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Managing Tasks for Event Planners

This article explains how event planners can use tasks (i.e., reminders or to-do items) in Mazévo to help them manage events and provide attentive customer service.

Overview

Tasks are reminders to perform an action, such as calling the customer to gather information, creating a setup diagram for a booking, or double-checking a catering order. Each task is tied to an event, booking, or organization, providing the event planner with context on what needs to be done.

When creating an event in Mazévo, the event planner can add a series of tasks that must be completed. If the system is configured to do so, it can automatically add tasks to new events and bookings when they're created based on a specified "trigger."  

Mazévo has two main tools to aid event planners in monitoring and managing tasks:

  • Manage tasks
  • Event editor

Manage Tasks

Manage tasks is a tool that allows an event planner to view and edit any task in the system, not just tasks assigned to them. That said, event planners typically use the tool to review and update tasks assigned to them. The manage tasks tool displays a list of tasks that match the filters the user entered.

These filters are:

  • State. The two states are open or completed.  
  • Due Date or Date Completed. If you are filtering for open tasks, you can also filter for a range of due dates. The system also always displays overdue tasks. If you are filtering for completed tasks, you can specify a range for the completion date.
  • Task Description. You can filter the list of tasks to show only selected task descriptions.
  • Attached To. You can filter by what the task is attached to. For example, you can have the system show you only tasks tied to events.
  • User. You can filter by the user (s) responsible for performing the task. 

Manage tasks filtering screen

To view or edit tasks:

1. Set the filters as appropriate.

2. Click Search.

3. Review the list. As with all grids in Mazévo, column widths can be changed. Click a column heading to change the sort order. Group or export tasks by selecting a Group By or Export option at the top right side of the display. To edit a task, click the due date. You can also open the event the task is associated with by clicking its name. The event opens in a new browser tab.

Manage Tasks - Results grid

To mark a task as completed:

1. Choose one or more tasks by checking the box in the left column.

2. Click Mark as Complete at the top of the grid. 

The system records the date completed and the user who is completing the task in the history. 

Manage Tasks - Selecting multiple tasks-1

3. You can also mark a task as completed by clicking the due date, changing the state to Complete, and clicking Save. In addition, you can change the due date of an open task and enter notes about it.

An example of editing a task from Manage Tasks

Tasks that the system creates automatically may not initially be assigned to a user responsible for completing them. The processes for assigning a user or changing the currently assigned user follow the same steps.

To assign or change the responsible user on a task:

1. Select one or more tasks by checking the box in the first column of the grid.

2. Click Responsible User on the menu at the top of the grid that is shown when one or more tasks are selected.

3. On the Responsible Users window, add or delete users as appropriate and click Save. 

Manage Tasks - Changing or assigning user

To add a task to an organization: 

1. On the Task grid, click Add Task. You can also add a task from the initial filtering screen.

2. Provide all necessary information for the task, which can include:

  • Task Description
  • Due Date
  • Organization
  • Notes
  • Responsible Users
3. Click Save.

Manage Tasks - Adding a task to an organization

Event Editor

The event editor—the main tool for viewing and modifying event details—can also be used to manage event-related tasks.

To view or add tasks from the event editor:

1. Open the event in the event editor. 

2. Click the Tasks tab. From this tab, you can do the following:

  • Change the state of a task
  • Change the responsible user assigned to tasks
  • Add a new task to the event

Event Editor - The Tasks Tab

To mark a task as completed:

1. Select one or more tasks by checking the box in the left column.

2. Select Yes from the Completed menu at the top of the grid. 

The system records the date completed and the user that is marking the task as completed in history for each of the tasks modified. 

3. You can also mark a task as completed by clicking the due date, changing the state to Complete, and clicking Save. In addition, you can change the due date of the open task and enter notes about it.

Event Editor - Selecting a task

Tasks that the system creates automatically may not be assigned initially to a user who is responsible for completing them. The processes for assigning a user or changing the currently assigned user follow the same steps. 

To assign or change the responsible user on a task:

1. Select one or more tasks by checking the box in the first column of the grid.

2. Click Responsible User on the menu at the top of the grid that is shown when one or more tasks are selected.

3. On the Responsible Users window, add or delete users as appropriate and click Save. 

Event Editor - Changing the responsible user

To add a task to an event: 

1. Click Add Task.

2. Provide the necessary information, which may include:

  • Task Description
  • Due Date
  • Notes
  • Responsible Users
3. Click Save.

To add a task to one or more bookings:

1. Click the Bookings tab.

2. Select bookings by checking the associated box in the left column.

3. Click Add Task and enter the necessary information, which may include:

  • Task Description
  • Due Date
  • Notes
  • Responsible Users
4. Click Save.

Event Editor - Adding a task to selected bookings