Conference notification system, method for joining new member in conference and method for replacing conference or asking for leave

Abstract

The invention discloses a conference notification system, a method for joining a new member in a conference and a method for replacing a conference or leaving a leave, the conference notification system comprises a PC terminal management background and an intelligent mobile terminal, the PC terminal management background comprises a conference creation module, a message notification module, a leave information module and a conference replacement information module; the intelligent mobile terminal comprises a conference notification module; a flexible management system covering the whole scene of conference participation is constructed, the organization boundary and system permission limitation are broken through copying conference links, and rapid access of internal and external personnel is supported; efficient substitution and authority synchronization of personnel in the organization are realized by means of a conference participation arrangement function; a standardized processing path is provided for persons who cannot be attended temporarily by arranging a meeting replacement or leave asking function, it is ensured that the meeting replacement persons quickly receive meeting notifications and contents, leave asking information is synchronized to the background of an organizer in real time, finally, full-chain controllable management of meeting from invitation to execution is achieved, the organization coordination cost is greatly reduced, and the efficiency is improved. And the continuity of conference participation and dynamic balance of personnel configuration are ensured.

Description

Technical Field

[0001] This invention relates to the field of intelligent meeting notification technology, and in particular to a meeting notification system, a method for new members to join a meeting, and a method for substitute attendees or requesting leave. Background Technology

[0002] In traditional meeting organization models, three typical scenarios often exist: First, after the organizer sends a meeting notice to the manager, the manager does not need to attend in person but must designate one or more people to attend; second, the manager confirms attendance but needs to bring one or more additional people to participate; third, a participant who has received the notice needs to arrange for someone else to attend in their place or apply for leave due to unforeseen circumstances. Faced with these scenarios, the meeting organizer often only pushes the meeting information and related materials to the manager or original participants, who then manually convey the meeting details and materials to the new attendees or substitutes.

[0003] The above-mentioned meeting notification methods mostly rely on manual relay, which can easily lead to a series of chain problems: 1. Key details may be missed during the transmission of information layer by layer - for example, the original participants may make mistakes in their busy schedules and forget to inform the new participants of the specific location of the meeting or the materials that need to be prepared in advance; 2. The content may also be distorted due to personal misunderstandings, such as mistakenly transmitting "starting at 3 pm" as "check-in at 2:30 pm", or omitting core discussion topics when simplifying the agenda.

[0004] Meanwhile, the completeness of the transmitted materials is also difficult to guarantee: if the meeting materials contain multiple files (such as background reports, data tables, presentation slides, etc.), the original participants may miss sending some attachments when they manually forward them, or the recipients may not be able to open them properly due to the large file size or format compatibility issues; even if the materials are delivered completely, if new participants have questions about the content, they need to consult the original participants first, and then the original participants will provide feedback to the organizers, forming a lengthy communication chain and significantly reducing the efficiency of information exchange.

[0005] More importantly, meeting organizers rely entirely on "secondary communication" to inform attendees, making it impossible to directly track the confirmation status of new attendees or substitutes—they are unsure whether the recipient has received the information and struggle to tally the actual number of participants. This directly impacts preliminary coordination work such as venue setup, seating arrangements, and material preparation. Furthermore, if a new attendee is absent or unprepared due to communication oversights, responsibility is often difficult to clearly assign, potentially leading to communication conflicts between the organizers and attendees, ultimately affecting the overall efficiency of the meeting. Summary of the Invention

[0006] The purpose of this invention is to provide a meeting notification system, a method for new members to join a meeting, and a method for substitute attendance or leave requests. This system can synchronize operation results to the meeting organizer's backend and the terminals of all related personnel in real time, constructing an automated processing mechanism for meeting notifications in multiple scenarios. This enables complete transmission of meeting information in multiple scenarios, significantly reducing manpower statistics costs and communication waste. It not only ensures the accuracy and transmission efficiency of meeting notifications in multiple scenarios, but also achieves full-link traceability of changes in attendance status, providing dual guarantees for the flexibility and standardization of meeting organization.

[0007] The technical solution adopted in this invention is as follows: A multi-scenario meeting notification system for intelligent meetings includes a PC-based management backend and a smart mobile terminal. The PC-based management backend includes a meeting creation module, a message notification module, a leave information module, and a substitute meeting information module. The smart mobile terminal includes a meeting notification module. The meeting creation module includes: meeting title editing, meeting content writing, importing attendees for notification, uploading meeting files, selecting meeting rooms, setting meeting time, setting reply reminders, setting check-in reminders, and setting check-out. After setting, the meeting can be published. The message notification module is the intelligent hub for information interaction throughout the entire meeting process. It is used to receive application messages submitted by participants using smart mobile terminals. All applications submitted by mobile terminals will be synchronized to the management backend queue on the PC terminal in real time. Meeting-related messages will be automatically associated with the basic information of the corresponding meeting. The leave information module is used to store and display the leave information of the current meeting participants, and supports exporting a list of leave information; The substitute meeting information module is used to centrally store and visually display the substitute meeting information of all participants in the current meeting, including the original participant information, substitute meeting information and recording time. All data is updated in real time and presented in the form of a structured list. The meeting notification module is used to receive and reply to meeting notifications. After receiving the meeting notification, participants submit their reply on the meeting notification reply page and are redirected to the meeting details page, which supports meeting notifications in multiple scenarios. The meeting notification module includes a module for copying the meeting link, a module for arranging participation, and a module for arranging substitute participation or leave, which together form a meeting notification processing system covering all scenarios.

