Mazévo makes it easy to create reservations and add all the details needed to execute flawless events. But, as with any system, getting the information in there is only half the battle. You’ve got to be able to get the details out in a form that enables you to work with the information quickly and efficiently.
That’s where Mazévo’s robust reporting capabilities come in. Through decades of working with scheduling professionals, we’ve identified and developed the reports they need to do their jobs, from informing visitors about the day’s agenda to analyzing revenue and everything in between!
You can find information about Mazévo reports in our extensive Knowledge Base. However, we also recently hosted a Mazévo Connect webinar titled “Mastering Reports in Mazévo - Get the Data You Need, When You Need It.”
In the session, we walk through how to set up and run some of the system’s most widely used reports. If your job involves pulling information out of Mazévo—for yourself, your team, your boss, or anyone—we encourage you to check out the webinar recording on our YouTube channel. (You’ll find lots of helpful videos on a wide variety of topics there!)
In addition, we’ve summarize the session below for your convenience.
TL;DR Key Takeaways:
- Mazévo has an array of general usage reports.
- Each report has many options and formats you can use to get exactly the information you need.
- You can “publish” reports to save the settings for yourself or all Mazévo users.
- Report security gives administrators the ability to limit access to reports.
- You can use the Find Events and Advanced Find Events functions to create complex queries that capture specific information and then save those views in the same way that you publish a report.
Event List: A Simple Summary of What’s Happening at Your Facility
Software Consultant Wendy Newlon kicks off the session by discussing the Event List. It’s a public-facing report that simply shows the events taking place for a given period. As Wendy points out, we make it easy to get the timeframe you’re interested in by providing a drop-down list of commonly used settings (Today, Today Plus A Number Of Days, Tomorrow, This Week, etc.).
She also explains features like including or excluding private events, how to paginate the report, how statuses are prepopulated on the Report Setup window, how to adjust the statuses if appropriate, etc. You can also add filters to the report criteria—buildings, rooms, room tags, event types, and more. You might do that if you want to, for example, run the Event List for confirmed events tomorrow in the Auditorium. What you get is essentially a bird’s eye view of events that you might provide to a team member who needs a quick way to find an event when interacting with visitors, for instance.
Operations Report: The “Queen Mother” of Reports
Wendy jokes that she calls the Operations Report the Queen Mother of Mazévo reports, given all the information it can provide. It’s a favorite of setup crews and others who need to see all the details for an event. She points out the Date Range field, explains the Print Grayscale feature, talks about the importance of the Report Format options, and notes additional filter options for this report.
After generating the report preview, Wendy walks through the tremendous amount of information it provides, showing it in all the formats and explaining how you can use it to, for example, find all events with catering. She also runs the report to find events with catering but also to show other resources on those events. What you learn is that it’s a comprehensive and flexible report focused on day-to-day operations!
Service Order Report: Work Order for a Single Service Provider
As Wendy opens this report, you start to see a pattern. The reports covered so far have similar Report Setup windows, making it easier to understand how to run them. Some differences here are the Service Provider field and the Show Pricing checkbox, which Wendy explains.
Why would you use this report? She gives the example of service carts being taken to different rooms. You can print a Service Order report and send it with the cart to clarify what should be delivered.
Room Cards: Room-Specific Agendas
Wendy notes that some Mazévo customers have room sign holders outside each room. Room Cards are simply listings of events by room that can be put into those holders. As she points out, some organizations like to run the report for an extended period (a week or even a month) so that people can see what’s ahead in the room.
Wendy also mentions that, as with all Mazévo reports, you can create a PDF version to share electronically.
Resource Usage Report: A Tool for Managers
CEO Dean Evans explains the next two reports. The first is the Resource Usage report. One of the key features of this report is the View, which can be Quantity Used, Quantity in Use (Inventory), and Requester Inventory Issues.
His first example shows day by day, resource by resource, the quantity used. This view is commonly used for catering items, showing how many bottled waters are needed, for example. You can run the report to show Total Only, which sums the quantities of each item for the specified date range. Clicking the number in the Quantity Used column provides details on where and when resources are needed.
The difference between Quantity Used and Quantity In Use (Inventory) is that the latter are items for which you have a finite number—equipment, furniture, etc. Quantity Used is for consumable things like foods and beverages that can be restocked.
