Check Approval Status
1) Only process events under All Secondary Approvals Approved or No Secondary Approvals Required.
2) DO NOT process events under Secondary Approvals Pending. These are being viewed first by the Union Recreation Desk Managers to confirm they have enough staff for the event.
Process Event Questions
Review the event details and communicate with the customer or Recreation Desk Managers if you have any questions.
1) View Event Questions
2) If they have "I do not have an organization associated with my account" listed as their organization, please follow the steps to add an organization.
3) Update the room setup based on their answer to: "Do you plan on having food at your event/meeting?"
- No = "Union Recreation - No Food"
- Will have pizza after 6:00PM or We will have pizza for the weekend = "Union Recreation - Pizza after 6pm or on Weekend"
- Yes, we will order from Chartwells = "Union Recreation - Ordered Chartwells Catering"
4) Select apply taxes or unselect apply taxes in the billing menu depending on the answer to tax-exempt question.
Update Billing Settings
1) Click on Change on the top right of the page.
2) Under the Billing tab, select one of the four different options for billing depending on the room and time they requested. Pricing increases after 5pm and house vs lane rental will depend on the room they selected.
- After 5 House Rental: Room = House Rental (10 Lanes) + Booking is after 5 PM
- After 5 Lane Rental: Rooms = Bowling Lane 1-10 + Booking is after 5 PM
- Before 5 House Rental: Room = House Rental (10 Lanes) + Booking is before 5 PM
- Before 5 Lane Rental: Rooms = Bowling Lane 1-10 + Booking is before 5 PM
3) Remember to select apply taxes or not depending on their event question!
4) Click Save.
5) Under the Bookings tab select the booking checkbox and then select Reset Price to update price.
Confirm Resources
1) Click on the resources tab to see if they requested pool tables, the video game room, or the bowling alley projector.
2) The bowling alley projector is only available for house rentals, not lane rentals. If the projector is on a lane rental event, please remove it and email the customer letting them know we only allow house rentals to book it. This is because house rentals book all 10 lanes, and therefore are the only customers in the alley so we allow them to put up whatever content they want on the projector and it won't disrupt another customer.
3) On lane rentals, pool tables, and the video game room should only be attached to one lane (room) or the customer will be overcharged. By default, Mazevo will add the resources to each room so please make sure you delete them from every room but one.
Approve Event and Send Confirmation
1) Once you are ready, click Approve to change the event status from Pending to Confirmed.
2) After approval, select Email and choose the Union Recreation/Confirmation Template and not the pending agreement template as they have already agreed to the Union's Facility Policy when requesting the room.
3) Remove the Orange Bar header message and add the Union Recreation Event Confirmation message instead.
4) Click Send...
5) Add the emails for Union Recreation Managers as Cc email recipients in addition to the primary customer contact.
6) Click Send to email the confirmation!
Send Invoice
1) Log in to Clover.
2) Click Virtual Terminal.
3) Change transaction type to Invoice.
4) Enter the subtotal from Mazevo confirmation into the Subtotal field.
5) Change the tax to 7.75% General Sales Tax (if the group is not tax-exempt).
6) Add the type of rental (house or lane), event time, event date, and Mazevo booking # to the note field. (Put "multiple dates" if there are more than one in the booking.)
7) Click Add New Customer or select a returning customer from the search field.
8) Fill out the name & email using the ones from the Mazevo request.
9) Click Create Invoice
10) Click Orders under the Sales Menu
11) Find the order you created by sending your invoice and copy the ID number.
12) Add a Clover Order ID Number resource to the booking and paste that ID number into the notes section so the Recreation staff can view and type in the order number if they need to locate it.
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