[0008] The aforementioned import of meeting attendees involves drafting a list of attendees and then importing it into the PC-based management backend. This list includes the attendee's department, position, name, and contact number.

[0009] The reminder settings include meeting notification reply phone reminders, check-in phone reminders, and instruction settings; instruction settings include reminders after a certain number of minutes and reminder cycle time; after the meeting notification is issued, participants will receive a phone reminder, and the system will cycle through reminders based on the frequency of phone reminders until the user replies to the meeting notification.

[0010] The "Copy Meeting Link" module is used to invite other participants to join the meeting. After submitting a reply in the meeting notification module, the current participant can click the "Copy Meeting Link" button to copy the meeting link and forward it to other participants via chat. After other participants click the meeting link, the system will automatically guide them into the process of joining the meeting.

[0011] When individuals who were not notified of the meeting voluntarily join the meeting, they are not restricted by their system user identity. They can click on the meeting link, follow the instructions to complete the APP download, registration, and login process, verify their identity, and gradually join the meeting, thus achieving compatibility and coverage for non-system users.

[0012] The meeting arrangement module is used by management to arrange for other personnel within the organization to attend if they do not wish to attend. After selecting the "Arrange Participant" function, the system will synchronize the personnel change data to the substitute meeting information module on the PC in real time, ensuring that the organizer's backend can capture the change information immediately. At the same time, the designated participant will immediately receive a notification containing all meeting information, seamlessly connecting to the subsequent process of submitting a participation reply, checking in, and participating in the meeting.

[0013] The module for arranging substitutes or requesting leave is used when attendees are unable to attend a meeting due to unforeseen circumstances. This module includes functions for requesting leave and forwarding it to a substitute, as well as requesting leave without attending. When an attendee selects "Request leave and forward it to a substitute," a substitute is selected from the system's organizing users. After submission, the system automatically sends a notification containing all meeting information to the substitute and simultaneously updates the meeting roster, synchronizing the leave requester and substitute information to the leave information module on the PC. If "Request leave without attending" is selected, after confirmation and submission, the leave information will be pushed to the organizer's PC message notification module in real time and automatically included in the leave information statistics list.

[0014] The method for new members to join a meeting in the multi-scenario meeting notification system of the intelligent meeting includes the following steps: S101: After receiving the meeting information and submitting a reply, participants can click the "Copy Meeting Link" button to copy the current meeting link and forward it to other participants via chat. S102: After other participants click the meeting link to enter the meeting details page on the webpage, click the "Join Meeting" button on the page. If they have not downloaded the corresponding system APP, proceed to step S103; if they have downloaded the corresponding system APP but have not logged in, registered, or uploaded their attendance photo, proceed to step S104; if they have downloaded the corresponding system APP, completed registration, login, and attendance photo upload, but have not joined the organization of the original participant, proceed to step S105; if they have downloaded the corresponding system APP, completed registration, login, and attendance photo upload, and have joined the organization of the original participant, proceed to step S106. S103: Users who have not downloaded the system APP can click the "Join Meeting" button to be redirected to the APP download page, download the smart mobile terminal APP, and then click the "Join Meeting" button in the link again to proceed to step S104; S104: The corresponding APP has been downloaded, but the user has not logged in, registered, or uploaded a check-in photo. Click the "Join Meeting" button to be redirected to the APP registration and login page to register, log in, and upload a photo. Click the "Join Meeting" button in the link again to proceed to step S105. S105: The user has downloaded the corresponding app and completed registration, login, and photo upload, but has not yet joined the original organization. After clicking the "Join Meeting" button, the system will automatically redirect to the meeting notification waiting page within the app, and a confirmation pop-up window with the option "Confirm Joining xxx Meeting" will appear. After the user clicks the confirmation button, the system will automatically complete two operations: first, add the user to the corresponding organization's external department to ensure they have the appropriate meeting access; second, simultaneously add the user to the meeting list, and the previously uploaded photo and other information will be automatically linked to this meeting. At this point, the user can submit their participation reply normally, and seamlessly connect to the subsequent meeting check-in, meeting document viewing, and agenda participation processes, ensuring the integrity and ease of operation of the meeting participation chain.