Dean runs the report for Quantity In Use and then checks the box for Limit To Overcommitted Resources, explaining that that’s typically what you’ll be looking for: situations where you have more need than quantity available. For a graphical portrayal of an issue, you click the graph icon at the end of the row. Clicking the number in the Quantity Used column brings up information on where and when an item is being used.
The Quantity Requested field is the quantity of an item that someone has asked for in a reservation request. Dean runs the report with the view called Requester Inventory Issues and shows how you can drill down into the data to see where demand exceeds supply and decide how you want to handle the situation—grant the request using the available inventory and potentially having to, for example, rent the needed it, or delete the request.
Daily Log Report: Gathering Information From Your Team or Service Providers
Mazévo enables you to create a form that building managers, service providers, or other team members can use to submit information like shift reports, incident reports, etc. You determine what information that form will ask for.
The Daily Log report captures and presents the information for a specified timeframe. Dean shows where and how you define Daily Logs, including the option to Notify Users Upon Submission, which is often used for incident-type reports.
Analytics Report: Operations by the Numbers
Account Executive Claire DeGroot is up next. Claire talks about the Analytics report, which gathers and displays key metrics (Number Of Bookings, Total Hours, Total Attendance, or Total Revenue) for the specified date range. As she explains, you can run the report to show you all the data or limit it to the top 5 or 10 entries.
Mazévo displays a pie chart first. Clicking Data brings up the data in number form by month, totaling it at the end of a row. You can also click on any figure to drill into the data.
Revenue Analytics Report: Reviewing the Dollars and Cents
Next, Claire runs the Revenue Analytics report, which, as the name suggests, focuses on money. It’s a data-rich report, and she demonstrates that you can drag a column heading to the top of the report to change the sort order. You can also export the results.
Publishing Reports: Getting Information Efficiently
Software Consultant Joe Findley continues the session by explaining that once you determine report settings that work best for a particular need, you can save those settings for future use by “publishing” the report. In doing so, you describe the report (for example, “Smith Center Event List for Today”) and indicate whether it should be available to other users. As Joe points out, you want the name to be very descriptive so you can distinguish between potentially several versions.
He goes on to show the Published Reports page and explains the options. Users can Subscribe to get reports by email regularly, copy report links, or email links to other Mazévo users. System administrators have those functions, plus the ability to subscribe other users to reports and edit reports. Administrators can also change the owner of a report, such as when the original owner leaves the organization.
Report Security: Controlling Report Access
Next, Joe explains the concept of report security. Importantly, you can indicate that a particular type of Mazévo user can: View event reports (meaning they can’t modify the setup), run and optionally publish event reports, and view analytics reports.
Find Events (and Advanced Find Events): Powerful Custom Querying Capabilities
I wrap up the information on reporting by talking about the Find Events function. While you might not think of it as a “reporting” tool, it serves the same purpose. Of course, you can also use it to, like the name says, find events—an action we’ve streamlined by giving you options for commonly used searches.
I also demonstrate how you can pull up a list of events and then use the Search field at the top of the window to search within those results. In addition, you can use the date field to move the date range forward or backward, and you can export the information shown in PDF or Excel format.
Exporting information is more common when using Advanced Find Events. In the advanced search, many more filters and other options are available. You can also click in the area beside the column headings to add other data to the results. These features make Advanced Find Events more of a reporting tool. I also point out that when you change the Display option, Mazévo modifies the Display Columns to align with your selection.
Next, I provide a real-world scenario where requesters are asked if they need help setting up their equipment. Adding that question to what’s displayed when I execute my search is easy. By indicating I want contact information displayed, I get what I need to reach out to requesters and address the setup issues.
That ability to create a very specific query is even more useful because, like publishing a report, you have a Save View option. Users can also subscribe to a view to get regular updates. Even people who aren’t Mazévo users can benefit from a saved view by being subscribed to it or having someone send them a link.
Finally, I explain that My Views and Public Views are just shortcuts to saved views, and you can click the heart icon next to a view to “pin” it to the top of your list for fast access.
How Would You Use Mazévo Reports?
This webinar provides an overview of general usage reports. We’ve done others that are deep dives into the Confirmation and invoicing, and we encourage you to find those on our YouTube channel if you’re interested.
Have questions about how you’d use Mazévo reports in your scheduling environment? Let’s talk! We’re happy to discuss your needs and how we can help meet them. Schedule a demo, and we’ll focus on your requirements.
