The event editor is a tool that allows you to manage all of the details for an event including bookings and resources.
What is the Event Editor?
The event editor is the tool for making all changes to an event. It allows you to manage all aspects of the event including managing bookings and resources, sending confirmations, managing invoice, payment and deposit records, event notes and communications with requestors. Next to adding new events into the system, the event editor will be your main goto tool while using Mazévo.
Table of Contents
How do you get to the Event Editor?
By 'opening' an event, you will open the event editor. You can open an event from any of these tools:
- Find Events - Click on the event name for the event you'd like to open or press the '>" at the end of row.
- Event Book - Double click on an event or right click and select open.
- Event Calendar - Click on the date to see a list of events, click on the event name
- Activity Log - Click on 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
- Add New Event - After pressing Book Rooms on the last panel, you will automatically be in the event editor.
The event editor is shown below:
Getting Started / A Quick Look Around
The event editor has 2 major 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 but also displays additional event details on a series of tabs.
The upper panel displays important details of the event. Please note that some of these details may not be present based upon 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
The booking panel is composed of a series of tabs that allow you quick access to all of the additional details of an event. The main tab, shown by default when an event is opened, shows the list of current and future bookings for the event. Here is a quick overview of the tabs. Please note that some of the tabs may not be present in your system due to licensing or system configuration. (For example, if you are not licensed for invoicing, that tab would not be visible).
Tabs on the booking panel:
- Bookings - Shows a list of bookings for the event. The list can be filtered to hide old and/or cancelled bookings.
- Resources - Shows a list of all resources for the event.
- Event Notes - Shows all of the event planner notes. These notes are only displayed in the event editor.
- Conversations. - Shows the 'text' conversations tied to 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 user's request, you'll see the questions and their answers on this tab
- Questions and Approvals - Questions are specially formatted conversation records where the event planner is asking the requester to respond with an answer. Approvals are created by event planners for various approvals required for the event.
- Invoicing - Shows invoicing information for this event.
There are 3 main tools that are available on the event panel. Each tool is described in detail below.
Send a Confirmation
To send a confirmation to one or more of the contacts on an event, press the Confirmation button located in the upper right corner of the event panel. Using this tool, a confirmation for all non cancelled bookings will be generated and presented for you review and send
After pressing the confirmation button, you will be on this screen where you can send an email with a link to the confirmation or you can download a PDF copy of the confirmation.
Occasionally, you might have a customer that requests to have a new event, exactly like a previous one they held. Rather than re-entering the entire event, including details, you can use the copy event feature to create a copy of an old event. Just open the event using your favorite tool and press the Copy Event icon in the upper left corner of the event panel.
After pressing the icon, just specify a new starting date for the event and press Copy. The entire event and all of the details will be copied to the new starting date.
The last tool on the event panel is the Change Event tool. Press the Change Event button to open the change event pop-up screen.
After pressing Change Event, you will see the following scree where you can make changes to the information being displayed:
The Change Event screen has 3 tabs, Event, Billing and History.
On this tab you can edit any of the following information (See above for a sample of the event tab):
- Event Name
- Private Event - Marks the entire event as private
- Primary Contact
- Other Contacts - This is where you can add additional contacts, either secondary or billing.
Secondary and Billing contacts will be able to view this event when they are viewing events on the mobile or desktop. Secondary and Billing contacts can only view the event, while the primary contact can make changes to the event, such as, changing the time, date, room or adding resources.
On the billing tab you can add or change the Pricing Plan, the Billing Code and the Apply Taxes flag.
The history tab displays a detailed field by field history of all changes to the main event record.
The booking panel consist of tabs that represent groups various event information. The tabs are Bookings, Resources, Event Notes, Event Questions, Conversations, Questions/Approvals and Invoicing. Detailed descriptions for each are below.
This is the primary tab that displays a list of all bookings for the event. It has numerous tools for the event planner to managing bookings. Each tool is described in detail below.
Filtering the Bookings
There are 3 filtering options available on the booking tab.
Search for a booking - This will filter the list of booking to those rows in the grid that contain the typed text.
In the upper right corner of the grid (list of bookings), there is a filter link. Hovering or clicking on the link displays 2 options:
Hide Old Bookings - Checking this will remove old bookings from the gird.
Hide Cancelled - Checking this will remove any cancelled booking from the grid, regardless of the booking date.