[0015] S106: The user has downloaded the corresponding APP and completed registration, login, and photo upload. The user has also joined the organization to which the original participant belongs. The system will redirect to the APP meeting notification page with a confirmation pop-up. After the user clicks the confirmation button, the system will automatically add the user to the current meeting's participant list. After completing the above steps, users can proceed with subsequent operations such as replying to meetings, achieving a smooth connection from clicking the link to participating in the meeting.

[0016] In intelligent conferencing, the multi-scenario meeting notification system provides a method for participants to arrange for someone else to attend in their place or request leave. This includes the following steps: S201: After submitting their meeting response, participants can choose to arrange a substitute meeting or request leave, and enter the leave approval manager; S202: Select the function that meets your needs based on the actual situation. If you need to request leave and designate a substitute to attend the meeting, select the "Request Leave and Transfer to Substitute" function and proceed to step S203. If you simply request leave and do not attend the meeting, select the "Request Leave and Do Not Attend the Meeting" function and proceed to step S204. S203: Selecting the "Request Leave and Transfer to Substitute" function allows you to choose a substitute from the users in your organization and confirm the transfer of the meeting notification to the substitute. The substitute will then handle the subsequent meeting procedures, such as attendance and check-in. The system will simultaneously synchronize the leave request information and substitute data to the leave information module on the PC, ensuring that the meeting organizer can keep track of personnel changes in real time and improve the flexibility and efficiency of meeting preparation.

[0017] S204: Select the "Request Leave of Absence" option and submit confirmation to complete the leave application process. The system will simultaneously push a leave notification to the PC client's message notification module. This message will be aggregated in real time to the organizer's leave information module, allowing the organizer to centrally view all leave records and quickly adjust the meeting agenda, seating arrangements, or discussion groups based on this dynamic data, ensuring that the meeting process is not affected by personnel changes. This invention organizes and analyzes information sent from smart mobile terminals through a PC-based management backend. Utilizing a digital automatic synchronization and real-time response mechanism, it edits and sets basic meeting information using a meeting creation module, and receives application messages submitted by participants via smart mobile terminals through a message notification module. Furthermore, it employs modules for copying meeting links, arranging attendance, and assigning substitutes or leave requests to construct a flexible management system covering all meeting participation scenarios. Copying meeting links breaks down organizational boundaries and system permission restrictions, allowing for rapid access by both internal and external personnel. The attendance arrangement function enables efficient substitution and permission synchronization for personnel within the organization. The substitute or leave request function provides a standardized processing path for those temporarily unable to attend, ensuring that substitutes quickly receive meeting notifications and content, and that leave information is synchronized to the organizer's backend in real time. Ultimately, this achieves controllable management of the entire meeting chain from invitation to execution, significantly reducing organizational coordination costs and ensuring the continuity of meeting participation and a dynamic balance in personnel allocation. Attached Figure Description

[0018] Figure 1 This is a functional block diagram of the present invention; Figure 2 This is a schematic diagram of the copy meeting link process of the present invention; Figure 3 This is a schematic diagram illustrating the process of arranging substitute meetings or requesting leave according to the present invention; Figure 4 This is a diagram showing the operation interface of the meeting creation module of the present invention; Figure 5 This is a diagram showing the user interface of the leave information module of the present invention; Figure 6 This is a diagram showing the user interface of the replacement information module of the present invention; Figure 7 This is a diagram showing the interface for submitting a reply in the meeting notification module of the present invention; Figure 8 This is a diagram showing the multi-scenario meeting notification operation interface in the meeting notification module of the present invention; Figure 9 This is a diagram showing the operation interface of the module for arranging substitute meetings or requesting leave in the meeting notification module of the present invention. Detailed Implementation

[0019] like Figure 1 As shown, the present invention includes a PC-based management backend and a smart mobile terminal. The PC-based management backend includes: a meeting creation module, a message notification module, a leave information module, and a substitute meeting information module; the smart mobile terminal includes a meeting notification module. The meeting creation module includes: meeting title editing, meeting content writing, importing attendees for notification, uploading meeting files, selecting meeting rooms, setting meeting time, setting reply reminders, setting check-in reminders, and setting check-out. After setting, the meeting can be published. The message notification module is the intelligent hub for information interaction throughout the entire meeting process. It is used to receive application messages submitted by participants using smart mobile terminals. All applications submitted by mobile terminals will be synchronized to the management backend queue on the PC terminal in real time. Meeting-related messages will be automatically associated with the basic information of the corresponding meeting. The leave information module is used to store and display the leave information of the current meeting participants, and supports exporting a list of leave information; The substitute meeting information module is used to centrally store and visually display the substitute meeting information of all participants in the current meeting, including the original participant information, substitute meeting information and recording time. All data is updated in real time and presented in the form of a structured list. The meeting notification module is used to receive and reply to meeting notifications. After receiving the meeting notification, participants submit their reply on the meeting notification reply page and are redirected to the meeting details page, which supports meeting notifications in multiple scenarios. The meeting notification module includes a module for copying the meeting link, a module for arranging participation, and a module for arranging substitute participation or leave, which together form a meeting notification processing system covering all scenarios.

