In a busy event office, time is more than just money. It represents your ability to respond quickly, adjust plans as things change, and keep everything running smoothly for your team and your customers. But when you're managing dozens or even hundreds of events, time often feels like the one thing you never have enough of.That’s why Mazévo is designed with efficiency in mind. It helps you simplify communication, streamline scheduling, and reduce the number of manual tasks on your plate.
We recently hosted a Mazévo Connect webinar titled “Do More with Less: Time-Saving Tips for Mazévo Users.”, where we shared practical ways to get more done using a few powerful tools that are built into the system.
If you missed the session, this article covers the highlights. Below, you’ll find four features in Mazévo that can help you and your team save time, stay organized, and work more effectively every day.
TL;DR Key Takeaways:
- Mazévo’s tools are built to save time and reduce manual effort.
- Features like the Event Book, request forms, and Day At A Glance give you faster ways to manage scheduling.
- Built-in messaging and communication tools help keep everyone aligned without extra emails.
- Small changes in how you use Mazévo can add up to major time savings.
The Event Book: Real-Time Visibility and Control
Think of the Event Book as your real-time control panel. Instead of jumping between screens, calendars, or paper printouts, you can instantly see what’s booked, what’s available, and what needs your attention—all in one place.
This tool reduces the need for phone calls, back-and-forth emails, and time-consuming status checks. You can move events with a quick drag-and-drop, drill into room details with one click, and use filters to focus only on the rooms you manage. For teams juggling last-minute changes or sharing responsibilities, the Event Book provides instant clarity.
- Hover your mouse over a bar in the Event Book to see information about the event, including the customer access time, a recently added characteristic.
- Quickly change the room of an event by dragging and dropping a bar to a new location.
- Use the Search field at the top of the Event Book to search for an event based on any of its information: event name, room, status, contact person, organization, etc.
- Click a room name to see more information about it, including a list of the bookings scheduled in it, available setups, and room images.
- Note that the number next to a room name is its maximum capacity.
- Be aware that the hours when a building is closed are grayed in the display.
- Leverage the Room Tags you’ve created to show just a select set of rooms.
- Use the Sort Rooms feature to adjust the order in which rooms are displayed for a given user.
- Use the Filter Rooms option to see all rooms, rooms with bookings, empty rooms, or specific rooms.
- Double-click on an empty space in the display to add a booking.
- Click the lightbulb icon at the top left for a list of these tips.
Request Forms: Streamline Intake, Enforce Policy, Reduce Interruptions
When people can’t find what they need, they call or email, taking time away from your team. Mazévo’s request forms eliminate that friction by letting customers check availability, submit complete event details, and follow approval rules without needing to talk to a staff member.
You decide who sees what, which rooms can be requested, and which services are available. Whether it’s simple study rooms or complex multi-day events, requests come in with the right information and follow the right process, so your team spends less time fixing mistakes and more time moving things forward.
- You have complete control over who can make requests, what rooms can be requested, whether requests are approved, etc.
- Request capabilities can go all the way to full self-service mode, such as for small study spaces.
- There is a streamlined, simplified version of the Event Book that requesters can use to see what’s available and book space based on the rules you define.
- The Book Room feature is ideal for small spaces. It makes it easy to grab a room by simply selecting time in 30-minute blocks.
- The Add New Request feature is like Add New Event but with more guardrails. Requesters use it for more involved requests, like, “I need a room every Tuesday from 7 p.m. to 9 p.m. for the next three months.”
- You can tailor the Add New Request feature by doing things like including or hiding specific fields, like Billing Code. You do this through Security Policies. (The video provides details on the options available.)
- Mazévo has a simple inquiry form you can enable to give external individuals a way to ask about available space online.
- The My Events feature is always available to requesters, making it easy to see a list of events for which they’re the primary contact person.
- Our team can guide you through the setup process for accepting requests through Mazévo.
