Updates

July 2020 Beautification

Jul 2, 2020 3:25:14 PM / by Bryan Peck

There are several enhancements this month to improve the beauty and functionality of your scheduling experience.

You can now choose a monthly occurrence pattern when adding a new event. - Previously you could choose to have an event repeat monthly as long as it was on the same day every month. (i.e., the 8th of the month). Now you can choose to have an event recur on a specific day of the week each month. (i.e., Second Tuesday).

New My Tasks Button on Day at a Glance Screen - You can now access your tasks from the day at a glance screen. From here, you can complete, delete, or reassign tasks.

Improvements to Analytics - You can now publish and save analytic reports for use later by yourself or other staff members. You can also drill into the results on the data panel of analytics to see the individual bookings that make up a result.

New Button to Change Resource Notes - Resource notes are notes that appear by default when you select a resource. Now event planners and override and change these when adding resources.

You Can Now Search for, and Report on Events By Organization Type - The organization type field now appears on Find Events, Activity Log, Analytics, and Revenue Analytics.

New Pricing Method: Half Day/Full Day - If you charge for rooms or resources by day or half-day, this pricing method will calculate the correct price for you automatically.

New Move and Copy Bookings Functions - You can now move bookings from one event to another new or existing event. You can also copy individual bookings to other events with a new date.

Search for Events by VIP Flag - If you have marked an activity as a VIP event, you can now search for these in the Find Event tool.

Change Bookings to a Specific Date - Previously, if you wanted to change the date on a single booking, you could only move that booking a set number of days or weeks forward/backward. Now you can choose a specific date to transfer the booking to.

More Status Colors to Choose From - You have always been able to choose the colors of your statuses (confirmed, canceled, etc.) in Mazévo, but you were limited to 20 colors to choose from. Now you can choose from an almost unlimited number of colors.

Task Definition Notes Now Display To End-Users - Previously, these notes were not visible to end-users. Now, these notes will display when you hover over the name of the task.

See Attendance Numbers When Adding Resources - An event planner can now see the attendance for the event or booking when they are adding resources. Previously they would have had to close the Add Resources window to view this number.

Disable Unused Configuration Items

Jun 19, 2020 4:31:09 PM / by Dean Evans

An essential part of managing Mazévo is keeping your scheduling data clean and up to date. Over time you will accumulate rooms, resources, and customer information that you may no longer need. With this release, you can now disable unused configuration items. By disabling unused items, they will no longer be visible for new events, but you can still view and report on them for historical purposes. Here is a list of items that can now be disabled.

  • Rooms
  • Room Setups
  • Organizations
  • Contacts
  • Event Types
  • Statuses
  • Cancel Reasons
  • Messages
  • Event Questions
  • Approvals
  • Tasks
  • Scheduled Emails
  • Resources
  • Service Providers
  • Pricing Plans
  • Invoicing Departments

 

Performance Improvements

Jun 15, 2020 4:24:54 PM / by Dean Evans

No one likes to wait on slow software, and we don't either! With this release, you will notice several performance improvements to Mazévo. Two of the most heavily used tools, the Event Book and Event Editor will now load faster each time you open them even if you have a lot of bookings. Viewing your filters in Find Events, the Calendar, and the Activity Log is also faster.

New Scheduled Emails, Event Book Tools and Billing Updates

May 26, 2020 4:07:08 PM / by Bryan Peck

Introducing Scheduled Emails

 

With this update, you can now have Mazévo automatically send emails to your customers before and after their event. Examples include automatic reminders to customers to communicate important event details before their function or a post-event survey sent after the activity. 

 

These email messages can be scheduled automatically by Mazévo based on your settings or scheduled manually when you are editing an event. 

 

Brand-new Tools in the Event Book

mazevo room scheduling software event book

 

This release includes several improvements to Mazévo's Event Book that allow you to add and edit bookings without having to leave the page. Right-clicking on a booking will open a menu allowing you to change the time or the room quickly. Double-clicking on any open area of the book will enable you to create a new event on the fly. 