[0020] The aforementioned import of meeting attendees involves drafting a list of attendees and then importing it into the PC-based management backend. This list includes the attendee's department, position, name, and contact number.

[0021] The reminder settings include meeting notification reply phone reminders, check-in phone reminders, and instruction settings; instruction settings include reminders after a certain number of minutes and reminder cycle time; after the meeting notification is issued, participants will receive phone reminders, and the system will cycle through reminders based on the frequency of phone reminders until the user replies to the meeting notification.

[0022] The "Copy Meeting Link" module is used to invite other participants to join the meeting. After submitting a reply in the meeting notification module, the current participant can click the "Copy Meeting Link" button to copy the meeting link and forward it to other participants via chat. After other participants click the meeting link, the system will automatically guide them into the process of joining the meeting.

[0023] When individuals not notified of the meeting voluntarily join the meeting, they are not restricted by their system user identity and can join the meeting by clicking the meeting link. After clicking the meeting link, non-system users can follow the instructions to complete the APP download, registration, and login process, verify their identity, and gradually join the meeting, thus achieving compatibility and coverage for non-system users.

[0024] The meeting arrangement module is used by management to arrange for other personnel within the organization to attend if they do not wish to attend. After selecting the "Arrange Participant" function, the system will synchronize the personnel change data to the substitute meeting information module on the PC in real time, ensuring that the organizer's backend can capture the change information immediately. At the same time, the designated participant will immediately receive a notification containing all meeting information, seamlessly connecting to the subsequent process of submitting a participation reply, checking in, and participating in the meeting.

[0025] The module for arranging substitutes or requesting leave is used when attendees are unable to attend a meeting due to unforeseen circumstances. This module includes functions for requesting leave and forwarding it to a substitute, as well as requesting leave without attending. When an attendee selects "Request leave and forward it to a substitute," a substitute is selected from the system's organizing users. After submission, the system automatically sends a notification containing all meeting information to the substitute and simultaneously updates the meeting roster, synchronizing the leave requester and substitute information to the leave information module on the PC. If "Request leave without attending" is selected, after confirmation and submission, the leave information will be pushed to the organizer's PC message notification module in real time and automatically included in the leave information statistics list.

[0026] Methods for new members to join a meeting in a multi-scenario meeting notification system in intelligent conferencing, such as... Figure 2 As shown, it includes the following steps: S101: After receiving the meeting information and submitting a reply, participants can click the "Copy Meeting Link" button to copy the current meeting link and forward it to other participants via chat. S102: After other participants click the meeting link to enter the meeting details page on the webpage, click the "Join Meeting" button on the page. If they have not downloaded the corresponding system APP, proceed to step S103; if they have downloaded the corresponding system APP but have not logged in, registered, or uploaded their attendance photo, proceed to step S104; if they have downloaded the corresponding system APP, completed registration, login, and attendance photo upload, but have not joined the organization of the original participant, proceed to step S105; if they have downloaded the corresponding system APP, completed registration, login, and attendance photo upload, and have joined the organization of the original participant, proceed to step S106. S103: Users who have not downloaded the system APP can click the "Join Meeting" button to be redirected to the APP download page, download the smart mobile terminal APP, and then click the "Join Meeting" button in the link again to proceed to step S104; S104: The corresponding APP has been downloaded, but the user has not logged in, registered, or uploaded a check-in photo. Click the "Join Meeting" button to be redirected to the APP registration and login page to register, log in, and upload a photo. Click the "Join Meeting" button in the link again to proceed to step S105. S105: The user has downloaded the corresponding app and completed registration, login, and photo upload, but has not yet joined the original organization. After clicking the "Join Meeting" button, the system will automatically redirect to the meeting notification waiting page within the app, and a confirmation pop-up window with the option "Confirm Joining xxx Meeting" will appear. After the user clicks the confirmation button, the system will automatically complete two operations: first, add the user to the corresponding organization's external department to ensure they have the appropriate meeting access; second, simultaneously add the user to the meeting list, and the previously uploaded photo and other information will be automatically linked to this meeting. At this point, the user can submit their participation reply normally, and seamlessly connect to the subsequent meeting check-in, meeting document viewing, and agenda participation processes, ensuring the integrity and ease of operation of the meeting participation chain.

[0027] S106: The user has downloaded the corresponding APP and completed registration, login, and photo upload. The user has also joined the organization to which the original participant belongs. The system will redirect to the APP meeting notification page with a confirmation pop-up. After the user clicks the confirmation button, the system will automatically add the user to the current meeting's participant list. After completing the above steps, users can proceed with subsequent operations such as replying to meetings, achieving a smooth connection from clicking the link to participating in the meeting.

