This article explains the process for creating a new event.
Users who have the Event Planning role have access to the Add New Event process in Mazévo. This allows them to create single-day, multi-day, and multi-room events consisting of one or more bookings.
Here are some common event requests and the type of event that results:
- "I need a room next Tuesday at 10 a.m." (1 event, 1 booking)
- "I need a room next Tuesday and Wednesday from 8 a.m. - 5 p.m." (1 event, 2 bookings)
- "I need a room every Tuesday afternoon for the two months." (1 event, 8 bookings)
- "I need two rooms next Tuesday afternoon from 1 p.m. to 3 p.m." (1 event, 2 bookings)
- "I need a room every Sunday from 8 a.m. to 10 a.m. for the next year." (1 event, 52 bookings)
As you can see, each event is made up of one or more bookings, with a booking being a unique room/date/time combination. There is no limit to how many bookings an event can have. That said, it may make it easier to manage a large event (one with hundreds of bookings over a period of months or years) if you break it into smaller events, but that is a matter of personal preference.
Creating an event involves walking through a process in which you answer a handful of questions about the gathering:
- Who is attending?
- When is the event taking place?
- Where is it taking place?
- What is the event?
When creating a new event, you will navigate through four different parts of the process to gather the information to the questions above (Who, When, Where, What).
Quick Navigation for this article:
- Part I - The Who
- Part II - The When
- Part III - The Where
- Part IV - The What
- Part I - Advanced Options - Adding Organizations and Contacts on the fly
- Part II - Advanced Options - Repeating date patterns, setup/teardown time
- Part III - Advanced Options - Best available room, conflicts, holidays, building hours
Part I - The Who
In this section you will enter information about who is holding the event; the organization, the contact and the number of people expected to attend.
Based on your system's account settings you may be prompted for only the organization or the contact. In the examples shown in this article, the setting has been set to require both the organization and contact.
Below is the initial screen of Add New Event:
On this panel you will select the organization from the drop down. You can start typing in the organization field and the list of organizations will be filtered to organizations whose name includes the typed text. Simply click on an organization to select it.
After selecting the organization, use the contact drop down to select the primary contact for the event. The list of contacts is presented in a unique way, listing the contacts that are associated to the selected organization at the top of the list, highlighted in colored italics. The remainder of the list contains all of the contacts defined in the system. Again, you can start typing in the contact field to immediately filter the list of contacts containing the typed text.
After picking the event's organization and primary contact, you'll enter the number of people attending the event. This number will be used in Part 3 - The Where section to filter the list of available rooms to rooms that can hold this number of people. When you are ready to proceed to the next section, press Next.
There are two additional items available on the first section. You can add a new organization on the fly if the organization doesn't exist and you can add a new contact on the fly if the contact doesn't exist.
Adding a new organization:
If you can not locate the organization for the event you are creating, you can select from the organization drop down the Add New option.
You will then be able to enter the organization name, type (if they are defined in your system) and phone number.
Adding a new contact:
If you can not locate the contact for the event you are creating, you can select from the contact drop down the Add New option.
You will then be able to enter the contact's name, email and phone number.
If you add a new organization or contact they will be available for other events.
Part II - The When
In this section, you are simply entering a start and end time for the event and selecting the date(s) for the event on this screen:
Using the time pickers, select the start and end time of the event. This is the time the customer's event will occur. Below in advanced options, we will discuss setup and teardown time. One more note, an event can be up 24 hours long and can cross midnight.
After setting the event start and end time, you need to tell the system what date or dates the event will be booked on. On this initial screen you are presented with the 'specific dates' repeat pattern. Using this pattern is as simply as clicking on a date or dates on the calendar that you want to book for this event. In this example, the event will be on Monday, Wednesday and Friday in the last week of January.
You can scroll month to month using the up and down arrows in the upper right corner of the calendar. You can also select the entire column of dates by clicking on the day of the week column heading. In this example, the column heading for 'We' was clicked.
You can also select an entire work week by clicking on the button to the left of the week you'd like to select.
The dates you select do not have to be in any regular pattern, they can just be random dates as shown below:
If you select the wrong date, simply clicking on the date (or column heading or row heading) will unselect the date(s). You can also click the delete icon in the list of selected dates to the right of the calendar.
After picking the dates, press Next to continue.
Date patterns or repeating events
There are several different repeating date patterns available when creating a new event. We've already seen the default repeat pattern of specific dates:
If you use the drop down box for Repeat you will see all of the options.
Every weekday would be Monday to Fridays within the date range you enter:
Every week would be the selected day or days of the week for every week in the date range. (Every Wednesday from 1/24/20 to 2/28/20 in the example shown below):
Every other week, similar to every week, but alternating weeks:
Every month would be the same day for each month in the range. The first date entered would be the repeat (in the example, the 24th)
Everyday would be literally every day, including weekends, between the start and end dates you enter.
Overriding setup and teardown time
Normally the system would use the setup and teardown defined on each room (Settings > Rooms) when looking at room availability and creating the event. However, there are times when you might want to override the room's default setup and teardown time for special situations. Simply select the Specify Setup Time next to the end time field as shown below and you can enter the number of minutes of setup and teardown needed for this special event.
