Reservation system for conference scheduling

Abstract

The invention discloses a conference scheduling reservation system, which relates to the field of conference scheduling management, and comprises a user management module, a reservation management module and a conference room management module, the reservation management module is used for conference reservation creation, conference information modification, conference scheduling arrangement, conference content query, reservation conflict detection and conference notification reminding; the conference room management module is used for offline conference room specification adjustment, online conference capacity adjustment and conference query; conference scheduling arrangement: arranging all to-be-arranged conference lists created by conference reservation through an optimization algorithm, and formulating a reservation list meeting an optimal conference state under the offline conference room specification and the online conference capacity condition; in the reservation conflict detection, conflict detection elimination is carried out on the reservation list by establishing a conference time table and a conflict record table, and a conference list is generated. According to the method, the resource utilization rate can be remarkably improved in a conference scheduling reservation system, conflicts and overlapping are reduced, and the user experience is improved.

Description

Technical Field

[0001] The present invention mainly relates to the technical field of conference scheduling management, and in particular to a conference scheduling reservation system. Background Art

[0002] The conference scheduling and reservation system is a modern conference management tool based on Internet technology. Through an integrated management system, it realizes the centralized management and allocation of conference rooms, conference equipment and conference-related resources. The system is built on Internet technology and can realize cross-regional and cross-platform conference resource management and scheduling. It uses database technology to store and manage relevant information of conference resources, including conference rooms, equipment, personnel, etc.; through system integration technology, it integrates conference resource information from different sources to achieve unified scheduling and management, and uses mobile communication technology, such as SMS and email, to achieve instant notification and reminder of conference information; the system can automatically process conference reservations and arrangements, reduce manual operations, and improve conference management efficiency and quality. Through algorithms, it intelligently matches conference needs and automatically allocates the most suitable conference rooms and equipment resources.

[0003] Based on the existing technology, there are still many restrictions on conference management and scheduling. The utilization and scheduling of offline conference room resources often result in resource overload and insufficient use. Online meetings are affected by the upper limit of the number of participants, equipment configuration and time period restrictions. Especially when there are a large number of people in a company, the conference scheduling system often has an overload of appointments within a certain time period, and errors due to excessive number of participants. It is difficult for managers to handle them in a short time. People who have made appointments to create meetings cannot receive timely notifications, resulting in insufficient attendance and conflicts between different meeting time periods. In summary, the reasonable allocation of offline conference room and online conference resources in terms of time period and capacity, and the technical problems of avoiding conflicts need to be solved urgently. Summary of the invention

[0004] Based on this, the purpose of the present invention is to provide a conference scheduling and reservation system to solve the technical problems raised in the above background technology.

[0005] To achieve the above object, the present invention provides the following technical solutions:

[0006] A conference scheduling and reservation system, comprising a user management module, a reservation management module, and a conference room management module, wherein the user management module is used for user registration, user login, information modification, and authority management;

[0007] The appointment management module is used for creating meeting appointments, modifying meeting information, scheduling meetings, querying meeting content, detecting appointment conflicts, and providing meeting notification reminders;

[0008] The conference room management module is used to adjust the offline conference room specifications, adjust the online conference capacity, and query conferences; the offline conference room specifications specifically include the number of conference rooms and the conference room capacity; the online conference room capacity specifically refers to the maximum number of online people that the conference system can bear;

[0009] The conference scheduling arranges all the to-be-scheduled meeting lists created by the conference reservation through an optimization algorithm, and formulates a reservation list of the optimal meeting status that meets the offline conference room specifications and the online conference capacity conditions;

[0010] The reservation conflict detection performs conflict detection and elimination on the reservation list by establishing a meeting timetable and a conflict record table to generate a meeting list.

[0011] Preferably, the authority management function is specifically that a certain user is given a priority level through the information modification function, and the priority levels include level one, level two, and level three:

[0012] The level 1 specifically refers to the meeting list generated by the level 1 user through the meeting reservation creation function, which has the highest priority and will be arranged and processed first;

[0013] The level 2 specifically refers to the meeting list generated by the level 2 user through the meeting reservation creation function, which has the second priority, that is, the level 1 is scheduled first in the same time period, and the level 2 is scheduled first in the absence of the level 1;

[0014] The level three specifically refers to a meeting list generated by a level three user through the meeting reservation creation function without priority, that is, the level three meeting list is subject to the optimized arrangement of the meeting scheduling arrangement.