Built-In Communication Tools: Stop the Inbox Chase
Emails get lost. Details get missed. And when a teammate is out of the office, it’s anyone’s guess where things stand. Mazévo’s built-in messaging and email tools solve this by tying all communications directly to the event.
Messages live with the booking, so everyone involved, from planners to service providers, sees the same conversation. Need to send confirmations or invoices? Do it from within Mazévo and have a clear record of everything sent. Set automated reminders, get alerts when there’s a new message, and eliminate the need for side conversations in disconnected email threads.
- With a booking open, a number beside the Messaging link indicates there are communications to be reviewed.
- Clicking the Messaging tab shows you a record of all communications related to the event, whether they involved you or not.
- Communications are shown in the equivalent of “channels.”
- Messages are retained as long as the event is in your database.
- Using the Messaging feature rather than email means everyone can quickly get up to speed on any issues being discussed.
- Messages that come in for you are noted near the “alert bell” at the top right of the window.
- When you communicate with a requester through Mazévo, that person also gets emails from you since they might only be in Mazévo when making requests.
- When a requester sends a message, all Mazévo event planners get notified.
- Mazévo’s built-in email functionality can be a big time-saver. For example, to send a confirmation, you open the booking, click the Email link at the top of the window, compose a message, select attachments if appropriate, and click Send.
- Mazévo automatically retains a history of all emails sent, and you can hover over the green envelope icon to confirm an email was delivered. A red envelope indicates a problem—probably that you have an incorrect email address.
- You can generate invoices in batches and email them to customers all at once.
- With an event open, you can click the arrow on the Organization field and click the envelope icon beside the primary contact’s name to email them. Emailing that way (rather than through your email program) creates a record of the communication within Mazévo.
- Each event in Mazévo has a unique email address that you can use to forward messages directly into the system.
If a customer sends you important event details, like setup instructions, guest lists, or schedule changes, you can simply forward that email to the event’s address in Mazévo. This keeps the information tied to the event, so your whole team can access it later without having to search through personal inboxes. It’s an easy way to centralize communication and make sure nothing falls through the cracks. - Scheduled emails are messages Mazévo sends to customers automatically on the designated date and time.
- You can manually add scheduled emails within events or set “triggers” so that events meeting specified criteria always get certain emails automatically. You might use this feature to send event reminders, for example.
- Mazévo has a Notifications feature (accessed by clicking the arrow at the top right next to a user's name/picture) that can be used to stay informed about important issues.
- A Mazévo administrator can set Notifications for other users.
- Report subscriptions are another way to keep people on the same page with less work. You can set up a report to run regularly and have a link sent automatically to specific users. Importantly, clicking the link generates the information as of right now, so people are always getting the latest details.
Day At A Glance: Prioritize What Matters Today
When your day starts, you don’t want to hunt through reports or inboxes to figure out what’s happening. Day At A Glance gives you a personalized dashboard of what needs your attention right now including pending requests, outstanding tasks, approval items, and more.
It’s perfect for planners who wear multiple hats and need to stay proactive. Combine it with saved reports and attachments, and you’ve got a smart to-do list that updates itself, keeping you and your team focused and responsive.
- Day At A Glance is an excellent tool for viewing requests categorized as Approved, Pending, etc.
- You can also group approvals by the service provider.
- Day At A Glance is also a great way to keep track of tasks. It notes the due date, task description, assignee, etc., allowing you to drill into an event and make updates or changes if needed.
- You can make saved reports and find-event filters available in your Day At A Glance for quick access.
- Mazévo allows you to upload attachments (documents, spreadsheets, images, etc.) so they’re readily available. Then, if you are emailing a confirmation, for example, and want to send a document outlining facility rules, you can grab that item from your “library.”
Maximize Your Efficiency With Mazévo’s Time-Saving Features!
Whether you’re new to Mazévo or have been using it for years, these four tools can transform how you work. Small changes, like centralizing your communications or turning on request forms, can save your team hours each week.
If you’re not sure how to get started or want to review your current setup, reach out. We’re happy to walk through your configuration and show you how to unlock more value from the tools you already have.
