Conference notification system and conference notification state monitoring method
By combining the meeting notification system and the voice platform, efficient and accurate meeting notifications and status monitoring are achieved, solving the problems of sending failures, confirmation delays and low organizational efficiency in traditional methods, and improving the flexibility and accuracy of meeting scheduling.
Patent Information
- Application Number
- CN202511125793.4
- Authority / Receiving Office
- CN · China
- Patent Type
- Applications(China)
- Current Assignee / Owner
- Filing Date
- 2025-08-12
- Publication Date
- 2025-11-14
AI Technical Summary
Existing meeting notification methods suffer from problems such as sending failures, failure to receive timely confirmations, low organizational efficiency, and weak auxiliary functions, leading to inaccurate and complex meeting arrangements.
The system employs a meeting notification system, including terminals and a voice platform, to manage meeting information and provide phone reminders via PC and smart mobile app. It tracks member response status in real time and supports features such as batch import of personnel data, custom tags, and cyclical phone reminders.
It improves the accuracy and efficiency of meeting notifications, reduces the operational burden on organizers, enables timely tracking of member feedback, allows for flexible responses to changes, and ensures the smooth running of meetings.
Smart Images
Figure CN120956547A_ABST
Abstract
Description
Technical Field
[0001] This invention relates to the field of intelligent conference communication technology, and in particular to a conference notification system and a method for monitoring conference notification status. Background Technology
[0002] The existing traditional method of meeting notification involves the meeting organizer manually counting the meeting participants and then notifying each participant individually via SMS, telephone, or email. The notification includes the meeting content, meeting location, and start time.
[0003] Traditional conference services suffer from many problems due to their limited range of service options. 1. When meeting notifications are usually sent via email or other online tools, they may fail to be sent or the recipient may not receive the notification due to network problems, incorrect email addresses, excessively large file sizes, or other reasons.
[0004] After the meeting notice is sent, confirmation or feedback from meeting members is not received in a timely manner, making it impossible to accurately estimate the number of attendees, which in turn affects the meeting arrangements.
[0005] 2. If meeting notices are sent out one by one by phone, the meeting organizers need to call each meeting member individually, which is very inefficient for large meetings.
[0006] 3. The meeting support functions are weak. For example, it cannot promptly notify meeting members of any last-minute changes to the meeting, and it cannot automatically provide meeting support functions. The meeting time was announced, but local weather conditions could not be provided. Or, due to various other reasons, the time or location of the meeting may change. If the notification is not updated in a timely or accurate manner, it may cause confusion among meeting members or even cause them to miss the meeting.
[0007] Traditional methods require organizers to send notifications individually, and timely confirmation or feedback from meeting members is impossible. Repeated actions are necessary after information changes, leading to inefficiency, especially with a large number of participants, making information management even more complex. This not only wastes a significant amount of time but also makes it difficult for organizers to efficiently coordinate accurate information about meeting members. Summary of the Invention
[0008] The purpose of this invention is to provide a meeting notification system and a meeting notification status monitoring method that can effectively save time and track the response status of meeting members in real time, thereby improving the accuracy, efficiency and convenience of meeting arrangements.
[0009] The technical solution adopted in this invention is as follows: A meeting notification system includes a terminal and a voice platform. The terminal is connected to the voice platform via a network. The terminal includes a PC and a smart mobile terminal. A meeting notification APP is installed on the smart mobile terminal. The PC-based system includes a user management module, a meeting information publishing module, a meeting notification reply status module, and a meeting attendance status module. The user management module is primarily used for systematically managing all personnel information within an organization or unit, batch importing personnel data and establishing digital archives, and creating user tags. User tags can be created by department, job level, or custom tags. The meeting information publishing module includes: meeting title, meeting content, notified personnel, meeting documents, meeting room selection, meeting time, reply reminder settings, attendance reminder settings, and logout settings. The meeting notification reply status module tracks and records the meeting notification reply status of meeting members in real time. The meeting attendance status module tracks and records the meeting attendance status of meeting members in real time. The meeting notification APP includes a meeting information receiving module and an information reply module. The meeting information receiving module receives meeting notification information, and the information reply module replies to the meeting notification information. The voice platform includes a telephone reminder module, which provides telephone reminders to personnel.