[0015] Preferably, the optimization algorithm is specifically:

[0016] dp_offline[i][j]; dp_online[i][k];

[0017] Among them, i: represents the arrangement of the i-th offline meeting, j: represents the total specifications of the remaining conference rooms; k: represents the total capacity of the remaining online conference rooms in the online conference system;

[0018] offline[i][j]: used to indicate the optimal state that can be achieved using no more than j meeting room specifications when considering the scheduling of the i-th offline meeting;

[0019] online[i][k] is used to indicate the optimal state that can be achieved when the online meeting occupies no more than the capacity of k online conference rooms, considering the scheduling of the first i online meetings.

[0020] Preferably, when the reservation management module only needs to schedule offline meetings, the meeting scheduling schedule traverses each of the current list of meetings to be scheduled and updates dp_offline[i][j];

[0021] Suppose the current meeting request is n, the meeting scheduler checks the priority of n, the number of participants n, and p Whether it satisfies n p ≤j, if so, there are two cases:

[0022] Case 1: Do not schedule meeting n and keep the current state, i.e., dp_offline[i-1][j];

[0023] Case 2: Schedule meeting n and update dp_offline[i][j], i.e. dp_offline[i][jn p ].

[0024] Preferably, when the reservation management module only needs to schedule online meetings, let the current meeting request be m, and the meeting scheduling module sequentially checks the priority of m, the number of participants m, and p Whether it satisfies m p ≤k, if so, there are two cases;

[0025] Case 1: Do not schedule meeting m and keep the current state, i.e., dp_online[i-1][k];

[0026] Case 2: Schedule meeting m and update dp_online[i][k], i.e. dp_online[i][km p ].

[0027] Preferably, when the reservation management module needs to schedule both online and offline meetings, the meeting scheduling module sequentially checks the priority of m and n, the number of participants m of m and n, and the number of participants m of m and n. p 、n p Whether it satisfies m p ≤k,n p ≤j, if so, there are two cases:

[0028] Case 1: Do not schedule meeting n and keep the current state, i.e., dp_offline[i-1][j]; schedule meeting m and update dp_online[i][k], i.e., dp_online[i][km p ];

[0029] Case 2: Schedule meeting n and update dp_offline[i][j], i.e. dp_offline[i][jn p], schedule meeting m, update dp_online[i][k], that is, dp_online[i+1][km p -1].

[0030] Preferably, the conference schedule is used to record the start time and end time of the online meeting and the offline meeting in the creation of the conference appointment.

[0031] Preferably, the conflict record table is used to record online meetings and offline meetings in the meeting schedule that cannot be arranged due to overlapping time.

[0032] In summary, the present invention mainly has the following beneficial effects:

[0033] The system of the present invention can ensure that the resources of the conference room and the online conference system are maximized through accurate time period management and resource allocation, thereby avoiding idleness and waste of resources, especially during high-demand periods.

[0034] The system can automatically detect and avoid time conflicts between meetings, whether using offline meeting rooms or online meetings at the same time. This reduces the need to reschedule meetings due to conflicts and improves scheduling efficiency. It is easy to view the availability of meeting rooms and the number of participants in online meetings, making it easier to make appointment decisions. In addition, the system can provide real-time feedback on appointment results, including whether the appointment is successful and any potential conflicts, which enhances user participation and satisfaction. BRIEF DESCRIPTION OF THE DRAWINGS

[0035] Figure 1 It is the main structural framework diagram of the system of the present invention.

[0036] Description of the drawings: 10. User management module; 20. Reservation management module; 10. Conference room management module. DETAILED DESCRIPTION

[0037] The technical solutions in the embodiments of the present invention will be described clearly and completely below in conjunction with the accompanying drawings in the embodiments of the present invention.

[0038] Example

[0039] like Figure 1 As shown, a conference scheduling and reservation system includes a user management module 10, a reservation management module 20, a conference room management module 30, an integration and expansion module, and a statistical analysis module.