[0028] The method for participants in the multi-scenario meeting notification system of the aforementioned intelligent meeting to arrange for someone else to attend the meeting in their place or to request leave, such as... Figure 3 As shown, it includes the following steps: S201: After submitting their meeting response, participants can choose to arrange a substitute meeting or request leave, and enter the leave approval manager; S202: Select the function that meets your needs based on the actual situation. If you need to request leave and designate a substitute to attend the meeting, select the "Request Leave and Transfer to Substitute" function and proceed to step S203. If you simply request leave and do not attend the meeting, select the "Request Leave and Do Not Attend the Meeting" function and proceed to step S204. S203: Selecting the "Request Leave and Transfer to Substitute" function allows you to choose a substitute from the users in your organization and confirm the transfer of the meeting notification to the substitute. The substitute will then handle the subsequent meeting procedures, such as attendance and check-in. The system will simultaneously synchronize the leave request information and substitute data to the leave information module on the PC, ensuring that the meeting organizer can keep track of personnel changes in real time and improve the flexibility and efficiency of meeting preparation.

[0029] S204: Select the "Request Leave of Absence" option and submit confirmation to complete the leave application process. The system will simultaneously push a leave request message to the PC client's message notification module. This message will be aggregated in real time to the organizer's leave information module, allowing the organizer to centrally view all leave records and quickly adjust the meeting agenda, seating arrangements, or discussion groups based on this dynamic data, ensuring that the meeting process is not affected by personnel changes.

[0030] The technical content of the present invention will be described in detail below with reference to embodiments: First, the meeting creation module allows users to edit the meeting title, write meeting content, upload meeting files, select a meeting room, set the meeting time, configure reminder settings, check-in reminders, and check-out settings, and then publish the meeting. Figure 4 A screenshot showing the interface for creating a meeting module.

[0031] The import of meeting attendee information is done with a one-click process. The specific steps are as follows: 1. Create an initial template for the conference attendee contact list based on an Excel spreadsheet, including a header column in the first column, which lists the department, position, username, and contact number from left to right; 2. Adjust the header column attributes of the meeting participant contact information to match the initial contact information template. 3. Copy the adjusted participant contact information to the initial contact template to create a preliminary participant contact template; confirm and save the updated preliminary participant contact template. 4. Import the information from the initial conference attendee contact list template into the contact list generation system in batches to generate a medium-sized contact list template, and display the imported information on the contact list page; 5. By setting the sorting rules in the system, the address book generation system generates explicit information of user members based on their department, position, and username, including member ID, member department, member position, member avatar, member name, member contact number, member meeting attendance information, member status information, member tags, and remarks; the member meeting attendance information is used to statistically analyze and display user-related meeting attendance information during system use. The final contact list model has been generated, and the contact list page for meeting participants can be displayed and operated. The import of the aforementioned list of attendees and their information is convenient, complete, and facilitates viewing and operation in subsequent steps.

[0032] After the basic information settings and preparations are completed, the system will receive application messages submitted by participants using their smart mobile terminals through the message notification module. The message notification module is the intelligent hub for information interaction throughout the entire meeting process. All applications will be synchronized to the system's backend queue in real time, and relevant meeting messages will also be automatically associated with the corresponding basic meeting information (such as meeting topic and scheduled time) so that organizers can view them quickly.

[0033] The leave information module of this invention is used to store and display the leave information of the current meeting participants, including user ID, user name, contact number, position, substitute, substitute's position, approving leader, leave time, and supports exporting the leave information list, providing accurate data support for meeting organizers to keep track of changes in participants in real time and efficiently coordinate meeting arrangements; Figure 5 This is a screenshot of the user interface for the leave application information module.

[0034] like Figure 6 The diagram shows the operation interface of the substitute meeting information module. This module is used to centrally store and visually display the substitute meeting information of all participants in the current meeting, including the original participant information (user ID, name, contact number, and position), substitute meeting information (substitute meeting ID, name, contact number, and position), and the recording time. All data is updated synchronously in real time and presented in a structured list format, which makes it easy for meeting organizers to quickly view the relationship between each substitute meeting and provides clear and traceable information for meeting personnel management.

[0035] The meeting notification module of this invention is used to receive and respond to meeting notifications. After receiving the meeting notification, participants submit their responses on the meeting notification response page and are then redirected to the meeting details page. Figure 7 This is a screenshot of the response submission interface in the meeting notification module. This page supports meeting notifications in multiple scenarios, including modules for copying meeting links, arranging attendance, and arranging substitute attendance or leave requests, collectively forming a comprehensive meeting notification processing system. Figure 8 This is a screenshot showing the user interface for supporting multi-scenario meeting notifications.

[0036] The "Copy Meeting Link" module is used to invite other participants to join the meeting. After submitting a reply in the meeting notification module, the current participant can click the "Copy Meeting Link" button to copy the meeting link and forward it to other participants via chat. After other participants click the meeting link, the system will automatically guide them through the meeting joining process: first, they will be redirected to the meeting details page on the web, which clearly displays the core meeting information; if they wish to join the meeting, they can click the "Join Meeting" button on the page to be redirected to the app and confirm to successfully join the meeting.