 

Two other helpful features have been added to make it easier to view events that may fall outside of a standard workday. The book now has expanded viewing times. It now shows an entire 24 hour period starting at midnight. Previously the book only displayed events during the hours of 7:00 AM to 8:30 PM.  

 

The book also now visually displays building hours. The times outside of your building's operating hours are indicated with grey shading, making them stand out. Previously the building hours were listed, but there was no shading for a visual reference. 

 

Shared Rooms

 

Let's face it. The last thing you want is for your scheduling system to allow you to accidentally double book a room. There are times however, that you may need to have two groups share the same space at the same time. For instance, you may have two conference groups that will be having lunch in the cafeteria at the same time. With the new Shared Rooms function in Mazévo, you can now allow two confirmed bookings to be in the same room at the same time. 

 

Billing Improvements

 

new complete column on the Create Invoices page makes it easier to tell if an event has any future bookings. Seeing if an event still has future bookings is helpful if you have events that recur regularly, i.e., a weekly meeting. Knowing if an event with multiple bookings is complete can help you determine when it is appropriate to bill the client. 

 

There is a new organization type column on the Create Invoices page. This makes it easy to distinguish external customers from internal groups that you may have a different billing process for. 

 

There is a new payment type for Electronic Funds Transfer. This new payment type is in addition to the existing payment types of cash, check, credit card, and "other." 

 

You now have an option to bill for a single activity more quickly. Previously you would have had to perform a search across a specified date range for an event and then select the event from a list to generate an invoice. Now you can enter the event number without having to search.

 

New Requestable/Reservable Indicator in Request Form

 

When someone is making a request for your space in the Mazévo app, they can now see if the room is reservable or requestable. Reservable rooms are automatically approved for use as long as the room is available at the time the individual is requesting the room. Requestable facilities require the approval of your event staff before being confirmed for use. 

 

Introducing Tasks and Advanced Tools to Manage Resources

May 4, 2020 11:11:55 AM / by Dean Evans

Tasks

Following up with customers is critical to the success of your events. With tasks, you can now keep track of your to-do list in Mazévo. Tasks may be associated with events, bookings or organizations. They have a due date and you can assign tasks to one or more users to complete. Tasks can also be created automatically based on the type of event, location, service, or attendance

Resource Room Exclusions

Do you have rooms where you don't allow food or beverage? Do you have equipment that can only be utilized in specific locations? You can now exclude individual resources or services from being requested in specified rooms. This means when someone wants to request your resources they will only be shown the resources that are available in the room they have selected.

Resource Bundles

With resource bundles you can create a single item that allocates a group of resources. For example you could have a AV package that contains 1 audio mixer, 2 speakers and 2 microphones. By selecting the package each item in the bundle is taken out of inventory for the event. The bundle can also be priced separately from the individual items if desired.

 

What's Improved

Requester Security Changes - The way that you configure the buildings and the time frame your users can make requests for has changed. Those settings are now found under the new Security Policy menu item in configuration. Previously these were found under account settings and the individual users account profile. This change was made to accommodate the new advanced security functions introduced in the last update.

Resource Options - You can now add options to specific resource or catering items. This allows event planners to select a catering item and then be prompted to make other choices related to that item like selecting sides and deserts. These selections will be displayed on all reports and the confirmation.

April 7, 2020 Release - New Document Links, Updates to Confirmation & Billing

Apr 7, 2020 3:56:45 PM / by Dean Evans

With this release the confirmation document received some love and you can now associate documents with events.

New Customizable Confirmation Fields - The confirmation is the document that your customers interact with the most. It is important that you are able to personalize it for your organization. You are now able to add your organization's logo to the confirmation and add your physical and email address to the header. You can also change the title from "Confirmation" to something else that suits your needs like Quote, Proposal or Permit.

New Heading Layout on Event Editor - The information at the top of the event editor page has been updated. The layout is condensed and organized to display all information related to billing on a single line.

mazevo event editor new layout

 

Specify the Number of Hours to Use for Item Pricing - You can now enter a specific amount of time to calculate room or resource item pricing. Previously, the event time was always used to calculate hourly pricing.