[0040] The user management module 10 is used for user registration, user login, information modification, and authority management;

[0041] The appointment management module 20 is used for creating meeting appointments, modifying meeting information, scheduling meetings, querying meeting content, detecting appointment conflicts, and providing meeting notification reminders;

[0042] The conference room management module 30 is used to adjust the specifications of offline conference rooms, adjust the online conference capacity, and query conferences; the offline conference room specifications specifically include the number of conference rooms and the conference room capacity; the online conference room capacity specifically refers to the maximum number of online people that the conference system can bear;

[0043] The integration and expansion modules are used to collect meeting reservation data and conduct statistical analysis, such as meeting room utilization rate and reservation trends; and provide visual reports to help corporate management make decisions.

[0044] The integration and extension module is used to provide an API interface to facilitate integration with other systems, such as OA systems and mail systems; it supports plug-in extensions to add new functions or modules based on business needs.

[0045] In this embodiment, an enterprise A with 200 employees is selected to build and test the operation effect of this system, which supports the registration, login, information modification and permission management of 200 employees.

[0046] In terms of meeting appointment management, it meets the needs of creating, modifying, querying, conflict detection and notification reminders for meeting appointments. In terms of conference room management, it can manage the number, specifications and carrying capacity of offline conference rooms, as well as the capacity of online conference rooms, that is, the maximum number of online people that the system can bear. In addition, in terms of integration and expansion: with other systems, it supports plug-in expansion to meet future business needs.

[0047] User registration, user login and information modification are basic functions in the user management module 10; authority management is an extended function of this system, which serves as the front-end management of the system operation and affects the operation and decision-making direction of the system; it is mainly reflected in the authority management function that a user is given a priority level through the information modification function, and the priority levels include level 1, level 2 and level 3:

[0048] Taking into account that a company with 200 employees will make meeting appointments for various needs during the working hours of a day, that is, from 9:00 to 11:00 and from 1:00 to 5:00 p.m., and that the working hours of the day will also include the meeting schedules booked in advance in the past few days; therefore, in order to manually intervene in the arrangement of meetings in the meeting list generated by the meeting appointment creation function, it is a simplification of the original data in the system to further improve the system's computing speed.

[0049] The meeting list generated by the Level 1 user through the meeting reservation creation function has the highest priority and will be scheduled first. The middle and senior management personnel of the enterprise are set as Level 1 users through the conference system. When Level 1 is used to create or schedule meetings, the optimization algorithm will give priority to scheduling. The specific optimization algorithm is:

[0050] dp_offline[i][j]; dp_online[i][k];

[0051] Among them, i: represents the arrangement of the i-th offline meeting, j: represents the total specifications of the remaining conference rooms; k: represents the total capacity of the remaining online conference rooms in the online conference system;

[0052] offline[i][j]: used to indicate the optimal state that can be achieved using no more than j meeting room specifications when considering the scheduling of the i-th offline meeting;

[0053] online[i][k] is used to indicate the optimal state that can be achieved when the online meeting occupies no more than the capacity of k online conference rooms, considering the scheduling of the first i online meetings.

[0054] Of course, in the meeting list, high-level meetings will be at the top of the information, or appear in a marked manner, to assist the optimization algorithm in being discovered and processed first.

[0055] Based on the same principle, the meeting list generated by the Level 2 user through the meeting reservation creation function has the second priority, that is, Level 1 is scheduled first in the same time period, and Level 2 is scheduled first if there is no Level 1;

[0056] The meeting list generated by the Level 3 user through the meeting appointment creation function has no priority, that is, the Level 3 meeting list is subject to the optimized arrangement of the meeting scheduling. Level 3 is also the user with the largest number of users and the most creation times in this system. Through this established method, human intervention distinguishes the importance of meetings, and distinguishes daily routine meetings from important decision-making meetings. Unlike the feature seeking method of the prior art, this method does not require the system processor to continuously process the content in the original meeting list, and corresponds to the importance of the meeting through content features.

[0057] In this simulation system, we need to handle two types of meetings: offline meetings and online meetings. Offline meetings need to consider the number and capacity of conference rooms, while online meetings need to consider the number of people online at the same time.

