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 event types that can be requested (optional)
  • 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. Type their email address, name, and phone number
  4. On the Security tab, select Requester and indicate whether the user can create requests or only view requests.  If the user will create requests, select a security policy.
  5. Click the Roles tab, and you can optionally give them other roles as necessary.
  6. Click Save.

Each requester in the system will also be tied to a contact record.

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.

If you are using the advanced security policies, the requestable flag is set on the security policy group, not on each room.

    To configure resources that can be requested (optional):

    1. Go to Settings > Resources.
    2. Check the box next to the 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 the 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 contacts who are allowed to make requests on their behalf. You can do this on an organization's record or a contact record.

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

    Associate Organizations and Contacts (Method 1)

    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 (Method 2)

    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 types that can be requested (optional):

      1. Go to Settings > Event Types

      2. Check the box next to the event types you want to make requestable. You can select all event types 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:

      For the requesting process to function, you will need to create several status records.  If you are running with standard security, the statuses required are:

      • A single status that books space (for the initial request). Typically the status is called Request.
      • A single status that does not book space (for bookings canceled by the requester or event planner). Typically the status is called Canceled.
      • A status that books space (for approved requests).  Typically this status is called Confirmed.

      If you are using advanced security, the statuses required are:

      • At least one status that books space (for the initial request). Typically the status is called Request.
      • At least one status that does not book space (for bookings canceled by the requester). Typically the status is called Canceled.
      • At least one status that books space (for approved requests).  Typically this status is called Confirmed.
      • A status that does not book space (for bookings denied by the event planner). Typically the status is called Denied.
      • Optionally, a status(s) for bookings that are changed by the requester. This can be the same as the status of the initial request.  

        Additional information on creating statuses can be found here.

       

      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