Rooms: What They Are and How to Create Them

Rooms are the spaces that you schedule within Mazévo.

The term covers both traditional rooms (meeting rooms, classrooms) and spaces like athletic fields or pools that can be 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 the list of rooms while creating new events or while 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 making a request to automatically limit the rooms to rooms that will fit your event.
  • Room Image: This image will display to event requesters.
  • 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 the room can be requested by users, check this box.  The requestable flag can also be set for multiple rooms at the same time (see below).
  • Shared:  If you want to allow the room to be shared for multiple events at the same time, 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.

Requestable Rooms

You can limit which rooms you allow your users to make requests for if you are using Mazévo to take requests.

To mark a room as requestable:

  1. Click the box next to the room name.
  2. Choose Requestable > Yes from the menu that appears.

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

Room list highlighting the Setups Column