This article explains how to use the event editor tool to manage the details for an event including bookings and resources.
The event editor is the tool you use to make changes to an event. It allows you to manage all aspects of the event including adding or editing bookings and resources, sending confirmations, and managing invoice, payment and deposit records, event notes, and communications with requesters. Along with the Add New Event function, the event editor is one of the main, go-to tools in Mazévo.
Table of Contents
How Do You Get to the Event Editor?
When you open an existing event, it is displayed in the event editor. You can open an event using any of these tools:
- Find Events. Click the name of the event you'd like to open or the > symbol at the end of row.
- Event Book. Double-click an event or right-click and select Open.
- Event Calendar. Click the date to see a list of events, then click the event name.
- Activity Log. Click the event name in the list of results.
- Open Event. Type an event ID or select one of the recently opened events from the drop-down list.
- Add New Event. When you click Book Room(s) on the last panel of the process, the system opens the event in the event editor.
Getting Started: A Quick Look Around
The event editor has two primary sections, the upper panel (above the separator line) and the lower panel (below the separator line). The upper panel displays summary information about the event while the lower panel displays the list of bookings for the event and additional event details on a series of tabs.
The upper panel displays important information about the event. Please note that some of these details may not be present based on system configuration and software licensing. These details include:
- Event ID and event name
- Organization and contacts
- Billing information
- Tools for sending the confirmation, copying an event, and editing event-level information
- Total charges for the event
The booking panel is composed of a series of tabs that allow you quick access to all of the additional event details. The main tab, shown by default when you open an event, shows the list of current and future bookings for the event.
Tabs on the Booking PanelHere is a quick overview of the tabs on the booking panel. Please note that some of the tabs may not be present in your system due to licensing or system configuration. For example, if you aren't licensed for invoicing, that tab will not be visible.
- Bookings. Shows a list of bookings for the event. You can filter the list to hide old and/or cancelled bookings.
- Resources. Shows a list of all resources for the event.
- Event Notes. Shows all of the notes related to the event. These notes are only displayed in the event editor.
- Conversations. Shows the text conversations associated with the event. Typically, these conversations are between event planners and the primary contact for the event.
- Event Questions. If the event was generated from a request, you'll see the questions and their answers on this tab.
- Approvals. Approvals are created by event planners to track the additional permissions required for the event.
- Invoicing. Shows billing information for this event.
- Linked Documents. Shows a list of documents, stored in a document storage tool, that are associated to this event. Examples include Contacts and Insurance Certificates.
There are three important tools that can be accessed from the event panel. Each is described below.
Send a Confirmation
To send a confirmation to one or more of the contacts on an event, click the Email button located in the upper right corner of the event panel. This generates a confirmation for all non-cancelled bookings and displays it for you to review and send or download as a PDF.
This tool is used to create an event that is exactly like an existing one. Rather than re-entering all of the event details, you can simply duplicate it.
To copy an event, you open it and click the Copy button the upper right corner of the event panel.
Then you specify a new starting date for the event and click Copy. Mazévo will copy all bookings that are not in a cancelled status.
The last tool accessed from the event panel is the Change Event function. To open it, you click Change.
The Change Event screen has three tabs: Event, Billing, and History.
On this tab, you can edit any of the following information:
- Event name
- Private event (marks the entire event as private)
- VIP Event
- Primary contact
- Other contacts (here you can add other contacts, either secondary or billing)
Secondary and billing contacts are able to view events from their mobile device or desktop. They can only view the event, while the primary contact can make modifications to the event like changing the time, date, or room, or adding resources.
On the Billing tab, you can add or change the pricing plan or billing code, and check or clear the Apply Taxes and Apply Service Charges boxes.
The History tab displays a detailed, field-by-field history of all changes to the main event record.
The Booking panel consists of tabs that represent various groupings of event information. They are Bookings, Resources, Event Notes, Event Questions, Conversations, Approvals, Invoicing and Linked Documents.
This tab displays a list of all bookings for the event. It has several tools an event planner can use to manage bookings. These tools are described below.
There are three filtering options available on the Bookings tab.
Search for a booking. This filter limits the list of bookings to those rows in the display that contain the typed text.
In the upper right corner of the list of bookings there is a Filter link. Hovering over or clicking on the link displays two options: Hide Cancelled and Hide Old Bookings.
Hide Cancelled. Checking this box removes cancelled booking from the display, regardless of the booking date.
Hide Old Bookings. Checking this box removes past bookings from the display.
