How to Configure Mazévo to Take Room and Resource Requests

This article explains how to set up Mazévo so users can submit detailed room and resource requests.

Overview

In Mazévo, users can submit event requests including details like date, time, location, resources, and service requirements. To configure the system to take requests, you have to:

  • Configure users who can make requests
  • Configure locations that can be requested
  • Configure resources that can be requested (optional)
  • Configure room setups that can be requested (optional)
  • Configure users to indicate which organizations they can submit requests on behalf of 
  • Configure questions you want requesters to answer (optional)
  • Configure statuses
  • Configure allowable time frames for requests and changes 

Once these steps are completed, users can make requests from the desktop by logging into mymazevo.com or by downloading the Android or iOS Mazévo Mobile app to their phone.

To configure users for making requests:

  1. Go to Settings > Users.
  2. Click Add User.
  3. Check the boxes for Global Administrator and/or Active as appropriate.
  4. Type their email address, name, and phone number
  5. Indicate the user's security level. They must have a security level equal to or higher than a specific room in order to request it. If you haven't configured any security levels on your rooms, set the user's security level to Standard
  6. Click the Buildings tab and select all buildings that the user is allowed to request space in.
  7. Click the Roles tab and give the user the Requester role. You can optionally give them other roles as necessary.
  8. Click Save.

To configure locations that can be requested:

  1. Go to Settings > Rooms.
  2. Check the box next to rooms you want to make requestable. You can select all rooms by checking the box at the top of the column.
  3. Hover over Requestable and click Yes.

    To configure resources that can be requested (optional):

    1. Go to Settings > Resources.
    2. Check the box next to resources you want to make requestable. You can select all resources by checking the box at the top of the column.
    3. Hover over Requestable and click Yes.

    To configure room setups that can be requested (optional):

    1. Go to Settings > Room Setups

    2. Check the box next to room setup you want to make requestable. You can select all room setups by checking the box at the top of the column.

    3. Hover over Requestable and click Yes.

    To configure the organizations a contact can make requests for:

    This can be done in two ways. The first is to associate organizations with the contacts who are allowed to make requests on their behalf. You can do this on an organization's record or on a contact record.

    The second method is to mark an organization as Requestable, which means that any contact will be able to make requests on behalf of that organization. See Working with Organizations and Contacts for more details.

    Associate Organizations and Users

    1. Go to Events > Organizations.
    2. Click an organization name to edit the organization.
    3. Click the Contacts tab and click Add Contacts.
    4. Check the box next to the names of users who can request rooms on behalf of this organization and click Add Contacts.
    5. Click Save.

    OR

    1. Go to Events > Contacts.
    2. Click a contact name to edit their record.
    3. Click the Organizations tab and select the organizations that this user can submit requests on behalf of.
    4. Click Save.

    Mark an Organization as Requestable

    1. Go to Events > Organizations.
    2. Check the box next to organizations you want to make requestable. You can select all organizations by checking the box at the top of the column.
    3. Hover over Requestable and click Yes.

      To configure event questions (optional):

      Event questions are questions that you can ask users to complete when they make requests.

      1. Click Events > Event Questions.
      2. Click Add Question.
      3. Type the question
      4. Select a trigger to indicate when the question should be asked. If you select Location or Service, the system displays Location/Services tabs. Indicate which of these items will cause the question to be asked. If you select Always, the question will be asked regardless of location or services. Any question that is triggered requires a response from the user. They can't submit their request without responding.
      5. Check the box if you want to specify answers that can be selected by users. Leave the box unchecked if you want them to type free-form answers. 
        Event Questions with Responses

      To configure statuses for requests:

      Any request that is submitted is automatically assigned a "request" status.

      1. Go to Settings > Statuses.
      2. Click Add Status (or click the name of an existing status to edit it).
      3. Type the name of the new status and select Booked.
      4. Select Use this Status when a user creates a new Request.
      5. Click Save.
      6. You also must configure a status to use when the user cancels their request. Repeat the process above, but select Cancelled as the Status Type and check the box for Use this status when a user cancels a Request.

       

      Status Requestable

       

      Cancel Request Status

      To configure time frames for requests and changes:

      In Mazévo, requesters are associated with a single security policy.  A security policy dictates the time frames for a requester to make and edit bookings.  For more information about configuring security policies, see this KB Article