Rooms: What They Are and How to Create Them

Rooms are the spaces that you schedule within Mazévo.

The term covers traditional rooms (meeting rooms, classrooms) and spaces like athletic fields or pools booked for events.

To create a room:

  1. Go to Settings > Rooms.  A list of all rooms in the system is presented. 
  2. Click Add Room to create a new room.

To edit a room:

  1. Go to Settings > Rooms.  A list of all rooms in the system is presented. 
  2. Click on a Room to edit it.

Note: When a room is created, it is immediately available to request/reserve, as long as the user has the right security level to access it. 

Room Attributes

To define a room, you need to enter the room name and building.  You can also set various attributes or properties for the room:

  • Room Type: If room types are defined in the system, you can categorize a room by assigning a room type.  Room types can be used to filter rooms while creating new events or generating reports.
  • Room Notes: Room notes are used to describe features that requesters might want to see while searching for rooms for an event. Room Notes are visible to a requester while creating a new event.
  • Internal Notes:  Internal room notes are available only to event planners.  These notes are displayed when adding a new event and in the Event Book. 
  • Minimum and Maximum Capacity: The minimum and maximum capacities for the room. Mazévo will use the attendance number you enter when requesting to automatically limit the rooms to rooms that will fit your event.
  • Number of Room Cards: This controls how many copies of the room card report will print for this room.  This can be used if the room has more than one entrance and a room card is posted at each door.
  • Room Image: This image will display to event requesters.  The recommended size for the room image is 1024 x 786.
  • Setup and Teardown Time: Mazévo automatically adds this time to the beginning and end of each new event as 'buffer' time.  Event planners can override this default time when creating events, while requesters can not.
  • Requestable: If users can request the room, check this box.  This checkbox is not available if you are running the system with advanced security turned on.  
  • Room Is Always Available:  For certain spaces, it may be desirable to have Mazévo ignore a room's availability when creating and editing events. This is useful for virtual meeting spaces and outdoor spaces that can accommodate simultaneous events.  Select this option to turn off availability checking for the room.
  • Shared:  If you want to allow the room to be shared for multiple events simultaneously, select this option. Only Event Planners can book a room in a shared state, not requesters, as a shared room that is booked will not appear as an available room to the requester.
  • Disabled: To prevent the room from being used on new events, you can set the room to disabled.  Disabling a room keeps the booking data intact for historical reporting purposes. More information on disabling a record can be found here.

Setting the Requestable Flag on Multiple Rooms at One Time

From the main grid that displays all of the rooms in the system:

  1. Select the checkbox to the left of each room to the set as requestable.
  2. From the menu at the top of the grid, select  Requestable > Yes.  

Depending on your system configuration, customers that use advanced security will determine which rooms are available to requesters by configuring a security group and applying that group to a set of rooms.  

Room Tags

A room tag is a  label that can be applied to rooms. See Room Tags: What They Are and How to Create Them

Room Setups

While viewing the rooms' list, you can click on the count in the Setups column to manage the room's setup styles.  More information about room setups can be found here.

Room list highlighting the Setups Column