[0037] When individuals not notified of the meeting voluntarily join the meeting, they are not restricted by their system user identity and can join the meeting by clicking the meeting link. After clicking the meeting link, non-system users can follow the instructions to complete the APP download, registration, and login process, verify their identity, and gradually join the meeting, thus achieving compatibility and coverage for non-system users.

[0038] The specific steps are as follows: S101: After receiving the meeting information and submitting a reply, participants can click the "Copy Meeting Link" button to copy the current meeting link and forward it to other participants via chat. S102: After clicking the meeting link to enter the meeting details page on the webpage, and then clicking the "Join Meeting" button on the page, if the person who was not notified clicks the meeting link, proceed to step S103; if the person has downloaded the meeting link but has not logged in, registered, or uploaded a sign-in photo, proceed to step S104; if the person has downloaded the meeting link, completed registration, login, and uploaded a sign-in photo, but has not joined the organization of the original participant, proceed to step S105; if the person has downloaded the meeting link, completed registration, login, and uploaded a sign-in photo, and has joined the organization of the original participant, proceed to step S106. S103: Users who have not downloaded the system APP can click the "Join Meeting" button to be redirected to the APP download page, download the smart mobile terminal APP, and then click the "Join Meeting" button in the link again to proceed to step S104; S104: The corresponding APP has been downloaded, but the user has not logged in, registered, or uploaded a check-in photo. Click the "Join Meeting" button to be redirected to the APP registration and login page to register, log in, and upload a photo. Click the "Join Meeting" button in the link again to proceed to step S105. S105: The user has downloaded the corresponding app and completed registration, login, and photo upload, but has not yet joined the original organization. After clicking the "Join Meeting" button, the system will automatically redirect to the meeting notification waiting page within the app, and a confirmation pop-up window with the option "Confirm Joining xxx Meeting" will appear. After the user clicks the confirmation button, the system will automatically complete two operations: first, add the user to the corresponding organization's external department to ensure they have the appropriate meeting access; second, simultaneously add the user to the meeting list, and the previously uploaded photo and other information will be automatically linked to this meeting. At this point, the user can submit their participation reply normally, and seamlessly connect to the subsequent meeting check-in, meeting document viewing, and agenda participation processes, ensuring the integrity and ease of operation of the meeting participation chain.

[0039] S106: The user has downloaded the corresponding APP and completed registration, login, and photo upload. The user has also joined the organization to which the original participant belongs. The system will redirect to the APP meeting notification page with a confirmation pop-up. After the user clicks the confirmation button, the system will automatically add the user to the current meeting's participant list. After completing the above steps, users can proceed with subsequent operations such as replying to meetings, achieving a smooth connection from clicking the link to participating in the meeting.

[0040] The meeting arrangement module is used to arrange for other members of the organization to attend if the leader is not present. After selecting the "Arrange Participant" function, the designated participant is selected from the users in the organization and confirmed. The system will synchronize the personnel change data to the substitute meeting information module on the PC in real time, ensuring that the organizer can immediately capture this adjustment. At the same time, the designated participant will immediately receive a notification containing all meeting information (such as meeting title, content, time, and seating chart), seamlessly connecting to the subsequent process of submitting a participation reply, checking in, and participating in the meeting, ensuring the continuity of meeting participation and organizational efficiency.

[0041] For example: If the organizer sends a meeting notice to the leader, and the leader does not need to attend in person but needs to designate one or more people to attend, the leader submits the meeting reply and uses the "Arrange Participation" function to select Zhang San to attend the meeting from the organization users. After confirming and submitting, the meeting notice will be transferred to Zhang San's meeting notice module. The system will synchronize the personnel change data to the substitute meeting information module on the PC in real time and update the meeting list. If multiple people need to attend, Zhang San can use the "Copy Meeting Link" function to forward the meeting link to other participants via chat. Other participants can join the meeting through the meeting link to execute the subsequent meeting process, and the system meeting list will be updated synchronously. The module for arranging substitute attendance or requesting leave is used by attendees to request leave when they are temporarily unable to attend the meeting, such as... Figure 9This diagram illustrates the interface for arranging substitute attendees or requesting leave within the meeting notification module. This module includes functions for requesting leave and forwarding it to a substitute, as well as requesting to not attend. When attendees select "Request Leave and Forward to Substitute," they can choose a suitable substitute from the system's user pool. After submission, the system automatically sends a notification containing all meeting information to the substitute and simultaneously updates the meeting roster, synchronizing the leave requester and substitute attendee information to the PC-side leave information module. If "Request Leave and Not Attend" is selected, after confirmation, the leave information is pushed to the organizer's PC-side message notification module in real time and automatically included in the leave information statistics list, allowing organizers to promptly identify attendance gaps and flexibly adjust meeting arrangements. Both operations are completed through a systematic workflow, ensuring both the standardization of leave and substitute attendees and the accuracy and timeliness of meeting information transmission.