Sorting the Bookings
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 columns in the grid. Clicking a column once sorts the grid by that column in ascending order. Clicking the column heading a second time will sort the grid in descending order.
Adding New Bookings
If you need to add additional bookings to an event, press the Add Bookings button and you will be guided through the process, much like adding a new event, of creating additional bookings for the event you are working on in the editor.
There are several special columns in the grid that show important information in a condensed way.
Status Indicator - On the far-left side of the grid, there is a color indicator that represents the status of the booking. This is the same color that is displayed in the Event Book. Please note there is 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 will show next to every booking.
Service Icons - If the booking has resources, an icon that represents the service provider is displayed
There are numerous tools available to the event planner for making changes to one or more bookings at the same time. All of these tools start with the same step, selecting one or more bookings using the check boxes on the left side of the bookings grid. You can select all bookings at once by using the check box at the top of the grid.
Once you have selected bookings, a new menu will appear at the top of the grid. See below:
Selecting any tool from this special menu will process the selected change on all of the selected bookings.
You will use this option to change various data elements for the selected bookings. Here's a list of the things you can change:
- Change Status
- Change Room
- Change Times
- Change Date
- Change Room Setup
- Change Event Type
- Change Price
Private - Turn on or off the privacy setting for each booking.
Add Resources - Add resources to the selected bookings.
Reset Pricing - Resets the price of all items on the selected bookings to the current price plan on the event.
Confirmation - Sends a confirmation that includes just 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 numerous tools for the event planner to managing resources. Each tool is described in detail below.
Filtering the Resources
There are 3 filtering options available on the Resources tab.
Search for a resource - This will filter the list of resources to those rows in the grid that contain the typed text.
In the upper right corner of the grid (list of resources), there is a filter link. Hovering or clicking on the link displays 2 options:
Hide Old Bookings - Checking this will remove resources tied to old(past) bookings.
Hide Cancelled - Checking this will remove any resources tied to cancelled bookings from the grid, regardless of the booking date.
Sorting the Resources
The list of resources is sorted by date by location by service. To change the sort order, simply click on one of the columns in the grid. Clicking a column once sorts the grid by that column in ascending order. Clicking the column heading a second time will sort the grid in descending order.
Adding New Resources
If you need to add additional bookings to an event, press the Add Resources button and you will be guided through the process of adding new resources.
There are numerous 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 resources grid. You can select all resources at once by using the check box at the top of the grid.
Once you have selected resources, a new menu will appear at the top of the grid. See below:
You will use this option to change various data elements for the selected resources. Here's a list of the things you can change:
- Change Quantity
- Change Service Time
- Change Notes
- Change Price
Reset Price - Resets the price of all selected resources to the current price plan on the event
Delete - Deletes the selected resources.
Event Notes Tab
Any notes about an event can be managed under the Event Notes tab. Event notes are for the event planners to record of any pertinent information about the event. Event notes are internal and can only be viewed by other event planners.
Event Questions Tab
If you are taking requests via the mobile or web tools you can configure the system to prompt the requester for additional information about their event in the form of Event Questions. The answers supplied to these questions are located on the Event Questions tab for review.
The conversations tab keeps a record of all messages to and from the requester for this event. The conversion history is available to all event planners to view.
Questions and Approvals Tab
Like the conversations tab, the question and approvals tab tracks all of the specific questions to requesters and the responses to the questions. It also tracks the status of all approvals required for this event.
All invoices created an event will display on the tab under the invoicing section. As an event planner, you are able to drill into any invoice to see the details of the invoicing at which time you can resend a copy of the invoice via email.
Any deposits taken for an event will also show on the tab under the deposits section.
Working with an individual booking
There are several tools available when you drill into (open) a specific booking from the list of bookings. To open a booking, simply click on the date of the booking.
On the next screen you will be presented with all of the detailed information for the booking. This view of the booking will also show the charges, including taxes and service charge, for the booking.
On this screen, you can perform several functions.
Press the Edit Booking button to modify any information on the booking including the date, time, room, setup and status information. The following screen will be displayed for editing:
After making any changes, press Save.
To add additional resources to this booking, press 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 selection box at the left side on each row. You will be presented with tools to make the following changes to the selected resources:
- Change Quantity
- Change Service Time
- Change Notes
- Change Price