[0058] The restrictions of Company A are: Number of offline meeting rooms: 4, Maximum capacity of each meeting room: 50 people, Maximum number of people online at the same time in online meetings: 100,

[0059] The meeting list generated by the appointment creation function between 9:00 and 10:00 on the same day is as follows:

[0060] Meeting 1 (offline, level 1, 10 participants, requires video conference with meeting 10, time 9-9:30)

[0061] Meeting 2 (offline, level 2, 20 participants, time 9:10-9:30)

[0062] Meeting 3 (offline, level 2, 15 participants, time 9:20-9:30)

[0063] Meeting 4 (offline, level 3, 5 participants, time 9:30-9:50)

[0064] Meeting 5 (offline, level 3, 10 participants, time 9:40-10:00)

[0065] Meeting 6 (online, level 3, 2 participants, time 9:10-9:30)

[0066] Meeting 7 (online, level 3, 3 participants, time 9:20-9:30)

[0067] Meeting 8 (online, level 3, 2 participants, time 9:30-9:50)

[0068] Meeting 9 (online, level 3, 4 participants, time 9:40-10:00)

[0069] Meeting 10 (online, level 3, 5 participants, time 9:40-10:00)

[0070] The processing process is:

[0071] Processing Meeting 1: Meeting 1 is an offline meeting and needs to be assigned a conference room. There are currently 4 free conference rooms. Conference room 1 is assigned to Meeting 1. The number of participants in Meeting 1 is 10, which is less than the conference room capacity of 50, and meets the conditions.

[0072] Mark meeting room 1 as occupied from 9-9:30.

[0073] Processing Meeting 2: Meeting 2 is an offline meeting and needs to be assigned a conference room. There are currently 3 free conference rooms (Conference Rooms 2, 3, and 4). Conference Room 2 is assigned to Meeting 2. The number of participants in Meeting 2 is 20, which is less than the conference room capacity of 50, and meets the conditions.

[0074] Mark meeting room 2 as occupied from 9:10-9:30.

[0075] Processing Meeting 3: Meeting 3 is an offline meeting and needs to be assigned a conference room. There are currently two free conference rooms (Conference Room 3 and 4). Conference Room 3 is assigned to Meeting 3. The number of participants in Meeting 3 is 15, which is less than the conference room capacity of 50, and meets the conditions.

[0076] Mark meeting room 3 as occupied from 9:20-9:30.

[0077] Processing Meeting 4: Meeting 4 is an offline meeting and needs to be assigned a conference room. Currently there is 1 free conference room (Conference Room 4), and Conference Room 4 is assigned to Meeting 4. The number of participants in Meeting 4 is 5, which is less than the conference room capacity of 50, and meets the conditions.

[0078] Mark meeting room 4 as occupied from 9:30-9:50.

[0079] Handle Meeting 5: Meeting 5 is an offline meeting and needs to be assigned a conference room. At this time, all conference rooms are occupied during the time period of Meeting 5. Conflict: Meeting 5 cannot be scheduled.

[0080] Processing online meetings: Meetings 6, 7, 8, 9, and 10 are all online meetings. Checking the current number of online people: The current number of online people is 0. Allocating online meetings: Meeting 6: 2 people, the number of online people becomes 2. Meeting 7: 3 people, the number of online people becomes 5. Meeting 8: 2 people, the number of online people becomes 7. Meeting 9: 4 people, the number of online people becomes 11. Meeting 10: 5 people, the number of online people becomes 16. The total number of participants in all online meetings is 16, which is less than the maximum number of online people of 100, and the condition is met.

[0081] The processing result is: Meetings 1-4 were successfully scheduled. Meeting 5 could not be scheduled because all meeting rooms were occupied during the time period of Meeting 5. Meetings 6-10 were successfully scheduled as online meetings and did not exceed the maximum number of concurrent online participants.

[0082] This simulation process shows how the system handles meeting requests, including the allocation of offline meeting rooms and the limit on the number of people online at the same time for online meetings.