[0010] A method for monitoring the status of meeting notifications in a meeting notification system includes the following steps: S1: Create a mock meeting notification (1) The meeting organizer edits and stores the proposed meeting member information into the meeting notification system through the user management module in the PC terminal; (2) The meeting organizer edits and enters the meeting title and meeting content through the meeting information publishing module on the PC; (3) The meeting organizer selects one or more members to participate in the meeting from the proposed meeting members through the meeting information publishing module on the PC; (4) After the meeting content and proposed meeting members are entered, upload the corresponding meeting documents, select the meeting room where the meeting will be held, set the meeting start and end time and check-in time, set reply reminders, check-in reminders and check-out settings; (5) Save the meeting members, meeting title, meeting content and meeting settings from the above steps to complete the creation of the mock meeting notification; S2: Confirm meeting arrangements and publish the meeting. Use the preview function in the meeting information publishing module to select the meeting administrator or leader from the system users, share and preview the meeting notice, confirm the preview is correct, and click "Publish Meeting" after confirming the meeting notice information. S3: The meeting information publishing module sends meeting notices to the meeting notification apps of the participants among the proposed meeting members, and transmits the relevant voice reminder settings to the voice platform via the network; S4: The meeting notification APP of the meeting members receives the meeting notification information, and at the same time, the network-based voice platform makes one or repeated phone reminders to the participants according to the received instructions; S5: Meeting members receive meeting notifications and phone reminders from the meeting notification system, and choose whether to reply to the meeting notification on the meeting notification information page of the meeting notification APP; S6: After the meeting members are selected, the following sub-steps are taken based on the selection results: A: Meeting members reply to the meeting notification, the phone reminder ends, proceed to step S7; B: If a meeting member does not reply to the meeting notification, the voice platform will make one or more phone reminders according to the received reminder time and cycle time instructions, until the meeting member replies on the meeting notification information page of the meeting notification APP; S7: The meeting notification system's PC client's meeting notification reply status module receives and organizes the meeting reply status and displays it on the organizer's PC client page.
[0011] In both steps (2) and (3), the meeting content and meeting participant information can be added or modified through the meeting information publishing module; The aforementioned telephone reminders include meeting notification calls, check-in calls, and meeting cancellation calls. The telephone reminder settings include how many minutes after the reminder and the reminder frequency.
[0012] The process of organizing meeting response status in step 7 includes the status of member responses and the member response status manually adjusted by the organizer.
[0013] After creating a meeting, the organizer can send a meeting preview to ensure the meeting is sent correctly and received by meeting members. When officially sending the meeting notification, all meeting members can be selected for a one-click send. Meeting members receive a text-based meeting notification and a phone reply reminder. If a reply is not received in time, a reminder will be sent repeatedly according to the frequency set when sending the meeting notification to ensure timely confirmation. If the meeting is modified or canceled for any reason, a resend reply reminder or cancellation of the meeting reminder can be set, allowing meeting members to keep up-to-date with the latest meeting information. This method not only reduces the organizer's workload and makes meeting notifications simpler and more efficient, but also allows for real-time tracking of meeting member feedback, thereby improving the efficiency of meeting coordination. It also has the ability to flexibly respond to various unforeseen changes, ensuring the smooth running of the meeting arrangements. Attached Figure Description
[0014] Figure 1This is a schematic diagram of the structure of the meeting notification system and the meeting notification status monitoring method in an embodiment of the present invention; Figure 2 This is a flowchart illustrating the meeting notification status monitoring method in an embodiment of the present invention; Detailed Implementation
[0015] like Figure 1 As shown, a conference notification system of the present invention includes a terminal and a voice platform. The terminal is connected to the voice platform via a network. The terminal includes a PC and a smart mobile terminal. The smart mobile terminal is equipped with a conference notification APP. The voice platform is a Unicom dialing platform based on network transmission commands. The PC-based system includes a user management module, a meeting information publishing module, a meeting notification reply status module, and a meeting attendance status module. The user management module is primarily used for systematically managing all personnel information within an organization or unit, batch importing personnel data and establishing digital archives, and creating user tags. User tags can be created by department, job level, or custom tags. The meeting information publishing module includes: meeting title, meeting content, notified personnel, meeting documents, meeting room selection, meeting time, reply reminder settings, attendance reminder settings, and logout settings. The meeting notification reply status module tracks and records the meeting notification reply status of meeting members in real time. The meeting attendance status module tracks and records the meeting attendance status of meeting members in real time. The meeting notification APP includes a meeting information receiving module and an information reply module. The meeting information receiving module receives meeting notification information, and the information reply module replies to the meeting notification information. The voice platform includes a telephone reminder module, which provides telephone reminders to personnel.
