Working with Organizations and Contacts

This article explains how organizations and contacts are used in Mazevo

Organizations are the "groups", "departments" or "customers" that use your facilities and contacts are the people associated with those organizations that you may interact with while scheduling and planning events.

Associating Organizations and Contacts with Events

In Mazévo you can decide if you want to require an organization and/or a contact to be associated with all new events. By default Mazévo will require both to be associated but an administrator can change this under Account Settings. When both are required you will not be able to complete a new event or a new request unless both an organization and contact are associated with an event.

An organization can have an unlimited number of contacts associated with it. When you add a new event to the system you first will choose an organization or you can add a new one on the fly by entering the organizations name and organization type (optional) and phone number (optional).

Once you have an organization selected you can then select a contact or create a new one. To select a contact you can choose one from the drop down list.

Add New Event Contact List

The contacts that appear in orange italics at the top of the list are the contacts which are already associated with the selected organization. The contacts below in black are all the other contacts which are already in Mazévo.

To quickly find an organization or contact you can also start typing the name you are looking for and the list will instantly filter based on what you are typing.

Add New Event Search for Contact2

Managing Organizations

You can view the entire list of organizations by go to Events > Organizations. Here you can update the organizations physical address, phone number, organization type and billing code.

You also have the ability to add any associated contacts to the organization by going to the contact tab.

Organization Screen

Managing Contacts

You can view the entire list of contacts by go to Events > Contacts. Here you will see a complete list of all contacts in the system. Use the search bar at the top to search on any field in the list including name and email. You can also use the organization drop down to only show you contacts associated with the selected organization. Note that all the columns are sort-able by clicking on the column name.

Mazevo contact list

Mazévo will automatically associate contacts in the list with Mazévo users. The "Is User" column will let you know if there is an associated user record for this contact.  The organizations column will tell you how many organizations the contact is associated with if any.

Updating Contact Information

Many of your contacts may also be users if you are accepting event requests through Mazevo. When a contact is also a user, an administrator will not be able to update the contacts information including the contact name and email from this screen.

The only way to update the contact information is to change it in Settings > Users which can only be done by a global administrator, a user with access to the user administrator role or the user themselves. Once the user has confirmed their email address the email address cannot be updated by anyone except the user themselves.

Contacts and Requests

If your organization allows users to make requests either from the web or mobile app AND you require both an organization and contact for new events (this is the default account setting) you will need to make sure that all your contacts who are users have at least one associated organization or the user will not be able to complete the request.