Meetings Management 2.0

🚧🚧🚧🚧🚧under construction🚧🚧🚧🚧🚧🚧🚧

Intro

The Meeting Management Project (MMP) focuses on developing an updated web application for managing meetings. The key improvements include:​

• Implementing a revamped meeting management web application;​
• Upgrading the room booking and pre-booking features;​
• Replacing the meeting calendar functions currently offered by the DS legacy web application.

Disclaimer​

• As the application evolves, please note that the content/videos/screenshots might differ from the current version. We are doing our best to keep this user guide up to date.​
• All details displayed on the screenshots/videos are from a testing environment, so please consider them as dummy data.​
• The menu and options shown could differ depending on user rights.

Access rights

Meeting management application is accessible using an EOL account.

There are 3 different profiles:

• Meeting administrators => ETSI Staff, access is not limited depending on Bodies (with few exceptions);
• Super-users
  • Body Officials (Chair, Vice Chair, Secretary, Acting Chair, Convenor). In case of Joint meeting, only the Body Officials of the "master"/parent Bodies (i.e., the Body to which the meeting was primarily attached at Meeting creation) are part of the Meeting Super-users group.
  • Rapporteurs (active work items' rapporteurs are allowed to create and manage specific type of meetings for their specific groups)
• Room Administrators => ETSI Staff members who are part of the Events (EVE) meeting support team + ITC team.​

Meeting category - type matrix

Depending on Meeting category and Body (if it is the case) the user has the possibility to decide what type of meeting to create.

Meeting statuses

UNSAVED = this value is displayed in the meeting creation screen, when the user is starting the creation process, but it has not yet saved any information (it has not yet pressed the “save as draft” button). The value indicates to the user that no information is saved yet in the data base, therefore once the user is quitting the page/closing the browser, the information will be lost. The meeting is not yet displayed in the meeting calendar. ​

DRAFT = this meeting status is indicating that the “save as draft” button has been saved at least once during the creation process. To be sure that the most recent information added has been saved, the user should press the “save as draft” button. The meeting is not yet displayed in the meeting calendar.

PRECONFIRMED = the user has finished the creation and has pressed the “Publish” button, but the meeting cannot be published until the EVE team is approving the room request. The meeting is not yet displayed in the meeting calendar. ​

CONFIRMED = the user has finished the creation and has pressed the “Publish” button. All conditions are met for the system to automatically confirm the meeting creation (and room allocation if it is the case). The meeting is displayed in the meeting calendar (unless it has been marked as hidden). ​

FINALIZED = the end date/time of the meeting is in the past. The meeting is displayed in the meeting calendar (unless it has been marked as hidden). ​

CANCELLED = the meeting has been cancelled after being Confirmed. ​

Room statuses

Available = a room for which there are no reservations or requests between a specific start/end date/time. ​

Prebooked = when the user is choosing an available and recommended room and saves the meeting as draft. ​

Booked = when the user is publishing a meeting for which it selected an available and recommended room. ​

Pending = when the user is choosing an available, but not recommended room, and it press the Publish button. The meeting will not be published until the EVE team will review the room request. If the EVE team approve the room request, the status of the room becomes Booked. In case EVE team denies the room request, the room status becomes Available. ​

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Room recommendations matrix

Create a meeting

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After clicking on 'Create meeting' button on the top-left corner, the user is redirected to the 1st step of meeting creation’s form:​

Meeting details

On Meeting Details page, the user must fill in the mandatory fields (marked with *):​

• Meeting Category​
• Meeting type ​
• Start & End dates ​
• Presence types allowed​
• Generated Meeting reference​
• Meeting contacts ​
• Registration start​

All the fields and drop-down options that are not marked with a * are considered optional.​

(Some mandatory fields might be prefilled, but the user can still edit them). ​

Once all the mandatory fields are filled in (and some optional, depending on the user‘s needs), the user has 2 options to continue at the bottom of the Meeting details screen:​

• either click on the ‘Save as draft’ button – this will save your meeting as a draft;​
• Or click the button ‘Next step’ to go to the next step​

Useful tip:​

Hover over your mouse on an input field, little tooltip appears, providing you with essential info or guidance:​

Room allocation

‘Room allocation’ is the 2nd step of the meeting creation process. The user can proceed to the room allocation after they complete the ‘Meeting Details’ step:​

• If the meeting being created is taking place at ETSI premises, the user will see the following screen : ​

The user needs to fill in all the necessary fields marked * about the desired meeting room:

• Start & End booking date/time and Room capacity needed are prefilled from the previous step;​
• The user can request here special IT equipment they need for the meeting or any other requirements (like whiteboards, post-its, etc):​

• There is an option to add more rooms to the meeting – press the green plus button below meeting room #N: ​

On the right side of the screen, there is a Room selector that offers the possibility to choose the room for the meeting. The best suitable options will be marked as ‘Available and ‘Recommended’:​

To preview the room, the user must click on the blue text ‘Preview room’ under the room name in the room selector, that will lead them to the pictures of the room :

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The user must select the desired room by clicking on it on the room selector:​

• The Room becomes highlighted​
• Meeting Room #N label changes from ‘To complete’ ​to ‘Completed’ ​

The user can proceed to the next step, go back to the previous step or save the meeting as a draft. ​

• If the meeting being created is NOT taking place at ETSI premises, at the 2nd step ‘Room Allocation’ , the user will see the following message on the screen: ​

From this screen, the user is able to go back to ‘previous step’, continue with meeting creation choosing ‘next step’ button or opt for ‘save meeting as a draft’.

Payment settings

Contribution settings

• Contributions is the 4th step of meeting creation process. ​

Once on the Contributions screen, the user may opt for allowing contributions to a meeting simply by switching ‘Switch on if you allow contributions’ on:​

• Once the switch is on, the user must fill in the mandatory (marked with *) Contribution allocation fields:​
• Contribution reservation start ​
• Contribution reservation end ​
• Contribution upload end​
• Meeting prefix​

• Once all mandatory Contribution settings are defined, the user can continue to the next step, go back to the previous step or save the meeting as a draft. (Some mandatory fields might be prefilled, but the user can still edit them). ​

Summary

• The last step of meeting creation process is the Display of the meeting's summary:​
• All the meeting details (all the field labels and values chosen) are summarized inside a collapsible/expandable section, divided into groups (which correspond to the previous steps:​

SCREENSHOT

• A complementary print-to-PDF option “Print to PDF” appears below the meeting details section:​

• A “Save as draft” button is shown, at the bottom centre-left, allowing the user to save the changes in the database, but without making the meeting public. The meeting is saved in status "DRAFT". ​
• At the bottom of the Summary screen, there are several action buttons. The user can go back to the previous step, save the meeting as a draft, publish the meeting or delete the meeting:​

Update meeting

Clone meeting

Cancel meeting

View meeting list

View Room allocation (for all users)

Room allocation validation (Meeting Support team)