[0083] The overall operation logic is:

[0084] When the reservation management module 20 only needs to schedule offline meetings, the meeting scheduling traverses each of the current list of meetings to be scheduled and updates dp_offline[i][j];

[0085] Suppose the current meeting request is n, the meeting scheduler checks the priority of n, the number of participants n, and p Whether it satisfies n p ≤j, if so, there are two cases:

[0086] Case 1: Do not schedule meeting n and keep the current state, i.e., dp_offline[i-1][j];

[0087] Case 2: Schedule meeting n and update dp_offline[i][j], i.e. dp_offline[i][jn p ].

[0088] When the reservation management module 20 only needs to schedule an online meeting, assuming that the current meeting request is m, the meeting scheduling module checks the priority of m, the number of participants m, and so on. p Whether it satisfies m p ≤k, if so, there are two cases;

[0089] Case 1: Do not schedule meeting m and keep the current state, i.e., dp_online[i-1][k];

[0090] Case 2: Schedule meeting m and update dp_online[i][k], i.e. dp_online[i][km p ].

[0091] When the reservation management module 20 needs to schedule both online and offline meetings, the meeting scheduling module checks the priorities of m and n, the number of participants m of m and n in turn. p 、n p Whether it satisfies m p ≤k,n p ≤j, if so, there are two cases:

[0092] Case 1: Do not schedule meeting n and keep the current state, i.e., dp_offline[i-1][j]; schedule meeting m and update dp_online[i][k], i.e., dp_online[i][km p ];

[0093] Case 2: Schedule meeting n and update dp_offline[i][j], i.e. dp_offline[i][jn p ], schedule meeting m, update dp_online[i][k], that is, dp_online[i+1][km p -1].

[0094] What needs to be further explained here is that when scheduling online and offline meetings at the same time, we set a placeholder condition for the system, that is, to provide each offline meeting room with a space for a video conference, so that each offline meeting room can be directly connected to the online meeting when necessary to continue the meeting content, avoiding the situation where the system capacity is not reserved when connecting with foreign companies during offline meetings, resulting in the video conference not being able to proceed normally.

[0095] Conference scheduling arranges all the waiting meeting lists created by conference reservations through optimization algorithms, and formulates a reservation list that meets the optimal status of the meeting under the conditions of offline conference room specifications and online conference capacity;

[0096] Appointment conflict detection is to detect conflicts in the appointment list and generate a meeting list by establishing a meeting schedule and conflict record table.

[0097] After scheduling all the meetings, both offline and online, we need to create a meeting schedule that includes the start and end time of each meeting.

[0098] We use a python example to create a meeting schedule:

[0099] #Sample data structure, assuming that the meeting has a unique ID, start time and end time meeting_schedule = [{"id":1,"start":"09:00","end":"10:00","type":"offline"},{"id":2,"start":"10:00","end":"11:00","type":"online"},#...other meetings]

[0100] The meeting schedule is used to record the start and end times of online and offline meetings during meeting appointment creation.

[0101]

[0102]

[0103] The conflict record table is used to record online and offline meetings that cannot be scheduled due to overlapping time in the meeting schedule. The system will provide participants with information reminders when the meeting is successfully arranged.

[0104] In the integration and extension module, you can implement scalability strategies. You can increase the number of service instances to cope with high concurrent access, such as increasing the number of appointment service instances to improve appointment processing capabilities.

[0105] Increase vertical expansion and improve the processing capacity of a single service instance by upgrading hardware resources. Use cache technologies such as Redis to reduce database access pressure and improve system response speed. Further increase the stability of system operation.

[0106] Secondly, in terms of security and reliability, data encryption is required: sensitive data is encrypted for storage and transmission to ensure data security. Access control: OAuth2, JWT and other authentication and authorization mechanisms are used to ensure that only legitimate users can access the system.

[0107] The above embodiments are only for illustrating the technical idea of ​​the present invention, and cannot be used to limit the protection scope of the present invention. Any changes made on the basis of the technical solution in accordance with the technical idea proposed by the present invention shall fall within the protection scope of the present invention.

