EMS Data Conversion
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      1. Mazevo Knowledge Base
      2. EMS Data Conversion

      EMS Conversion: List of Data Converted From an EMS Database

      This article details the data that is transferred into Mazévo from an EMS database during the conversion process.

      Overview

      In order to switch from EMS to Mazévo, the data from your old system must be converted to the format used in the new scheduling solution. This process, which we perform for you, is quick and easy. Once we've received your data, most conversions can be completed in less than 24 hours.

      Most EMS data items can be pulled into Mazévo. In general, the vast majority of configuration settings defined in EMS will be transferred, as will the majority of reservations, bookings, and service orders. However, some items will require attention on your part following the conversion. This article provides details.

        

      Note: Conversions include one year of booking history and all future bookings.

       

      Tip: It's a good idea to review and "clean up" your EMS data before converting to Mazévo. This includes marking as "inactive" any records that shouldn't be converted.

      Table of Contents

      Configuration data that is converted

      Reservation data that is converted

      Post-conversion cleanup

      Data that is not converted

       

      Configuration Data

      The following configuration items are transferred in an EMS-to-Mazévo conversion:

      Buildings

      • Building Name
      • Building Timezone
      • Building Code (EMS Campus Only)
      • Date Added / Added By
      • Active (as Disabled)

      Building Hours

      • Building
      • Date
      • Open Time
      • Close Time
      • Closed all Day

      Room Types

      • Description
      • Date Added / Added By

      Rooms

      • Room Name
      • Building
      • Combo Room and Combo Room Components 
      • Setup and Teardown Time
      • Room Type
      • Minimum and Maximum Capacity (at the room level)
      • Account Code 
      • Room Notes (as Internal Notes)
      • Room Code (EMS Campus Only)
      • Date Added / Added By
      • Active (as Disabled)

      Room Images

      • Room
      • Image File

      Room Views (converted as Room Tags)

      • View Name (as a tag on the room)

      Room Features (converted as Features)

      • Feature Description
      • Date Added / Added By

      Room Features by Room (converted as Room Features by Room)

      • Room
      • Feature

      Setup Types (converted as Room Setups)

      • Setup Description
      • Date Added / Added By
      • Active (as Disabled)

      Setup Type by Room (converted as Room Setup by Room)

      • Room
      • Setup Type
      • Maximum Capacity 

      Event Types

      • Event Type Description
      • Date Added / Added By
      • Active (as Disabled)

      Group Types (converted as Organization Type)

      • Group Type Description
      • Date Added / Added By

      Statuses

      • Status Description
      • Status Type (Book Space, Cancel)
      • Status Color
      • Date Added / Added By
      • Active (as Disabled)

      Status types of Wait List and Info Only are changed to Cancelled.

      Holidays (converted as Special Dates) 

      • Date
      • Description
      • All Buildings
      • Date Added / Added By

      Only Holidays in the future are converted

      Cancel Reasons 

      • Description
      • Date Added / Added By
      • Active (as Disabled)

      Messages 

      • Message Description
      • Message
      • Date Added / Added By
      • Active (as Disabled)

      Reminders Types (converted as Task Definition) 

      • Description
      • Due Date Method and Days
      • Notes
      • Date Added / Added By

      Departments (Confirmation Templates)

      • Department Name
      • Address
      • City, State, Zip
      • Email Address
      • Phone

      Categories (converted as Service Providers)

      • Description
      • Buildings where service is available
      • Date Added / Added By
      • Active (as Disabled)

      Category Buildings (which buildings can a category be used in)

      • Service Provider - Buildings

      Category Groups (converted as Resource Groups)

      • Description
      • Date Added / Added By

      Category Service Types  (converted as Resources marked as service descriptions)

      • Description
      • Date Added / Added By

      Resources

      • Description
      • Notes
      • Group
      • Category
      • Inventory?
      • Inventory Quantity
      • Account (Account Code)
      • Date Added / Added By
      • Active (as Disabled)

      Resource Packages 

      • Package Name
      • Resources included in the package
      • Package Pricing Flag
      • Date Added / Added By
      • Active (as Disabled)

