This article describes the steps required to setup up your new system.
Where do I start?
After your account at Mazévo has been created and you have access to the system you might be wondering where to start configuring the system. Most of your work will consist of creating records in the settings area of the system. To open the Settings page, press to tools icon in the top right corner of the system as shown below:
The following screen will be displayed:
From the settings page you will define all of the necessary data to be used in the day to day running of Mazévo. There are seven groups of data that are managed from the settings page:
- Facilities - Buildings and Rooms
- Events - Status and other 'type' records
- Academics - Data required for importing courses (License Option)
- Services - Data for defining Resources
- Billing - Data used for billing
- Invoicing - Data used for generating invoices (License Option)
- Users - User Security
Mandatory records that are required to operate Mazévo
In order create new events, you will need to create the following records in the system:
- Building(s) - You need to define at least 1 building in the system. Buildings need to be created first, since they are required when creating a room.
- Rooms - You need to create a record for each reservable space.
- Users - You need to create accounts for each user of the system.
- Account Settings - Check and/or adjust any of the system settings (Locking, require org/contact, requesting time frames)
Optional information useful to get the most out of the system
Below are a number of questions that may help you make decisions about additional setup. All of the remaining items discussed below are optional data elements. For example, if you don't define any organization type records you will not be prompted for organization type throughout the system.
Do you arrange the tables and chairs in the rooms prior to events?
If you arrange the room setup prior to the start of events you will want to create Room Setup records in the system.
- Examples of room setups are: Hollow Square, U-Shape, Classroom
Are you going to manage services in Mazévo?
If you intend to manage services in Mazévo, you will need to setup the system with 3 different types of records, Service Providers, Resource Groups and Resources.
First, you will want to create one or more Service Provider records. Create one service provider record for each type of service. Note: Service providers can be limited to certain buildings.
- Examples of service providers: Catering, Audio Visual, Furniture, Security, Equipment.
If you have a lot of resources, say more than 10, you may want to categorize your resources in to different groups. In order to group resources, you will need to create one or more Resource Group records. Below are some different examples of resource groups:
- Example groups for a catering provider: Beverages, Lunch Entrees, Snacks
- Example groups for a AV provider: Projectors, Screens, Microphones
When define a group, please be aware there are 3 types of group records, Resource, Note and service description. Please see this article for an in depth description of these group types.
Last, you will want to create Resource records for each item that you provide or sell to your customers. Resources are associated to a single provider and optionally to a single resource group.
- Examples of catering resources: Coffee, Donuts, Turkey Sandwich,
- Examples of AV resources: Dell Data Projector, Lapel Mic, 10x10 Screen
Are you a reporting, data analyzing freak?
Event types allow you to classify each event created in Mazévo, while organization types allow you to classify each organization. Once events and organizations are flagged with the appropriate type, you will be able to use these type records to filter data on most reports and tools in Mazévo.
- Examples of event types include: Meeting, Class, Lecture
- Examples of organization types include: Student Group, Facility, Staff, External
Room Types allow you to classify the different types of space that you define in the system. Room types are used to filter data on reports, as well as, help filter rooms when searching for available rooms while creating new events.
- Examples of room types include: Meeting, Multipurpose, Auditorium, Classroom
Cancel Reasons allow you to collect data about the reason why an event or booking was cancelled.
- Examples of cancel reasons include: Lack of Interest, Too Expensive
Is your facilities open every day of the year?
If you have standard hours of operation, you should set Building Hours records. If you have defined building hours, Mazévo will warn you that you are booking an event outside of those hours, if you an Event Planner. Requesters cannot booking outside of building hours.
If a building is not open on a particular day (or range of dates), you can 'close' the building by defining a building hours record and marking it as a closure. Event planners can override this closure warning but requesters will not be able to request space on days that a building is closed.
In addition to defining the operating hours of your facilities, you can also define Special Dates. Special dates are typically thought of as holidays, but you can also define date(s) that are purely descriptive and informational in nature. For example, spring break or final exams, may be dates that you would like to be alerted too when creating new events.
Are you charging your customers for room rental or services?
If you charge your customers for using your facility and/or services, you will want to setup at least one Pricing Plan. Think of a pricing plan as a set of prices for every chargeable item in the system (rooms and resources). If you charge different prices for the same room or resource, you may want to setup more that one plan. For example, one pricing plan may have pricing for internal customers and one plan may have pricing for external customers.
Do you collect sales tax?
If you are charging your customers for facility use or resources, you may need to collect sales tax on some, if not all, of the chargeable items. If this applies to your operation, you will want to define at least one Tax Code that has the sales tax rate to be applied.
After defining a tax code, you'll want to define which items in the system (rooms and resources) this tax applies to. Note: When setting which items are taxable, set the taxability of the item for a taxable customer. When you create an event, you can turn off the tax calculations for non-taxable customer.
Do you charge a service charge or add a gratuity charge to your food service items?
If you provide catering services for your events, you may charge the customer a gratuity or service charge on certain resources. If this applies to your operation, you will want to create at least one Service Charge that defines the rate to charge.
Just like taxes, above, you will want to flag each resource (rooms don't calculate service charges) that should be included in the service charge calculation.
Do you have a rental or facility policies that you'd like to convey to your customers?
If you would like to show your facilities policies or other information text on the event confirmation or invoice, you will want to create one or more Message records. Messages can be used on confirmations and invoices, at both the beginning and end of the body of the document.