New Document Links - Document Links allows you to stay organized by linking important documents to your events. You can associate any document (contracts, insurance certificates etc.) to your event. These documents are saved in your cloud storage service like Google Drive, Dropbox, OneDrive, etc.

New VIP Flag on Events - You can now designate an event that requires a higher level of attention or service as a "VIP Event". You can monitor these events in the activity log.

New Billing Information on Organizations - You can associate a pricing plan with an organization and mark the organization as taxable and/or eligible for service charges. Once these options are set on the organization all new events created for that organization will receive those options. Previously these options were set with a system default each time you created a new event.

Room Diagrams Visible to View Only Event Planners - Room diagrams associated with a booking are now visible to Mazévo event planners with the view only role. Previously there was no easy way for those with this role to view the room diagram.

Add Bookings to Existing Requests - A requester can now add bookings to an existing request. Previously they would have had to submit a brand new event request to add additional bookings.

 

March 30, 2020 Release - Enhanced User Security & New Reports

Mar 30, 2020 4:39:18 PM / by Dean Evans

New Advanced User Security - With this release you now have more control over the specific rooms someone can request through Mazévo. Previously all your rooms had to play by the same set of rules when requested. You can now set rules on an individual room determining when it can be requested and for how long. You can also create different room rules for different sets of users (e.g., staff vs. students).

Additional Limits on How Far Out Requests are Accepted - You can now set a fixed date in the future for how far out you wish to take requests. Previously you could only set a rolling date, for example, 60 days from today. This is available in advanced and standard user security.

New Layout for User Security - The window you use to edit a user's security has been changed and some of the user security roles have been simplified. This was done to make things easier to understand and accommodate the other mentioned changes in user security.

New Service Provider View in Activity Log - The activity log can now be used by service providers (AV, catering, facilities etc.) to see new and changed services. They can view the changes that have been made to services over any time frame including the last day or last week.

Reports Now Use A Darker Font Color. Previously the reports used a dark grey font. The new black font will make the text easier to read when printed.

New Room Card Report - Mazévo will now print a list of events taking place in a specific room. The report is designed to be placed outside the room and will display the all the events happening in the room for one or more days.

mazevo room card report

New Service Order Report - The Service Order Report displays a single service for an event. It includes all of the details for the service including the date, time, customer, contact and time of the service and details about the equipment required and service itself.

mazevo catering service order report

Analyze Events by Status in Analytics - There is now a way to analyze the the number of events, hours, revenue and attendance by the booking's status (confirmed, cancelled, tentative etc.)

Performance Improvements to Find Events and Event Editor - The event editor and find events pages will now open and load quicker.

 

 

March 9, 2020 Release - Better Report Printing, Event Descriptions & More

Mar 9, 2020 5:42:47 PM / by Bryan Peck

This update is a collection of changes based on customer feedback that will allow you to schedule better using Mazévo. There are some updates to billing functions and a new event description as well. Read on for details.

What's Improved

Print Reports from Browser Window - You can now print a report from your browser without having to save it to PDF first. You will see a new button called Create PDF which will open the report in a separate browser tab. You can print the report directly from that browser tab or save it as a PDF.

New View In Book Button - There is a new "view in book" button in the event editor next to every booking. This allows you to quickly view a booking in the event book without having to navigate through multiple screens.

 

open in book

 

View Room Information When Adding an Event - If you are adding a new event you can now click a room name to display more information about the space including the default room setup time, room capacities, notes about the room and a room image.

Improvements to Viewing Unpaid Invoices - When using the Find Invoices function you can now choose to view only invoices that have an outstanding balance. This will allow it to function as an accounts receivable ageing report. Previously the find invoices function would display both paid and unpaid invoices.

New Invoice Header and Footer Messages - You can now create invoice header and footer messages. These messages will display on any invoice you generate. You can also create multiple messages and use them interchangeably.

See Total Charges From Event Editor - The event editor now displays the total charges for an event. When you hover over the charges you will see the subtotal and any taxes and or service charges that are being applied.