[0042] The specific steps are as follows: S201: After submitting their meeting response, participants can choose to arrange a substitute meeting or request leave, and enter the leave approval manager; S202: Select the function that meets your needs based on the actual situation. If you need to request leave and designate a substitute to attend the meeting, select the "Request Leave and Transfer to Substitute" function and proceed to step S203. If you simply request leave and do not attend the meeting, select the "Request Leave and Do Not Attend the Meeting" function and proceed to step S204. S203: Selecting the "Request Leave and Transfer to Substitute" function allows you to choose a substitute from the users in your organization and confirm the transfer of the meeting notification to the substitute. The substitute will then handle the subsequent meeting procedures, such as attendance and check-in. The system will simultaneously synchronize the leave request information and substitute data to the leave information module on the PC, ensuring that the meeting organizer can keep track of personnel changes in real time and improve the flexibility and efficiency of meeting preparation.

[0043] S204: Select the "Request Leave of Absence" option and submit confirmation to complete the leave application process. The system will simultaneously push a leave request message to the PC client's message notification module. This message will be aggregated in real time to the organizer's leave information module, allowing the organizer to centrally view all leave records and quickly adjust the meeting agenda, seating arrangements, or discussion groups based on this dynamic data, ensuring that the meeting process is not affected by personnel changes.

Claims

1. A multi-scenario meeting notification system in a smart meeting, characterized in that: It comprises a PC terminal management background and a smart mobile terminal, the PC terminal management background comprises a meeting creation module, a message notification module, a leave information module and a substitute meeting information module; the smart mobile terminal comprises a meeting notification module; The meeting creation module comprises a meeting title editing, a meeting content writing, a participant notification personnel import, a meeting file uploading, a meeting room selection, a meeting time setting, a reply reminder setting, a sign-in reminder setting and a sign-out setting, and the meeting is published after the settings are completed; The message notification module is an intelligent hub of meeting whole-process information interaction, used for receiving application messages submitted by participants using the smart mobile terminal, all application submitted by the mobile terminal is synchronized to the PC terminal management background queue in time, and meeting related messages are automatically associated with the basic information of the corresponding meeting; The leave information module is used for storing and displaying the leave information of the current meeting participants, and supports exporting the leave information list; The substitute meeting information module is used for storing and visually displaying the substitute meeting information of all participants in the current meeting, including the original participant information, the substitute meeting information and the recording time, all data are updated in real time and presented in a structured list form; The meeting notification module is used for receiving replies to the meeting notification, after the participants receive the meeting notification and submit a reply on the meeting notification reply page, the meeting detail page is jumped to, the page supports multi-scene meeting notification; the meeting notification module comprises a copy meeting link module, an arrangement participant module and an arrangement substitute meeting or leave module, which jointly build a meeting notification processing system covering all scenes. 2.The multi-scene conference notification system in intelligent conference room according to claim 1, wherein: The participant notification personnel import is to import the participant list to the PC terminal management background after the participant list is drafted, including the participant user department, the affiliated duty, the participant user name and the contact number. 3.The multi-scene conference notification system in intelligent conference room according to claim 2, characterized in that: The reminder setting comprises a meeting notification reply phone reminder, a sign-in phone reminder and an instruction setting; the instruction setting comprises a reminder after several minutes and a reminder cycle time; after the meeting notification is published, the participants will receive a phone reminder, the system will remind the user according to the phone reminder frequency, until the user replies to the meeting notification. 4.The multi-scene conference notification system in a smart conference room of claim 1, wherein: The copy meeting link module is used for inviting other participants to join the meeting, the current participant can click the "copy meeting link" button after submitting a reply on the meeting notification module, the copy meeting link is forwarded to other participants through a chat tool, and other participants click the meeting link, the system will automatically guide them to join the meeting process. 5.The multi-scene conference notification system in intelligent conference room of claim 1, wherein: When a non-participant voluntarily joins the meeting, the non-participant is not limited by the system user identity, can complete the APP download, registration and login process by clicking the meeting link, and gradually join the meeting after identity verification, realizing the compatible coverage of non-system users. 6.The multi-scene conference notification system in intelligent conference room according to claim 1, wherein: The arrangement module is used for the management layer to arrange other personnel in the organization to participate in the meeting; the "arrange participants" function is selected, the designated participants are selected from the organization users, and after the determination, the system synchronizes the personnel change data to the PC terminal in real time. The replacement information module ensures that the organizer can capture the change information in real time; at the same time, the designated participants immediately receive a notification containing all the information of the meeting, and seamlessly access the subsequent submission of meeting responses, check-in, and meeting participation process. 7.The multi-scene conference notification system in intelligent conference room of claim 1, wherein: The arrangement module is used for the management layer to arrange other personnel in the organization to participate in the meeting; the "arrange participants" function is selected, the designated participants are selected from the organization users, and after the determination, the system synchronizes the personnel change data to the PC terminal. The replacement information module ensures that the organizer can capture the change information in real time; at the same time, the designated participants immediately receive a notification containing all the information of the meeting, and seamlessly access the subsequent submission of meeting responses, check-in, and meeting participation process.

