Conference room reservation and use management system and method
By designing a conference room reservation and use management system, the problems of inconvenient booking and use management, cumbersome package management, and insufficient equipment management in the existing system are solved, and efficient resource utilization, low-cost management and excellent user experience are achieved.
Patent Information
- Application Number
- CN202510320598.0
- Authority / Receiving Office
- CN · China
- Patent Type
- Applications(China)
- Current Assignee / Owner
- Filing Date
- 2025-03-18
- Publication Date
- 2025-06-27
AI Technical Summary
The existing conference room management system has problems such as inconvenient reservation and use management, cumbersome package management, and insufficient equipment management, resulting in low resource utilization efficiency, high management costs and poor user experience.
Design a conference room reservation and use management system, including booking management, package and order management, equipment management, data analysis and optimization, user management and participant management modules, to realize automated and intelligent management processes.
Through intelligent booking management, idleness and booking conflicts in conference rooms are avoided, management costs are reduced, user experience is improved, and resource configuration and package design are optimized through data analysis.
Smart Images
Figure CN120218291A_ABST
Abstract
Description
Technical Field
[0001] The present invention relates to the technical field of office space management, and particularly to a meeting room reservation and usage management system and method, which is especially suitable for improving the utilization efficiency and management convenience of meeting room resources. Background Art
[0002] In a modern office environment, meeting rooms are important places for enterprises to carry out various activities such as meetings, trainings, and business negotiations. However, there are generally some problems in the current meeting room management. On the one hand, the reservation and usage of meeting rooms lack effective overall arrangements. Traditional reservation methods may rely on manual records or simple spreadsheets, which are prone to reservation conflicts and untimely information updates. On the other hand, the management of meeting room packages, ticket sales, and the statistics and settlement of additional charge items are relatively cumbersome. Manual operations are not only inefficient but also prone to calculation errors and management loopholes. In addition, there are also deficiencies in the equipment management during the use of meeting rooms. It is impossible to timely understand the usage status and maintenance requirements of equipment, and when equipment fails, it may affect the normal progress of meetings. Therefore, there is an urgent need for an innovative intelligent meeting room management system and method to solve the above problems and improve the efficiency and service quality of meeting room management. In view of the above problems, the present invention provides a meeting room reservation and usage management system and method. Summary of the Invention
[0003] The purpose of the present invention is to provide a meeting room reservation and usage management system and method, which realizes the automation and intelligence of links such as meeting room reservation, package management, and equipment maintenance, improves the utilization efficiency of meeting room resources, reduces management costs, and enhances the user experience.
[0004] To achieve the above purpose, the present invention adopts the following technical solutions: A meeting room reservation and usage management system; Meeting room reservation management module: Users can submit meeting room reservation applications online through the system. The system automatically checks the availability of the reservation time and the meeting room to avoid reservation conflicts. At the same time, this module can update the reservation status of the meeting room in real time and send reservation confirmation and reminder notifications to relevant personnel.
[0005] Package and order management module: Manages meeting room packages, tickets, and additional charge items. The system supports creating multiple meeting room packages and customer-customized packages. At the same time, it conducts full-process management of ticket orders, new orders, ongoing orders, and completed orders, automatically calculates fees, and generates settlement lists.
[0006] Device Management Module: Real-time monitor the operating status of conference room devices, such as the on / off and fault conditions of projectors, audio systems, etc. When a device fails, the system automatically issues an alarm and notifies the maintenance personnel. At the same time, according to the usage frequency and maintenance records of the devices, an equipment maintenance plan is automatically generated.
[0007] Data Analysis and Optimization Module: Collect and analyze the data in the system, such as the usage frequency of conference rooms, the sales situation of packages, the equipment failure rate, etc. Through data analysis, provide decision-making support for the enterprise, and optimize the allocation of conference room resources and package design.
[0008] User Management Module: Realize the addition, deletion, modification and query of user information, support batch import of user data, and facilitate the enterprise to quickly enter a large amount of user information. The User Management Module also has a role management function, which can assign corresponding permissions to different users to ensure the security and standardization of system operations.
[0009] Participant Management Module: The administrator can query the detailed information of participants, support multi-condition queries by account number, name, mobile phone number, department, etc. At the same time, provide functions for importing and exporting data, batch import participant data to improve data entry efficiency, and also can batch delete unnecessary or duplicate data to maintain data accuracy.
[0010] Meeting Template Module: Users can create personalized meeting templates, covering information such as meeting topics, agendas, participants, etc., to improve the efficiency of meeting arrangements, reduce repeated operations, and enhance the user experience.
[0011] A method for managing conference room reservation and usage; Reservation Application and Approval: Users submit conference room reservation applications through the system, filling in information such as reservation time, number of participants, required equipment, etc. The system automatically reviews the application, checks for reservation conflicts, and if the review is passed, confirms the reservation and updates the conference room status.
