Rooms: What They Are and How to Create Them

Rooms are the spaces that you schedule within Mazévo. The term covers traditional rooms (meeting rooms, classrooms) and spaces like athletic fields, pools, or even vehicles booked for events.

To create a room:

1. Go to Settings > Rooms. A list of all rooms in the system is presented. 
2. Click Add Room to create a new room.

To edit a room:

1. Go to Settings > Rooms. A list of all rooms in the system is presented. 
2. Click on a Room to edit it.

Note: When a room is created, it is immediately available to request/reserve as long as the user has the right security level to access it. 

Room Attributes

To define a room, enter the room name and building. You can also set various attributes or properties for the room:

• Room Type: If room types are defined in the system, you can categorize a room by assigning a room type. Room types can filter rooms while creating new events or generating reports.
• Room Notes: Room notes describe features that requesters might want to see while searching for rooms for an event. They are visible to a requester when creating a new event.
• Internal Notes:  Internal room notes are available only to event planners. These notes are displayed when adding a new event and in the Event Book. 
• Minimum and Maximum Capacity: The minimum and maximum capacities for the room. Mazévo will use the attendance number you enter when requesting to automatically limit the rooms to rooms that will fit your event.
• Number of Room Cards: This controls how many copies of the room card report will be printed for this room. It can be used if the room has multiple entrances and a room card is posted at each door. If you set the value to '0,' no room card will be printed.
• Room Image: This image will be displayed to event requesters. The recommended size for the room image is 530x480.
• Setup and Teardown Time: Mazévo automatically adds this time to the beginning and end of each new event as a 'buffer' time. Event planners can override this default time when creating events, while requesters can not.
• Requestable: If users can request a room, check this box. If you run the system with advanced security turned on, this checkbox is unavailable.  
• Room Is Always Available:  For certain spaces, it may be desirable to have Mazévo ignore a room's availability when creating and editing events. This is useful for virtual and outdoor meeting spaces accommodating simultaneous events. Select this option to turn off availability checking for the room.
• Shared:  If you want to allow the room to be shared for multiple events simultaneously, select this option. Only Event Planners can book a room in a shared state, not requesters, as a shared room that is booked will not appear as an available room to the requester.
• Disabled: You can set the room to disabled to prevent it from being used for new events. Disabling a room keeps the booking data intact for historical reporting purposes. More information on disabling a record can be found here.
  
  

Setting the Requestable Flag on Multiple Rooms at One Time

From the main grid that displays all of the rooms in the system:

1. Select the checkbox to the left of each room.
2. From the menu at the top of the grid, select  Requestable > Yes.  

Room Tags

A room tag is a label that can be applied to rooms. See Room Tags: What They Are and How to Create Them

Room Setups

While viewing the rooms' list, you can click on the count in the Setups column to manage the room's setup styles. More information about room setups can be found here.

Room Features

While viewing the rooms' list, an icon will appear next to the room name if it has features associated with it. More information about room setups can be found here.