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 Administrators | All ETSI Staff members, if the Meetings' Body is not listed in TAB_MTG_BODY_MNG_PERMISSION or is listed with BodyOfficialsOnly = "0".
Else, if the Body is listed in TAB_MTG_BODY_MNG_PERMISSION with BodyOfficialsOnly= "1", then only the Body Officials are allowed to manage its meetings. |
| Room Administrators | In the present specification, the term Room Administrator includes all ETSI Staff members who are part of the Events (EVE) meeting support team + ITC team. |
| Superusers | Body Officials:
Definition: the active Officials of a Body – or parent Body – to which a meeting is attached. Roles to be considered as 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:
Definition: the rapporteurs of active work items. Active work items' rapporteurs (i.e. rapporteur for at least one non-stopped and non-published Work Item) should be allowed to create and manage specific type of meetings for their specific groups. |
Meeting category - type matrix
img 12
Meeting statuses
img 13
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
img 14 + img 15
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.
Room recommendations matrix
img 16