 

room scheduling event editor charges

 

New Event Descriptions - You can now add an event description when adding a new event. The event description will be displayed on the public events calendar and anytime you open and event to view it's details.

New Bookings Summary in Confirmation Emails - Confirmation emails now display a summary of the first 10 bookings of an event in the body of the email. Previously the email only displayed the date and time of the first and last bookings.

 

room scheduling confirmation

 

New Progress Indicators on Web and Mobile Request Forms - There is a new progress indicator on the room scheduling request form. This progress indicator is displayed on both the web and mobile app. It will show those making requests how far along in the process they are.

 

room scheduling progress indicator

 

 

 

 

 

February 25, 2020 Release - New Automated Event Approval Process

Feb 25, 2020 3:24:00 PM / by Dean Evans

Automated Approvals

There is a new optional approval process for scheduling events. If there are multiple people in your organization that need to review and approve events before you confirm them, you can now manage that entire process in Mazévo.

Mazévo can automatically prompt others in your organization for approval based on the size of the event (attendance), the services required, type of event or location. Approvals can be granted from the web or the approver's mobile device through the Mazévo app.

An event planner will have the ability to monitor the approval process and quickly identify events that are still pending approval or have been approved/declined by other approvers.

 

What's Improved:

New Single Sign On (SSO) Support in Mazévo Mobile

If your organization utilizes SSO you can now leverage that from both the desktop and the Mazévo Mobile app.

New Revenue Analytics Report

If your organization uses Mazévo to keep track of charges and fees for rooms, services, equipment or catering you can now create a summary report of all those charges. The new Mazévo Revenue Analytics Report will display the item, amount, event name, customer, internal account code, billing code and event ID.  This report can also be exported to excel if needed.

 

 

February 6, 2020 Release - More Information at Your Fingertips

Feb 6, 2020 3:19:09 PM / by Dean Evans

We made several small improvements with this release which will put more scheduling information at your fingertips and make it easier for you to navigate around in Mazévo.

What's Improved

Room Not Available Explanation - If you are allowing users to make room requests through Mazévo there will be times that the room they want is not available. This can happen for a variety of reasons, for instance the room may be booked by another event or the building is closed that day. There is now a link on the request form so the user can see the reasons why a particular room is not showing up.

Enhancements to the Resources Tab of the Event Editor - When viewing resources under the resource tab of the event editor the resources are now grouped by booking. They were previously sorted by date and location. The new grouping will make it easier to see at a glance which resources belong to specific bookings. There is also a new colored bar to the left of the resource also represents the status of the booking. Previously you would have had to click on the bookings tab to see what the status was.

mazevo event editor resource tab groupings

 

Event Calendar Indicates Special Dates - There is a new star icon that appears on the event calendar to denote holidays and special dates. Hovering over this icon will display the name of the holiday.

Tab Key Enabled When Entering Times - This is for users that prefer to type in the time to a time field instead of picking the time from a list. Previously if you typed in a time into a time selection field you still had to click the time you wanted from the drop down display with your mouse.

Create New Tab Icon - There is now an icon available to event planners that will open Mazévo in a new tab in your web browser. Previously if you were working on an event and wanted to navigate to another function in Mázevo there was no easy way to do it without leaving the page you were working on. Now you can just click the new tab icon and a second Mazévo tab will open for you to work in.

 

mazevo new tab icon

 

Default Start Page Now Displays on Menu Bar - A link to the users default start page now appears on the menu bar at the top of the page.

 

mazevo default start page item

 

Text Labels Added to Menu Items in Mobile App - Previously there was only an icon with no text.

mazevo mobile menu text labels

 

Meeting Room Details Available From Event Book - You can now click a room name in the event book to view a rooms minimum and maximum capacity, the default time to setup and teardown the space, the room image, the room notes and the room setup styles that can be accommodated along with their capacities.

View All Public Events From Mobile App and Web - You can now view all scheduled events from the mobile app and web page if you do not have the event planner role. The view will be limited to only public events. Private events can still only be viewed by an event planner.

 

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