[0012] Package Selection and Order Generation: Users select a conference room package or a customized package according to their needs, and the system generates an order based on the selection and calculates the cost. Users can choose online payment or other settlement methods.
[0013] Meeting Conduct and Equipment Management: During the meeting, the Device Management Module real-time monitors the device status. If a device fails, the maintenance personnel are notified in a timely manner for handling.
[0014] Order Settlement and Feedback: After the meeting ends, the system automatically settles the cost and generates a settlement list. At the same time, users are invited to provide feedback on the conference room usage experience, and the feedback information collected is used for data analysis and optimization.
[0015] Pre - meeting preparation: The system provides a pre - meeting preparation module, covering functions such as agenda arrangement, topic setting, document uploading, and notification of participants, to assist users in efficiently completing various pre - meeting preparations.
[0016] Online monitoring: Users can quickly search for relevant information by entering keywords. The query results are presented in a list form, and each piece of data intuitively displays a status indicator, facilitating administrators to quickly identify the operation status of devices.
[0017] Meeting archiving: The system has a meeting archiving function. The list of meetings to be archived shows all meeting records to be archived. Users can filter and search for specific meetings. After entering the archiving details page, they can view the detailed meeting information and perform batch operations such as export or deletion. It is necessary to check and confirm the integrity and accuracy of the data before archiving.
[0018] Advantages of the present invention; 1. Improve resource utilization efficiency: Through intelligent reservation management, the idle state of meeting rooms and reservation conflicts are effectively avoided, improving the utilization efficiency of meeting rooms.
[0019] 2. Reduce management costs: Automated package management, order settlement, and equipment maintenance plans reduce manual operations, lowering management costs and error rates.
[0020] 3. Enhance user experience: Provide convenient online reservation, personalized package selection, and timely equipment maintenance, offering users a better usage experience.
[0021] 4. Optimize decision - making support: The data analysis and optimization module provides data support for enterprises, helping enterprises rationally allocate meeting room resources and design more attractive packages. Brief description of the drawings
[0022] Figure 1 It is a schematic flow diagram of the meeting room reservation and usage management system of the present invention. Detailed implementation manners
[0023] Next, the technical solutions in the embodiments of the present invention will be clearly and completely described in conjunction with the accompanying drawings in the embodiments of the present invention. Obviously, the described embodiments are only a part of the embodiments of the present invention, rather than all embodiments. Based on the embodiments of the present invention, all other embodiments obtained by those of ordinary skill in the art without making creative efforts belong to the scope of protection of the present invention.
[0024] The present invention is as follows; Meeting room reservation management module; Users can submit meeting room reservation applications through the system interface, selecting information such as reservation date, time, meeting room location, and required equipment. The system automatically checks the availability of the selected meeting room during that time period. If available, it confirms the reservation, updates the meeting room status to reserved, and sends a confirmation email to the person making the reservation. Half an hour before the meeting starts, the system sends a reminder text message to ensure that users attend the meeting on time.
[0025] Package and order management module; The system provides a variety of meeting room packages for users to choose from, including standard packages divided by meeting duration, equipment configuration, etc., as well as customized packages to meet special needs. After users select a package, the system automatically generates an order and calculates the corresponding fees. For ticket orders, the system records the number of uses and the remaining number of times. Each time the meeting room is used, the corresponding number of times is automatically deducted and the fee information is updated.
[0026] Equipment management module; Monitor the operating status of equipment in the meeting room in real time, such as the on / off and failure conditions of projectors, audio systems, microphones, etc. Once a device failure is detected, the system immediately issues an alarm and notifies the maintenance personnel for handling. At the same time, the system automatically generates a maintenance plan based on the usage frequency and maintenance records of the equipment, and schedules equipment maintenance regularly to ensure the normal operation of the equipment.
[0027] Data analysis and optimization module; Collect and analyze various types of data in the system, such as the usage frequency of meeting rooms, reservation situations at different times, package sales data, equipment failure rates, etc. Through data analysis, provide decision-making support for enterprises, help enterprises rationally allocate meeting room resources, optimize package design, and improve the utilization rate and economic benefits of meeting rooms.
[0028] User management module; Implement comprehensive management of user information, including functions such as adding users, deleting users, and modifying user information. Support batch import of user data to facilitate enterprises to quickly enter a large amount of user information. Have a role management function, which can assign corresponding permissions to different users, such as ordinary users, administrators, etc., to ensure the security and standardization of system operations.
[0029] Participant management module; Administrators can query detailed participant information, support multi-condition queries by account number, name, mobile phone number, department, etc., and quickly locate specific participants. Provide data import and export functions, batch import participant data to improve data entry efficiency, and can also batch delete unnecessary or duplicate data to maintain data accuracy.
