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
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+17
Create a meeting
After clicking on 'Create meeting' button on the top-left corner, the user is redirected to the 1st step of meeting creation’s form:
img 18
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
img 19
! Useful tip:
Hover over your mouse on an input field, little tooltip appears, providing you with essential info or guidance:
img 20
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 :
img 22
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):
img 23
- There is an option to add more rooms to the meeting – press the green plus button below meeting room #N:
img 25
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’:
img 24
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 :
img 26+27+28
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.
img 29
- 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:
img 32
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:
img 37
- 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
img 38
- 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:
img 40
- A complementary print-to-PDF option “Print to PDF” appears below the meeting details section:
img 41+42
- 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:
img 44