One thing to note, you can set one or both times to 0 minutes, effectively removing any additional time at the beginning and end of the event.
Part III - The Where
In the third section of Add New Event, it's all about where the event will take place. You are looking for rooms that are available for booking on the date(s) and time entered in the When section and limited to rooms that will hold the number of people specified in the Who section.
First, you will narrow down or filter the search to either a list of selected buildings or a list of selected room tags.
Filtering by Building(s):
This is the default setting. From here, all you need to do is select one or more buildings from the the building drop down as shown below.
In the following example, you are search for available rooms in building 1 and building 2:
Filtering by Room Tag(s):
Room tags are used to group rooms with similar characteristics. Rooms can have one or more tags associated to them. Tags are set on the rooms in Settings > Rooms. Filtering by a tag or tags allows you another way to find available rooms with common characteristics (the tag).
After setting your initial filtering (buildings or tags), press Find Rooms to have the system perform a search for all available spaces that match your filter. The results would look like this:
Mazévo displays a list of rooms that:
- Are in buildings you selected or have the tags that you selected
- Can hold the number of people specified in section 1 (the Who)
- Most importantly, the rooms are available for all of the selected date(s) at the event time you entered in section 2 (the When)
More Filtering Options
From this list of available rooms, you have two additional filters to help you quickly find the best room for the event.
- At the top of the list of rooms, you can enter text in the Search for a Room field and the screen will immediately be filtered to the text you have typed.
- Also at the top of the list of rooms, you can filter the results to rooms that can be arranged in a particular setup style:
The last step is selecting one or more rooms. Just check the box at the left of the room(s) you want reserved for this event. As soon as you 'check' the room, you will be prompted to select the setup style for the room as seen below. The drop down list will be filtered to show only setup styles that can are available for the room and that can hold the number of people entered in section 1.
After picking a style, the screen will reconfirm the style setup count. This can be useful when selecting more than one room for an event, such as, a second room for a breakout session.
Press Done to return to the list of rooms. You will see an icon and the count displayed next to your selected room.
If you select more rooms the screen would appear similar to this:
After selecting the room(s), press Next to continue to the last panel, the What panel.
Best Available Room
If you are creating a multi day event, it's possible that some rooms might not be available for all of the dates. In this case, Mazévo can help you find the best available room, the room that is available the greatest number of days that you're looking for space. In our example, we are looking for a room that is available for a 5 day period.
The screen below shows the results of our search. There are some important elements on this screen. First, the total number of days is shown at the top of the list of room (see inside the rectangle - 5 days). Next to each room is the number of days (out of 5 in our example) that the room is available. You would naturally want to pick a room with the highest number of days, hopefully all 5 in our example. However, you may find the choices at the top of the list, sorted in descending order by the days available, might not be suitable for the event.
By hovering over the number of days the room is available, you will see a tooltip that indicates the days that the room is not available.
Clicking on the days available, if it is less the number of days requested, you will be shown a list of events that conflict with the day(s) that the room is already booked.
This information is also presented on the tab labeled Conflicts. Think of the conflict tab as the opposite of the availability tab, it shows each room that has one or more conflicts. This is useful if you're trying to put the event in a very specific type of room. Hovering over the days in conflict will display the dates the room is in conflict.
You can click on the number of days to see the bookings in conflict (the ones that are blocking you from getting the room for all of the dates).
With all of that information at your finger tips, select the room you want for the event. If the room is available less than the total number of days, after selecting the room's setup style (see above), you will be presented with a option to select a different room on the days in conflict or skip the date(s) in conflict and move on without select a room. No booking(s) will be created if you skip the assignment.
If you select assign another room, Mazévo will display a list of rooms that are available on the conflicting dates.
Simply select the alternate room and press Done to continue. You may continue to the final section The What or select additional rooms for this event.
Holidays and Building Hours
Holidays (special dates) and building hours are displayed on the right side of the available rooms grid in two sections, Holidays and Building hours. Selecting the section, by clicking on the section header, will display the appropriate information. Only holidays and building hours for the dates being reserved for this event are displayed.
If you are attempting to book an event outside of building hours or when the building is closed, you will be presented with a warning to that effect. You can continue booking the event or stop and adjust the date(s) and time of the event.
Event planners can book outside of building hours or on a day the building is closed. Don't worry, requesters are not allowed to do this.
Part IV - The What
You arrived at the last panel (section) and there's just a few things you'll need to enter and select before you can create the event.
On this final screen, you'll enter the following:
- Event Name - a short descriptive name for the event.
- Event Type - if your system has event types defined you'll see this drop down box where you can select the type of event.
- Status - Normally, you will take the default (set when creating statuses), but you can change it here if you have a special process.
- Private Event - You can mark the entire event as private so it will not display on the public calendar.
- If you have pricing setup in the system, you can override the system default plan by selecting a different plan from the drop down.
- Apply Taxes - If you need to override the system default, you can specify whether or not taxes should be applied to this event
- Billing Code - The billing code will default from the organization, but you can override it if necessary.
Once you are finished entering and selecting the information on this final screen, press Book Rooms to create the event, after which you will arrive at the event editor as seen below.