There’s nothing like getting your hands on an advanced, web-native scheduling solution to really know if it will work for your organization. That’s why we offer a trial of Mazévo for those who want to experience it and understand its potential.
If you’re an EMS customer, we can convert your data into the format used by Mazévo so that you can use the system in a so-called “sandbox” environment. In this cloud-based area, which you can access from anywhere, you can see how EMS data translates and get a feel for our solution. There’s no cost or obligation for this service and trials typically last 30 days—plenty of time for you to get to know Mazévo.
If you currently use another scheduling system, we create a sandbox for you, as well. It will have generic data, but it will still help you evaluate our product. Contact us for details.
There are certain things you should prioritize when considering making a switch to new scheduling software and doing a hands-on software evaluation. They include the new system’s:
Keep your goals in mind. What do you need the software to do for you? If you defined your needs when you participated in a live demo, you can refer back to those.
Remember during your evaluation that we’re here for you! You have full access to Mazévo customer support to answer all your questions. We love helping people get fully immersed in our solution.
If you have a question, call us at 800-254-7615 or send an email to support@gomazevo.com
If you have multiple questions, it may be best to collect and send them as a group. That helps us see the “big picture” of what you’re trying to accomplish with Mazévo and provide a comprehensive reply. We can even connect in a live Zoom meeting if that’s best for you.
You should take these actions to ensure you get the most from your evaluation:
Roles you don't want to overlook include:
Make a list of the things you do in your existing system every day. For example, you might make reservations, make changes to existing reservations, send confirmations, run specific reports, etc.
Based on that list, create a list of features you want to test and review. This doesn’t have to be an exhaustive list, but having something written down will help you get started. That tends to lead to several “aha moments” where you realize there are other tasks you need to consider and therefore other features you need to assess.
After we prepare your sandbox environment, we schedule a meeting to give you access to the system. If there are other people you wish to give system access after the meeting, you can do that. We explain that process below.
Global Admin. This role allows a user to perform all of the functions in Mazévo.
Event Planner—Create Events. These people can schedule events for themselves or others in any building to which they have access.
Event Planner—View Only. These users can view any event in the system and its details.
Requesters. These people can submit room reservation requests through Mazévo.
You can control access to the system in other ways, as well. For example, you may have a user who only needs to run reports, access operations capabilities from their mobile device, or perform billing functions. To provide this type of access, you click the Other Security Roles tab when creating or editing a user record. For More Details see our Guide to User Security in Mazévo
If we converted your data from EMS, your users may already have accounts in Mazévo. In that case, set or confirm each user’s security access and click Save. You will need to click the Resend Invite link to send them an email prompting them to create their password and access the system. Note: This link is only active for 24 hours.
To add a new user, click Add User and enter the required information. Mazévo automatically sends them an email asking them to set their password when you click Save.
The Mazévo sandbox allows you to review your EMS data to make sure everything comes across as you would expect. See this article for an overview of the conversion process.
During the sandbox period, you will want to review how your EMS data came across to Mazévo. We convert all of your bookings starting from three years ago into the sandbox. All related data such as dates, times, locations, resources, notes, customers, contacts, pricing and invoicing data is part of the conversion. While the conversion is accurate and complete, some items do not convert. See this article for details on what is converted: EMS Conversion: List of Data Converted From an EMS Database
The conversion process is the perfect opportunity to clean up old and unused data from your EMS system. We assist with that by leaving behind any data that has not been attached to a booking in the previous three years. This includes old rooms, resources, customers, contacts and user accounts. To get an idea of how much data was cleaned up, compare the number of configuration items in your EMS system to the number in Mazévo.
There will still be items that need to be cleaned up manually after the conversion, and we will take care of many of these items for you. With that said, you will still want to review them yourself for completeness and accuracy. See this article for details.Post EMS Conversion Cleanup
**Don't spend too much time cleaning up your data in the Mazévo Sandbox. If you decide to move forward with purchasing Mazévo we will request a second copy of your EMS data to convert into your live Mazévo system. All of your sandbox data will be removed in the process.
Below are the Mazévo features and functions that people most commonly use. Checking them out can help you understand the system’s capabilities.
What it is: A graphical chart of all the events happening in your facilities for the day or week.
What it is: A search tool to quickly find events.
What it is: A tool for seeing 30 days of events.
Public Calendar
Mazévo also includes a public calendar for displaying events to those outside of your organization. Check out this article for an overview of Mazévo's public event Calendar capabilities: Strategies for Creating a Great Public Events Calendar.
What it is: Displays event information for a single event and all its related bookings. It also has a variety of tools you can use to edit information.
Add bookings to events.
When we bring events over from EMS, we include the EMS Reservation ID number which can be viewed in the top panel of the Event Editor. You can look up any event by its Mazévo ID number or the EMS Reservation ID number. Simply enter the number in the Open field in the top toolbar.
What it is: A document listing the details of an event for review by the person organizing the event.
What you can do with it: You can generate confirmation PDFs and email them directly from your Mazévo trial sandbox. Note: Be careful if you have converted your data from EMS. Mazévo sends confirmations to the primary contact on an event by default. Uncheck the box next to the contact’s name and add yours to the email before sending.
What it is: Similar to the Reservation Wizard in EMS, this tool is used by global administrators and event planners to create events in Mazévo.
What it is: Mazévo offers a variety of useful reports right “out-of-the box.” Running these reports will help you see how they can be used in your environment.
What it is: Mazévo can create and track invoices.
What you can do with it: There are several tools in this area of the system to assist you with your billing and invoicing of events. This includes that you can:
What it is: A form used to submit a reservation request.
What you can do with it: You can tailor this built-in request form to collect the information you need to take requests. It also allows you to process and approve the requests as they come in.
To set up the request process, please contact your Mazévo account rep or Mazévo support. We can get this configured for you based on your business processes in a matter of minutes.
What it is: The ability to approve requests as a global administrator or event planner.
To review requests, you:
3. Click a Requests to open the Event Editor where you can review all the event details. You will see buttons at the top of the page to Approve or Deny the request. Click the appropriate button to change the status of the request and generate an email to the requester to let them know that their request has been approved or denied.
What it is: Reports and operations functions in Mazévo.
What you can do with it: Give your service staff the up-to-date information they need from a report or their computer or mobile device.
What it is: An app that lets you access Mazévo from your mobile device or tablet.
What you can do with it: You or your staff can access Mazévo from your phone's web browser. You log in to the app with the same email and password you use to access Mazévo on a computer.
It enables you to:
We want you to learn everything you need to know about Mazévo to determine if it’s the right scheduling solution for you. If there’s anything we can do to make your evaluation more efficient or effective, please don’t hesitate to contact us at 800-254-7615 or support@gomazevo.com.