[0030] Meeting template module; Users can create personalized meeting templates, covering information such as meeting topics, agendas, participants, etc. When arranging a meeting, directly call the existing templates to quickly generate meeting-related materials, reduce repetitive operations, and improve the efficiency of meeting arrangement.
[0031] System operation process; User login; The system provides a simple and easy-to-use login interface. Users can enter their username / email and password for identity verification, or choose to log in through a third-party platform. The interface design follows the principles of simplicity, usability, and security to ensure user experience and information security.
[0032] Reserve a meeting room; After the user enters the system, select the "Reserve a meeting room" function and fill in the meeting-related information, including meeting topic, start time, end time, number of participants, required equipment, etc. The system automatically filters out meeting rooms that meet the conditions for the user to choose. After the user selects a meeting room, click the "Submit reservation" button. The system automatically checks whether the meeting room is available during the selected time period. If available, the system confirms the reservation and sends a confirmation email and meeting reminder text message to the person who made the reservation.
[0033] View meeting room details; Users can view the detailed information of the meeting room in the system, including meeting room name, capacity, facilities and equipment, location, etc. Through the timeline view, users can intuitively understand the usage situation of the meeting room, which is convenient for making reservation decisions.
[0034] Participant management; During the meeting reservation process, users can add participant information. The system supports selecting participants from existing contacts or manually entering new participant information. After adding, the system automatically generates a participant list for easy user management.
[0035] Use of meeting templates; When arranging a meeting, users can select the created meeting templates to quickly generate meeting-related materials, such as meeting agendas, topics, etc. The system supports editing and modifying the templates to meet the needs of different meetings.
[0036] Pre-meeting preparation; The system provides a pre-meeting preparation module. Users can perform operations such as agenda arrangement, topic setting, and file upload in this module. At the same time, the system supports batch uploading of files, which is convenient for users to share relevant documents or materials. In addition, users can also notify participants of the relevant information of the meeting through this module to ensure that participants understand the meeting arrangement in a timely manner.
[0037] Online monitoring; Users can quickly search by entering the corresponding keywords in the search box at the top. The search results will be presented in a list, including all eligible records and their detailed information. Each piece of data in the table provides an intuitive status indicator (green for online and gray for offline), facilitating administrators to quickly identify the device operation status.
[0038] Meeting archiving; The system has a meeting archiving function. The pending archiving list shows all meeting records to be archived. Users can filter and search for specific meetings. After entering the archiving details page, they can view the detailed meeting information and perform batch operations such as export or deletion. Before archiving, it is necessary to check and confirm that the data is complete and accurate.
[0039] Test cases; Login function test; Open the browser and navigate to the login page. Enter the correct username and password, click the login button, verify successful login, and the page will jump to the main page.
[0040] Conference room query function test; Ensure that you have logged in to the main page. Click the "Conference room query" button, select the query conditions such as date, time period, conference room size, etc., click the "Query" button, and verify that the query results are displayed correctly, showing a list of conference rooms that meet the conditions.
[0041] Conference room reservation function test; Ensure that you have logged in to the main page. Click the "Conference room reservation" button, select the conference room to be reserved, enter the reservation date and time, enter the reservation person's information and contact details, click the "Submit reservation" button, and verify successful reservation, showing a reservation success prompt message.
[0042] Conference room reservation cancellation function test; Ensure that you have logged in to the main page. Click the "My reservations" button, find the reservation to be cancelled in the reservation list, click the "Cancel reservation" button, and verify successful cancellation, showing a cancellation success prompt message.
[0043] Conference room reservation modification function test; Ensure that you have logged in to the main page. Click the "My reservations" button, find the reservation to be modified in the reservation list, click the "Modify reservation" button, modify the reservation date and time, click the "Submit modification" button, and verify successful modification, showing a modification success prompt message.
[0044] Conference room search function test; Ensure that you have logged in to the main page. Enter the conference room number or name for search, click the "Search" button, and verify that the search results are displayed correctly, showing the conference room information that meets the search criteria.
[0045] User logout function test; Ensure that you are logged in to the main page, click the "Logout" button, verify successful logout, and the page jumps to the login page.
[0046] Page jump function test; Click on each function button on the main page, such as "Meeting Room Query", "My Reservations", etc., and verify that the page can correctly jump to the corresponding function page after clicking.
[0047] Page loading speed test; Conduct a loading speed test on each page to ensure that the page loading speed meets expectations and there is no long waiting situation.
[0048] Abnormal situation test; Enter incorrect username and password for login, enter incorrect query conditions for query, and try to reserve a meeting room that has already been reserved. Verify that the system gives corresponding error prompt messages and prevents illegal operations from occurring.
[0049] Data structure; The system uses a relational database to store data, mainly including the following data tables: User table (users): Stores basic information of users, such as user ID, name, email, department, etc.