8. The method for new member joining the conference of the multi-scene conference notification system in the intelligent conference according to any one of claims 1-7, characterized in that: The arrangement module is used for the management layer to arrange other personnel in the organization to participate in the meeting; the "arrange participants" function is selected, the designated participants are selected from the organization users, and after the determination, the system synchronizes the personnel change data to the PC terminal. The replacement information module ensures that the organizer can capture the change information in real time; at the same time, the designated participants immediately receive a notification containing all the information of the meeting, and seamlessly access the subsequent submission of meeting responses, check-in, and meeting participation process. The arrangement module is used for the management layer to arrange other personnel in the organization to participate in the meeting; the "arrange participants" function is selected, the designated participants are selected from the organization users, and after the determination, the system synchronizes the personnel change data to the PC terminal. The replacement information module ensures that the organizer can capture the change information in real time; at the same time, the designated participants immediately receive a notification containing all the information of the meeting, and seamlessly access the subsequent submission of meeting responses, check-in, and meeting participation process. The arrangement module is used for the management layer to arrange other personnel in the organization to participate in the meeting; the "arrange participants" function is selected, the designated participants are selected from the organization users, and after the determination, the system synchronizes the personnel change data to the PC terminal. The replacement information module ensures that the organizer can capture the change information in real time; at the same time, the designated participants immediately receive a notification containing all the information of the meeting, and seamlessly access the subsequent submission of meeting responses, check-in, and meeting participation process. The arrangement module is used for the management layer to arrange other personnel in the organization to participate in the meeting; the "arrange participants" function is selected, the designated participants are selected from the organization users, and after the determination, the system synchronizes the personnel change data to the PC terminal. The replacement information module ensures that the organizer can capture the change information in real time; at the same time, the designated participants immediately receive a notification containing all the information of the meeting, and seamlessly access the subsequent submission of meeting responses, check-in, and meeting participation process. The arrangement module is used for the management layer to arrange other personnel in the organization to participate in the meeting; the "arrange participants" function is selected, the designated participants are selected from the organization users, and after the determination, the system synchronizes the personnel change data to the PC terminal. The replacement information module ensures that the organizer can capture the change information in real time; at the same time, the designated participants immediately receive a notification containing all the information of the meeting, and seamlessly access the subsequent submission of meeting responses, check-in, and meeting participation process. S105: The user has downloaded the corresponding APP of the system, completed registration and login, and uploaded the check-in photo, but has not joined the organization of the original participant. After clicking the "Join the meeting" button, the system will automatically jump to the meeting notification reply page in the APP, and a confirmation popup window containing the "Confirm joining xxx meeting" option will pop up. After the user clicks the confirmation button, the system automatically completes two operations: one is to include the user in the external department of the corresponding organization to ensure that he obtains the matching meeting permission; the second is to synchronize the user into the meeting list, and the previously uploaded check-in photo and other information are automatically associated with this meeting. At this time, the user can normally submit the meeting reply and seamlessly connect the subsequent meeting check-in, meeting document review, and agenda participation process, ensuring the integrity and operational convenience of the meeting participation link; S106: The user has downloaded the corresponding APP of the system, completed registration and login, and uploaded the check-in photo, and has joined the organization of the original participant. The system jumps to the meeting notification reply page in the APP, and a confirmation popup window pops up. After the user clicks the confirmation button, the system will automatically add the user to the meeting list of the current meeting; After completing the above steps, the user can normally carry out subsequent operations such as meeting reply, realizing smooth connection from link clicking to meeting participation.

9. The method for arranging a substitute or leave of absence of a participant in the multi-scene conference notification system of the intelligent conference according to any one of claims 1-7, characterized in that: The steps include: S201: After the participant submits the meeting reply, select the arrange a substitute or take a leave module and input the leave approval manager; S202: Choose the function that meets the needs according to the actual situation. If you need to take a leave and specify a substitute to attend, select the "Take a leave and transfer to a substitute" function to step S203. If you simply take a leave without attending, select the "Take a leave without attending" function to step S204; S203: Select the "Take a leave and transfer to a substitute" function. You can select a substitute from the organization's users and determine the meeting notification to be transferred to the substitute. The substitute will perform the subsequent meeting process such as check-in. The system will synchronize the leave personnel information and substitute data to the PC end leave information module at the same time, ensuring that the meeting organizer can keep abreast of personnel changes and improving the flexibility and efficiency of meeting preparation; S204: Select the "Take a leave without attending" function. After submitting the confirmation, the leave process is completed. The system will push a leave message to the PC end message notification module; This message will be aggregated in real time to the organizer's background leave information module, making it easy for the organizer to review all leave records and quickly adjust the meeting agenda, seating arrangement, or discussion grouping based on these dynamic data, ensuring that the meeting process is not affected by personnel changes.

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