It’s easy to keep using the scheduling system you’re comfortable with… until it stops working. For one of our new customers, that moment came when their on-premises EMS server crashed, taking all their data with it. With no backups, they were left scrambling. It was every scheduling team’s worst nightmare.
However, this crisis became the catalyst for a change that they’re very glad they made. Within a few weeks, they were up and running on Mazévo, our modern, cloud-native event scheduling platform.
If you’re an EMS user, you might be feeling the pressure to modernize, but the thought of switching can be daunting. You're not alone. Many organizations worry about the risks involved in moving away from a system they've used for years. But, as one union assistant director told us, the biggest risk is not switching; it’s staying on an outdated system. "Just jump and make the switch," he said. "You will be so glad you did. I wish I had done it sooner."
This article addresses the common fears associated with switching from EMS to Mazévo and explains how we mitigate those risks to ensure a smooth, successful transition.
TL;DR Key Takeaways:
- Time Risk? Most Mazévo customers are live in 4–8 weeks with minimal disruption.
- Data Risk? Our tools and team make EMS data migration smooth and safe.
- Workflow Risk? Mazévo is highly configurable to match your existing processes.
- Financial Risk? Transparent pricing with no surprise fees — ever.
- Reputation Risk? We support your team so transitions don’t derail service.
- Longevity Risk? Mazévo is built for the long haul, by the original EMS creators.
- Bottom line: Staying on EMS might feel safe, but switching to Mazévo is the smarter, lower-risk move.
The Time Risk
"We're already stretched thin. Do we have the bandwidth for a system transition?"
We get it. Your team is already working at capacity, and the thought of adding a major software implementation to the mix is enough to cause anyone to hesitate. But what if the transition wasn't a drain on your resources? What if it were a quick and efficient process that sets you up for long-term success?
How Mazévo Mitigates the Time Risk
Mazévo’s implementation is designed to be fast, guided, and minimally disruptive. Most of our customers are fully live in just 4-8 weeks. We provide a clear, structured onboarding process with defined milestones, and our team is there to support you every step of the way. You can even continue using EMS while your team gradually learns Mazévo, ensuring a seamless transition for them, your clients, and other stakeholders.
The Data Migration Risk
"What if something important doesn’t transfer over correctly—or at all?"
Your data is the lifeblood of your operation. The thought of losing historical event data, client information, or room configurations is a legitimate concern.
How Mazévo Mitigates the Data Migration Risk
We put you in control of your data. Mazévo provides structured tools and templates for importing your rooms, resources, organizations, and event data from EMS. Our team, which has extensive experience in EMS-to-Mazévo transitions, will help you avoid common pitfalls and ensure a seamless migration. You can also choose to start with a clean slate, using this opportunity to create new data and define new processes.
The Workflow Disruption Risk
"What if the new system can’t handle our processes the same way EMS did?"
Every organization has unique workflows, and a new system needs to adapt to your processes, not the other way around.
How Mazévo Mitigates the Workflow Disruption Risk
Mazévo is a highly configurable platform that can be tailored to match your existing processes for approvals, billing, service requests, and more. Our intuitive interface reduces the learning curve for your team, and many of our customers report that they are able to work more efficiently in Mazévo than they ever could in EMS.
The Financial Risk
"We might end up spending more than we expected—and not get what we paid for."
Budgeting for a new software system can be tricky, and hidden fees are a common concern.
How Mazévo Mitigates the Financial Risk
Our pricing is transparent and all-inclusive. You pay a simple annual fee based on the number of managed rooms, not the number of users or features. This means you can have an unlimited number of users and access to all of Mazévo’s powerful features without any surprise charges. There are no hidden fees for support or updates, and many customers find that Mazévo’s cost is significantly lower than EMS’s cloud offering over time.
The Reputational/Customer Service Risk
"If we mess this up, our clients (and leadership) won’t be forgiving."
Your reputation is on the line with every event you manage. A botched system transition can have serious consequences for your relationships with clients and leadership.
How Mazévo Mitigates the Reputational Risk
Many institutions just like yours have successfully made the switch from EMS to Mazévo and have seen measurable gains in service delivery and operational efficiency. You'll be working with the people who created EMS and ran the company successfully for decades before founding Mazévo. We bring deep expertise in event scheduling and higher education to the table. Our team will guide you through the transition and provide responsive, knowledgeable support to help your team remain confident and reliable throughout the change.
The Vendor Trust and Longevity Risk
"We’ve been with EMS for years. How do we know Mazévo is going to be a good long-term partner?"
Choosing a new software vendor is a long-term commitment. You need a partner you can trust to be there for you in the years to come.
How Mazévo Mitigates the Vendor Trust and Longevity Risk
Mazévo is 100% focused on event and academic scheduling. We’re not distracted by acquisitions or competing priorities. We release product updates monthly, driven by customer input, so you can be sure that Mazévo will continue to evolve to meet your needs. Our support is consistently praised for its speed and quality, and we’re committed to being a long-term partner you can rely on.
Don't Let Fear Leave You Feeling Stuck With an Ineffective Scheduling Solution!
Switching from EMS to Mazévo is a big decision, but it doesn't have to be a risky one. With a clear plan, a dedicated partner, and a powerful, modern platform, you can make the transition with confidence and set your organization up for a more efficient and successful future.
Ready to learn more about how we can help you make a fast, frictionless switch from EMS to Mazévo? Schedule a demo with one of our experts today.