[0050] Meeting room table (rooms): Records relevant information of meeting rooms, such as meeting room ID, name, capacity, location, etc.
[0051] Meeting table (meetings): Saves detailed information of meetings, such as meeting ID, theme, start time, end time, meeting room ID, reservation person ID, etc.
[0052] Meeting-user association table (meeting_users): Establishes the association relationship between meetings and participating users, and records the meeting ID and user ID.
[0053] Implementation case; Suppose an enterprise uses the meeting room reservation and usage management system of the present invention.
[0054] Employee A needs to reserve a meeting room for a department meeting, submits a reservation application through the system, selects the time period from 10 am to 12 pm next Tuesday, with 15 participants, and checks the need for projector and audio equipment. The system automatically checks the availability of the meeting room during this time period. After confirming no conflict, it sends a reservation confirmation email to Employee A and updates the meeting room status to reserved in the system.
[0055] Employee A views the meeting room packages in the system and selects the standard package that includes a two-hour meeting duration, a projector, and audio equipment. The system generates an order and calculates the cost, and Employee A chooses online payment to complete the order.
[0056] On the day of the meeting, the equipment management module detects a malfunction when the projector is turned on, automatically issues an alarm, and notifies the maintenance staff. The maintenance staff arrives at the meeting room in time to repair the equipment and ensure the normal progress of the meeting.
[0057] After the meeting, the system automatically settles the cost and generates a settlement list and sends it to Employee A. At the same time, Employee A is invited to evaluate the meeting room usage experience. Employee A feedback that the overall meeting room equipment is good, but hopes to add some green plants to improve the environment. These feedback messages are collected by the data analysis and optimization module, and the enterprise considers adding green plant configurations to some meeting rooms according to the analysis results.
[0058] The above is only a preferred specific embodiment of the present invention, but the protection scope of the present invention is not limited thereto. Any person skilled in the art within the technical scope disclosed by the present invention, according to the technical solution and inventive concept of the present invention, makes equivalent substitutions or changes, and should be covered by the protection scope of the present invention.
Claims
1. A conference room reservation and use management system, characterized in that: include: The conference room reservation management module is used for users to submit conference room reservation applications online, check reservation conflicts, update conference room reservation status and send notifications; Package and order management module, manages conference room packages, tickets and additional charges, generates orders and calculates fees; Equipment management module, which monitors the operating status of conference room equipment in real time, issues fault alarms and generates maintenance plans; Data analysis and optimization module, which analyzes system data and provides decision support for resource allocation and package design; User management module, which enables adding, deleting, modifying and batch importing of user information, and assigns corresponding permissions to different users; The participant management module supports multi-condition query of participant information and provides data import, export and batch deletion functions; The conference template module allows users to create personalized conference templates that include conference topics, agendas, and participant information.
2. The conference room reservation and use management system according to claim 1, characterized in that: The conference room reservation management module sends a confirmation email containing the conference room location and reservation time after the user successfully reserves the meeting, and sends a reminder SMS before the meeting starts.
3. The conference room reservation and use management system according to claim 1, characterized in that: The package and order management module supports the creation of various conference room packages and customer-customized packages, records the number of times the package is used and automatically calculates the fees.
4. The conference room reservation and use management system according to claim 1, characterized in that: The equipment management module generates an equipment maintenance plan according to equipment usage frequency and maintenance records.
5. The conference room reservation and use management system according to claim 1, characterized in that: The user management module supports batch import of user data, has role management functions, and can assign corresponding permissions to different users.
6. The conference room reservation and use management system according to claim 1, characterized in that: The participant management module supports multiple condition queries by account number, name, mobile phone number, department, etc., and provides data import, export and batch deletion functions.
7. A conference room reservation and use management method, characterized in that: The following steps are involved: Booking application and review: the user submits a booking application, and the system reviews whether there is a booking conflict and confirms the booking; Package selection and order generation: users select conference room packages, generate orders and calculate costs; Meeting conduct and equipment management, monitor equipment status during meetings, and notify maintenance when equipment fails; Order settlement and feedback: settle the fees and collect user feedback after the meeting; Pre-meeting preparation: the system provides functions such as agenda arrangement, topic setting, file upload and participant notification; Online monitoring: users search for relevant information by keywords, and the query results are displayed in a list with status indicators; Meeting archiving: The system displays the meeting records to be archived. Users can filter, view and perform batch operations. Before archiving, they need to check and confirm that the data is complete and accurate.
8. The conference room reservation and use management method according to claim 7, characterized in that: In the reservation application and review steps, the system automatically checks the reservation time and the availability of the conference room.
9. The conference room reservation and use management method according to claim 7, characterized in that: In the package selection and order generation steps, the user can choose online payment or other settlement methods.