The list of bookings is sorted by date and event start time by default. To change the sort order, simply click on one of the column headings. Clicking a column heading once sorts the grid by that column in ascending order. Clicking it a second time sorts the grid in descending order.
Adding New Bookings
If you need to add bookings to an event, click the Add Bookings button to be guided through the process, which is much like creating a new event.
There are several special columns in the grid that show important information in a condensed way.
Status Indicator. On the left end of the list of bookings is a color indicator that represents the status of the booking. This is the same color that's displayed in the Event Book. There is also a column in the grid that displays the name of the status.
Private. An icon is displayed next to the booking date if the booking has been marked as private. If the event has been marked as private, the icon is shown next to every booking.
Service Icons. If the booking has resources, an icon that represents the service provider is displayed
Shared. An icon is displayed next to the booking date if the booking is sharing space with another booking.
View in Event Book. Pressing this icon will open the Event Book to the date and room on the selected booking.
There are several tools available to the event planner for making changes to one or more bookings at the same time. All of the tools start with the same step: selecting one or more bookings using the check boxes on the left side of the bookings grid. Note that you can select all bookings at once by checking the box at the top of the column.
When you select one or more bookings, Mazévo displays a new menu at the top of the display.
Using any tool from this menu changes all of the selected bookings.
Change Bookings. This tool is used to change various information in the selected bookings. You can change:
- Room setup
- Event type
Private. Turn on or off the privacy setting for each booking.
Add Resources. Add things like catering or equipment to the selected bookings.
Reset Pricing. Reset the price of all items on the selected bookings to the pricing plan currently on the event.
Confirmation. Send a confirmation that includes only the selected bookings.
Inventory. Check for resource inventory conflicts on the selected bookings.
The Resources tab displays a list of all resources for the event. It has several tools for the event planner to managing resources. Each tool is described in detail below.
There are three filtering options available on the Resources tab.
Search for a resource. This filter limits the list of resources to those rows in the display that contain the typed text.
In the upper right corner of the list of resources there is a Filter link. Hovering over or or clicking the link displays two options: Hide Cancelled and Hide Old Bookings.
Hide Old Bookings. Checking this box removes resources tied to past bookings from the list.
Hide Cancelled. Checking this box removes resources tied to cancelled bookings from the display, regardless of the booking date.
By default, the list of resources is sorted by date by location by service. To change the sort order, simply click on one of the column headings. Clicking a column heading once sorts the list by that column in ascending order. Clicking it a second time sorts the list in descending order.
Adding New Resources
If you need to add resources to an event, click the Add Resources button and Mazévo guides you through the process.
There are many tools available to the event planner for making changes to one or more resources at the same time. All of these tools start with the same step: selecting one or more resources using the check boxes on the left side of the display. You can select all resources at once by using the check box at the top of the column.
When you select resources, the system displays a tools menu at the top of the list.
Change Resources. You use this option to modify various information related to the selected resources. You can change:
- Service time
Reset Price. This tool resets the price of all selected resources to the pricing plan currently on the event.
Delete. This option deletes the selected resources.
Event Notes Tab
Notes about an event are managed from the Event Notes tab. Event notes are used by event planners to record information about the event. Event notes are internal and can only be viewed by other event planners.
Event Questions Tab
If you take requests via the mobile or web tools, you can configure the system to prompt the requester for additional information about their event using Event Questions. The questions and answers are shown on the Event Questions tab.
The conversations tab keeps a record of all messages to and from the requester for this event. The conversion history can be accessed by all event planners.
All approvals are displayed on this tab along with the current state of each approval.
All invoices created for an event are displayed on this tab in the Invoices section. Event planners can drill into invoices to see the details and can also resend the invoice via email if necessary. Deposits taken for an event are also shown here, in the Deposits section.
Linked Documents Tab
All documents that have been linked (or attached) to this event are displayed on this tab.
Working with Individual Bookings
There are several tools available when you open a specific booking from the list of bookings. To open a booking, click the booking start date.
The system then displays detailed information for the booking. That includes charges, taxes, and service charges.
On this screen, you can perform several functions.
Click the Edit Booking button to modify booking information like date, time, room, setup, and status.
After making changes, click Save.
To add resources to a booking, click Add Resources.
Edit Multiple Resources
Just like working with bookings on the Bookings tab or resources on the Resource tab, you can select one or more resources by checking the associated box. Mazévo then displays a menu with these functions:
- Change Quantity
- Change Service Times
- Change Notes
- Change Price