[0016] The meeting notification status monitoring method of the meeting notification system includes the following steps: S1: Create a mock meeting notification (1) The meeting organizer edits and stores the proposed meeting member information into the meeting notification system through the user management module in the PC terminal; (2) The meeting organizer edits and enters the meeting title and meeting content through the meeting information publishing module on the PC; (3) The meeting organizer selects one or more members to participate in the meeting from the proposed meeting members through the meeting information publishing module on the PC; (4) After the meeting content and proposed meeting members are entered, upload the corresponding meeting documents, select the meeting room where the meeting will be held, set the meeting start and end time and check-in time, set reply reminders, check-in reminders and check-out settings; (5) Save the meeting members, meeting title, meeting content and meeting settings from the above steps to complete the creation of the mock meeting notification; S2: Confirm meeting arrangements and publish the meeting. Use the preview function in the meeting information publishing module to select the meeting administrator or leader from the system users, share and preview the meeting notice, confirm the preview is correct, and click "Publish Meeting" after confirming the meeting notice information. S3: The meeting information publishing module sends meeting notices to the meeting notification apps of the participants among the proposed meeting members, and transmits the relevant voice reminder settings to the voice platform via the network; S4: The meeting notification APP of the meeting members receives the meeting notification information, and at the same time, the network-based voice platform makes one or repeated phone reminders to the participants according to the received instructions; S5: Meeting members receive meeting notifications and phone reminders from the meeting notification system, and choose whether to reply to the meeting notification on the meeting notification information page of the meeting notification APP; S6: After the meeting members are selected, the following sub-steps are taken based on the selection results: A: Meeting members reply to the meeting notification, the phone reminder ends, proceed to step S7; B: If a meeting member does not reply to the meeting notification, the voice platform will make one or more phone reminders according to the received reminder time and cycle time instructions, until the meeting member replies on the meeting notification information page of the meeting notification APP; S7: The meeting notification system's PC client's meeting notification reply status module receives and organizes the meeting reply status and displays it on the organizer's PC client page.
[0017] In both steps (2) and (3), the meeting content and meeting participant information can be added or modified through the meeting information publishing module; The aforementioned telephone reminders include meeting notification calls, check-in calls, and meeting cancellation calls. The telephone reminder settings include how many minutes after the reminder and the reminder frequency.
[0018] The process of organizing meeting response status in step 7 includes the status of member responses and the member response status manually adjusted by the organizer.
[0019] To make the objectives, technical solutions, and beneficial effects of this disclosure clearer, the following detailed description is provided in conjunction with the accompanying drawings and embodiments. It should be understood that the embodiments of the present invention described below in conjunction with the accompanying drawings are exemplary and are only used to explain the implementation of the present invention, and should not be construed as limiting the present invention.
[0020] like Figure 1The present invention provides a meeting notification system, including a PC, a smart mobile terminal, and a voice platform. The PC includes a user management module 101, a meeting information publishing module 102, a meeting notification reply status module 103, and a meeting check-in status module 104. The meeting notification APP includes a meeting information receiving module 105 and an information reply module 106. The voice platform includes a telephone reminder module 107.
[0021] The PC-based user management module 101 is primarily used for the systematic management of all personnel information within an organization / unit. It allows for the batch import of personnel information to build a digital database and the creation of user tags, which can be categorized by department, job level, or custom tags. Using this module, meeting notifications can directly filter meeting members from the system by department, job level, or custom tags, eliminating the need for manual entry or individual selection. This significantly improves meeting organization efficiency while ensuring the accuracy and timeliness of personnel information. It also eliminates the need for manual list compilation, providing standardized data support for internal meeting communication and collaboration.
[0022] The PC-based meeting information publishing module 102 is used for writing meeting titles and content, uploading meeting files, selecting one or more meeting members, supporting different notification personnel for different meeting content, selecting a meeting room and previewing the meeting room seating chart, setting start time, check-in time, end time, setting reply reminder time and reminder frequency, check-in reminder time and reminder frequency, and check-out status settings.
[0023] The meeting file upload function allows setting permissions for screen recording / screenshotting and downloading. When both permissions are disabled, files received in meeting notifications via the app can only be previewed within the app. When attempting to screenshot, a message stating "This page contains private content and screenshotting is not allowed" will appear, and the screenshot cannot be saved to the album. During screen recording, the video portion of the file will be displayed as a black screen in the album, and the file cannot be downloaded. When both permissions are enabled and disabled, files received in meeting notifications via the app can be screenshotted or recorded, and the saved file will display normally, but downloading is not supported. When both permissions are enabled, files received in meeting notifications via the app can be screenshotted / recorded and downloaded.