Claims

1. A conference scheduling and reservation system, comprising a user management module (10), a reservation management module (20), and a conference room management module (30), characterized in that ,The user management module (10) is used for user registration, user login, information modification, and authority management; The reservation management module (20) is used for creating conference reservations, modifying conference information, scheduling conferences, querying conference content, detecting reservation conflicts, and providing conference notification reminders; The conference room management module (30) is used for adjusting the specifications of offline conference rooms, adjusting the online conference capacity, and conducting conference inquiries; the offline conference room specifications specifically include the number of conference rooms and the conference room carrying capacity; the online conference room capacity specifically refers to the maximum number of online people that the conference system can bear; The conference scheduling arranges all the to-be-scheduled meeting lists created by the conference reservation through an optimization algorithm, and formulates a reservation list of the optimal meeting status that meets the offline conference room specifications and the online conference capacity conditions; The reservation conflict detection performs conflict detection and elimination on the reservation list by establishing a meeting timetable and a conflict record table to generate a meeting list.

2. A conference scheduling and reservation system according to claim 1, characterized in that: The authority management function is specifically that a user is given a priority level through the information modification function, and the priority levels include level 1, level 2, and level 3: The level 1 specifically refers to the meeting list generated by the level 1 user through the meeting reservation creation function, which has the highest priority and will be arranged and processed first; The level 2 specifically refers to the meeting list generated by the level 2 user through the meeting reservation creation function, which has the second priority, that is, the level 1 is scheduled first in the same time period, and the level 2 is scheduled first in the absence of the level 1; The level three specifically refers to a meeting list generated by a level three user through the meeting reservation creation function without priority, that is, the level three meeting list is subject to the optimized arrangement of the meeting scheduling arrangement.

3. A conference scheduling and reservation system according to claim 1, characterized in that: The optimization algorithm is as follows: dp_offline[i][j]; dp_online[i][k]; Among them, i: represents the arrangement of the i-th offline meeting, j: represents the total specifications of the remaining conference rooms; k: represents the total capacity of the remaining online conference rooms in the online conference system; offline[i][j]: used to indicate the optimal state that can be achieved using no more than j meeting room specifications when considering the scheduling of the i-th offline meeting; online[i][k] is used to indicate the optimal state that can be achieved when the online meeting occupies no more than the capacity of k online conference rooms, considering the scheduling of the first i online meetings.

4. A conference scheduling and reservation system according to claim 3, characterized in that: When the reservation management module (20) only needs to schedule offline meetings, the meeting scheduling traverses each of the current list of meetings to be scheduled and updates dp_offline[i][j]; Suppose the current meeting request is n, the meeting scheduler checks the priority of n, the number of participants n, and p Whether it satisfies n p ≤j, if so, there are two cases: Case 1: Do not schedule meeting n and keep the current state, i.e., dp_offline[i-1][j]; Case 2: Schedule meeting n and update dp_offline[i][j], i.e. dp_offline[i][jn p ].

5. A conference scheduling and reservation system according to claim 4, characterized in that: When the reservation management module (20) only needs to schedule an online meeting, assuming that the current meeting request is m, the meeting scheduling arrangement sequentially checks the priority of m, the number of participants m of m, and the number of participants m of m. p Whether it satisfies m p ≤k, if so, there are two cases; Case 1: Do not schedule meeting m and keep the current state, i.e., dp_online[i-1][k]; Case 2: Schedule meeting m and update dp_online[i][k], i.e. dp_online[i][km p ].

6. A conference scheduling and reservation system according to claim 5, characterized in that: When the reservation management module (20) needs to schedule both an online meeting and an offline meeting, the meeting scheduling module sequentially checks the priority of m and n, the number of participants m of m and n, and the number of participants m of m and n. p 、n p Whether it satisfies m p ≤k,n p ≤j, if so, there are two cases: Case 1: Do not schedule meeting n and keep the current state, i.e., dp_offline[i-1][j]; schedule meeting m and update dp_online[i][k], i.e., dp_online[i][km p ]; Case 2: Schedule meeting n and update dp_offline[i][j], i.e. dp_offline[i][jn p ], schedule meeting m, update dp_online[i][k], that is, dp_online[i+1][km p —1].

7. A conference scheduling and reservation system according to claim 1, characterized in that: The conference schedule is used to record the start time and end time of the online meeting and the offline meeting in the conference appointment creation.

8. A conference scheduling and reservation system according to claim 1, characterized in that: The conflict record table is used to record online meetings and offline meetings in the meeting schedule that overlap and cannot be arranged.

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