      Resource / Room Exclusions 

      • List of resources to exclude from a list of rooms

      User-Defined Field Definitions (Converted as Event Questions)

      • UDF definitions attached to the reservation as Event Questions (Text Entry)

      Pricing Plans

      • Description
      • Pricing for all rooms in the plan
      • Pricing for all resources in the plan
      • Date Added / Added By
      • Active (as Disabled)

      Accounts  (converted as Account Code on Rooms and Resources) 

      • Account Code

      Billing References (converted as Billing Code on Organization and Events) 

      • Billing Code

      Calculations (converted as Tax Codes and Service Charges) 

      • Calculation Description
      • Rate
      • Room Taxable (from Room Calculations)
      • Resource Taxable (from Resource Calculations)
      • Group Taxable (from Group Calculations)

      Departments (converted as Invoicing Department) 

      • Department Name
      • Address
      • City, State, Zip
      • Email Address
      • Invoice Prefix/Suffix
      • Next Invoice Number
      • Phone
      • Active (as Disabled)

      Users 

      • First Name
      • Last Name
      • Email Address
      • Phone
      • Global Admin
      • Date Added / Added By
      • Global Admin (if admin in EMS)
      • Event Planner - View Only (all other users)

      Only EMS users that have an email address are converted.  Users that are EMS Admins will be global administrators while all other desktop users will be converted as Event Planners with a view-only role.  

      Web Users (converted as Users with Request View Only role)

      • First name
      • Last Name
      • Email Address

      Web Users will also be tied to a contact in Mazévo.  Also, the Web User Groups for the web user will be converted into Mazévo, tying the contact (the web user) to the organizations they can make new requests for. 

       

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      Reservation Data

      Groups (converted as Organizations)

      • Group Name
      • Address, City, State, Zip
      • Phone
      • Group Type
      • Pricing Plan
      • Billing Reference (as Billing Code)
      • External Reference
      • Date Added / Added By
      • Active (as Disabled)

      Group Contacts (converted as Contacts and de-duplicated)

      • Contact First/Last Name
      • Contact Email
      • Contact Phone
      • External Reference
      • Active (as Disabled)

      Reservations (converted as Events)

      • Event Name
      • Group
      • Event Attendance
      • Pricing Plan
      • 1st Contact (Primary)
      • 2nd Contact (Secondary)
      • Billing Contact (Billing)
      • Billing Reference (as Billing Code) 
      • Date Added / Added By

      Note: Reservation ID and the email address entered on a reservation are converted into a "conversion" note.

      Bookings 

      • Booking Date
      • Event Start / End Time
      • Reserved Start / End Time
      • Room
      • Status
      • Event Type
      • Booking Event Name
      • Room Setup
      • Setup Count
      • Private (Based on the settings from the room, status, and event type for the booking)
      • Cancel Reason (for canceled bookings only)
      • Date Added / Added By

      Service Orders and Service Order Detail (converted as Booking Resources)

      • Category
      • Service Type
      • Service Count
      • Service Start / End Time
      • Resource
      • Quantity
      • Pricing (Method, Pricing, Discount, Min Charge, Max Charge)
      • Notes

      Reminders (converted as Tasks)

      • Reminder Type
      • Due Date
      • Note
      • Assigned User

      Comments (converted as Event Notes)

      • Note

      Only comments attached to the reservation will be converted.

      Reservation UDFs (converted as Event Questions for Event)

      • Prompt Text (as Question)
      • Answer/Response (as text)

      Invoices 

      • Invoice Number
      • Invoice Date
      • Amount
      • Department
      • Reservation ID
      • Billing Reference

      Bookings and Resources invoiced in EMS are flagged as invoiced in Mazevo to prevent 'reinvoicing' of the charges; however, the invoice line items are not available for viewing or reprinting.

      Voided transactions (Invoices, Payments, and Deposits) are not converted.

       

      Converted invoices can not be printed from Mazevo. 

      Payments, Deposits, and Adjustments

      • Reservation ID
      • Invoice Number (for Payments and Adjustments)
      • Date
      • Amount
      • Payment Type
      • Notes

       

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      Data That Is Not Converted

      The following items are not converted from EMS to Mazévo are detailed in this article.


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