[0024] The proposed meeting member selection function supports filtering system personnel by department and by tag. Filtering by department: supports expanding step by step according to the organizational structure hierarchy to accurately locate personnel in the target department; filtering by tag: allows batch selection of personnel that meet the criteria through custom tags, supports multi-tag combination retrieval, and the dual filtering mechanism can significantly shorten the personnel location time, improving efficiency by 80% compared to traditional manual search, and is especially suitable for scenarios such as cross-departmental meetings and the formation of special working groups, to achieve rapid matching of "needs and personnel".
[0025] Setting reminder times and frequencies for replies and check-in is used to issue voice commands. For example, you can set a phone reminder to call meeting members 5 minutes after the meeting is announced, reminding them to check the meeting notification promptly. The reminder frequency is once every 60 minutes. The system will synchronize the command to the voice platform after the meeting is announced. Five minutes after the meeting is announced, the voice platform will automatically call the meeting members to remind them to check the meeting notification promptly. If the meeting member checks and replies to the meeting notification within 60 minutes, the voice platform will end the voice reminder loop for that member. If the meeting member does not check and reply to the meeting notification within 60 minutes, the voice platform will automatically call the meeting member again 60 minutes after the last phone reminder to remind them again, until the meeting member checks and replies to the meeting notification, ending the reminder loop.
[0026] After modifying meeting content, users can select the response status, including: "Re-respond, phone reminder function will be enabled" and "No need to re-respond." "Re-respond, phone reminder function will be enabled": The status of the member who has already responded changes to "Not responded, needs to re-respond to the meeting notification," and the phone reminder will restart; "No need to re-respond": The member who has already responded will not receive a phone reminder. The check-in reminder function and the response reminder function have the same logic, ending the phone reminder cycle after meeting check-in or after the meeting starts. This function, through a multi-dimensional reach mechanism and participation guarantee strategy, ensures accurate delivery of meeting notifications and improves attendance rates, effectively solving traditional meeting organization pain points such as "inadequate notification" and "forgotten attendance," ensuring meeting preparation efficiency and execution effectiveness.
[0027] The PC-based meeting notification reply status module 103 is used to track and record the meeting notification reply status of meeting members in real time. It also supports adjusting the reply status of specific meeting members. When a meeting member is unable to submit a meeting notification reply, the administrator can adjust the user's reply status to "replied" and end the user's phone reminder.
[0028] The PC-based meeting attendance module 104 is used to track and record the attendance status of meeting members in real time. It also supports adjusting the attendance status of specific meeting members. When a meeting member is unable to attend in person, the administrator can change the user's reply status to "attended" and end the user's phone reminder.
[0029] The APP-based meeting information receiving module 105 is used to receive meeting notifications issued by the organizer and to view the meeting notifications.
[0030] The APP-side message reply module 106 is used to reply to meeting notifications, end call loop reminders, and return the reply status to the PC.
[0031] The voice platform call reminder module 107 is used to execute various types and frequencies of call instructions issued by the PC, and to stop executing instructions after receiving a reply status.
[0032] like Figure 2 The diagram shown is a flowchart illustrating an embodiment of the meeting notification status monitoring invention, including the following steps: Step S201: In the PC-side meeting publishing module, edit the meeting information to be notified based on the meeting content, including the meeting name, meeting content, meeting documents, required participants, meeting room, start time, check-in time, and end time. Specifically, you can also set the phone reminders and their frequency for meeting replies and check-in. For example, reply reminders can be set to call 10 minutes after the meeting is published, with reminders every 30 minutes; check-in reminders can be set to call 30 minutes before the meeting starts, with reminders every 10 minutes. After setting, save as a simulated meeting notification.
[0033] Step S202: The meeting notification that has been saved as a simulation can be shared to the APP for preview and confirmation through the share preview function. After confirming that the preview is correct, the meeting can be published with one click and the meeting notification can be sent to all meeting members.
[0034] Step S203: All meeting members receive meeting notification information via the APP and the voice platform makes one or repeated phone reminders to the participants according to the phone reminder and reminder frequency instructions sent from the PC.
[0035] Step S204: Meeting members receive a meeting information notification and a phone reminder sent from the PC, and choose whether to reply to the meeting notification; Step S205: After receiving the meeting notification reminder call, meeting members can choose whether to reply to the meeting notification immediately. If they reply to the meeting notification within 30 minutes of the reminder frequency set in step S201, the process will proceed to step S206 and no further phone reminders will be made. If they do not reply to the meeting notification within 30 minutes, the process will return to step S203 and the voice platform will make one or repeated phone reminders according to the received reminder frequency instructions.
