with Beeple:
Anyone in possession of the API key can access your API and your installation. Treat the key as if it is a password.
The integration with Beeple will stop working if you remove the user “Beeple”.
Create a Resource Group and Resources
We advise you to collect the resources you send to Beeple in one single resource group.
Navigate to “System Settings” > “Resources” > “Groups & Roles”.
Enter a name for the resource group in the text field below the table for resource groups. Pick a name that is easy to understand, e.g. “Collaborators Beeple”.
Click “Add” to add the group.
Now you can add resources to this user group:
Go to “Resources” in the navigation menu and click “New Resource…”.
Add the resources to the group you just created. In our example, this was “Collaborators Beeple”.
When picking the name, you should take into account that these resources will be automatically become functions in Beeple if you book them on an event. So select names such as “Volunteer”, “Bar”, “Usher”, “Cloakroom” etc.
These resources must have the type “Service”.
See Creating Resources for more information about creating resources.
The name of the resource will become a function in Beeple. In other words, roles/placeholders will not be sent to Beeple.
Create Custom Data Fields
Once a collaborator is scheduled for a specific resource booking, Beeple sends information back to Yesplan:
the details of the collaborator that has been scheduled, such as name, telephone number, schedule and function
how many collaborators remain to be scheduled in Beeple for the event.
You have to create two custom data fields in Yesplan to display this information:
Go to “System Settings” > “Events”.
Create a new group for these fields, or you can decide to add them to an existing group.
Create the first text field:
Type: “Input field”
Label: pick a clear name, e.g. “Details Collaborators”
Click “Add”
Double-click the fieldʼs keyword and change it to “beeple_planningdetails”.
Create the second field: Type: “Input field” Label: pick a clear name, e.g. “Functions Remaining to Be Scheduled” Click “Add” Double-click the fieldʼs keyword and change it to “beeple_missingplanning”.
Beeple will send data back through the API, and the data will end up in these two fields.
You can change the visibility of custom data fields and determine where they appear. See Visibility of Custom Data for more information.
Next to the planning details and missing planning fields, it's also possible to set up a custom data field to trigger the synchronisation between Yesplan and Beeple. This can be used to push the creation or the changes of the resource bookings of the event immediately to Beeple (without synchronisation time). To set up this 'sync to Beeple button' an integration of the type 'webhook' must be added in Yesplan. The configuration URL is https://yesplan-1.beeple.eu/yesplan/provision . Read all about the creation and the location of a custom data field in the documentation of Yesplan: https://manual.yesplan.be/en/developers/webhook/#configuration-in-yesplan
Also watch the support videos of Yesplan below for more information to set up the 'sync to Beeple button':