[0036] Step S206: Meeting members have replied, and the phone call notification is no longer available. The system receives and organizes the meeting reply status and provides real-time feedback to the organizer's PC.
[0037] Finally, it should be noted that the above embodiments are only used to illustrate the technical solutions of the present invention, and are not intended to limit them. Although the present invention has been described in detail with reference to the foregoing embodiments, those skilled in the art should understand that modifications can still be made to the technical solutions described in the foregoing embodiments, or equivalent substitutions can be made to some or all of the technical features therein. Such modifications or substitutions do not cause the essence of the corresponding technical solutions to deviate from the scope of the technical solutions of the embodiments of the present invention.
Claims
1. A meeting notification system, characterized in that: It includes a terminal and a voice platform. The terminal is connected to the voice platform via a network. The terminal includes a PC and a smart mobile terminal. The smart mobile terminal has a meeting notification APP installed on it. The PC client includes a user management module, a meeting information publishing module, a meeting notification reply status module, and a meeting attendance status module. The user management module is mainly used to systematically manage all personnel information within an organization or unit, import personnel data in batches and establish digital archives, and create user tags. User tags can be created by department, job level, or custom tags. The meeting information publishing module includes: meeting title, meeting content, notified personnel, meeting documents, meeting room selection, meeting time, reply reminder settings, check-in reminder settings, and check-out settings; the meeting notification reply status module is used to track and record the meeting notification reply status of meeting members in real time; the meeting check-in status module is used to track and record the meeting check-in status of meeting members in real time. The meeting notification APP includes a meeting information receiving module and an information reply module. The meeting information receiving module receives meeting notification information, and the information reply module replies to the meeting notification information. The voice platform includes a telephone reminder module, which provides telephone reminders to personnel.
2. A meeting notification status monitoring method based on the meeting notification system of claim 1, characterized in that: Includes the following steps: S1: Create a mock meeting notification (1) The meeting organizer edits and stores the proposed meeting member information into the meeting notification system through the user management module in the PC terminal; (2) The meeting organizer edits and enters the meeting title and meeting content through the meeting information publishing module on the PC; (3) The meeting organizer selects one or more members to participate in the meeting from the proposed meeting members through the meeting information publishing module on the PC; (4) After the meeting content and proposed meeting members are entered, upload the corresponding meeting documents, select the meeting room where the meeting will be held, set the meeting start and end time and check-in time, set reply reminders, check-in reminders and check-out settings; (5) Save the meeting members, meeting title, meeting content and meeting settings from the above steps to complete the creation of the mock meeting notification; S2: Confirm meeting arrangements and publish the meeting. Use the preview function in the meeting information publishing module to select the meeting administrator or leader from the system users, share and preview the meeting notice, confirm the preview is correct, and click "Publish Meeting" after confirming the meeting notice information. S3: The meeting information publishing module sends meeting notices to the meeting notification apps of the participants among the proposed meeting members, and transmits the relevant voice reminder settings to the voice platform via the network; S4: The meeting notification APP of the meeting members receives the meeting notification information, and at the same time, the network-based voice platform makes one or repeated phone reminders to the participants according to the received instructions; S5: Meeting members receive meeting notifications and phone reminders from the meeting notification system, and choose whether to reply to the meeting notification on the meeting notification information page of the meeting notification APP; S6: After the meeting members are selected, the following sub-steps are taken based on the selection results: A: Meeting members reply to the meeting notification, the phone reminder ends, proceed to step S7; B: If a meeting member does not reply to the meeting notification, the voice platform will make one or more phone reminders according to the received reminder time and cycle time instructions, until the meeting member replies on the meeting notification information page of the meeting notification APP; S7: The meeting notification system's PC client's meeting notification reply status module receives and organizes the meeting reply status and displays it on the organizer's PC client page.
3. The meeting notification status monitoring method according to claim 2, characterized in that: In steps (2) and (3), the meeting content and meeting participants information can be added or modified through the meeting information publishing module.
4. The meeting notification status monitoring method according to claim 3, characterized in that: The aforementioned telephone reminders include meeting notification calls, check-in calls, and meeting cancellation calls. The telephone reminder settings include how many minutes after the reminder and the reminder frequency.
5. The meeting notification status monitoring method according to claim 3, characterized in that: The process of organizing meeting response status in step 7 includes the status of member responses and the member response status manually adjusted by the organizer.