Description:Brief Description of the Drawings

Generally, the present disclosure relates to communication systems. Particularly, the present disclosure relates to a system for scheduling and coordination of meetings.
Background
The background description includes information that may be useful in understanding the present invention. It is not an admission that any of the information provided herein is prior art or relevant to the presently claimed invention, or that any publication specifically or implicitly referenced is prior art.
In environments such as corporate offices, educational institutions, and other organizational settings, the coordination and scheduling of meetings play a crucial role in maintaining effective communication and operational efficiency. Various systems and technologies are employed to manage the complexities associated with scheduling interactions between colleagues, parents, students, and staff.
One well-known system for managing appointments involves the use of digital calendars and scheduling platforms that allow users to book, cancel, and reschedule meetings based on available time slots. These platforms typically provide visibility into the availability of all parties to reduce conflicts and double bookings. However, problems are often encountered due to the lack of real-time updates and synchronization issues. Delays in updating availability can lead to double bookings or missed appointments, thus affecting the productivity of the organization.
Furthermore, another prevalent technique involves the deployment of automated kiosks and interactive systems within institutions to manage visitor interactions. These systems are designed to streamline the process of registering visitors and notifying staff of their arrival. While these solutions offer improvements in managing visitor flow, they frequently lack integration with the broader scheduling systems of the organization. This disconnection can result in inadequate coordination between different departments, leading to increased wait times and a less efficient scheduling process.
Such systems also face challenges in handling irregular meeting timings and frequent rescheduling, which are common in dynamic environments. The lack of flexibility in adapting to sudden changes in schedules or meeting priorities can exacerbate misunderstandings and communication breakdowns among participants. Additionally, the user interface of many scheduling systems often lacks intuitiveness, which can deter users from fully engaging with the technology, thereby reducing its overall effectiveness.
In light of the above discussion, there exists an urgent need for solutions that overcome the problems associated with conventional systems and techniques for optimizing communication channels, minimizing wait times, and enhancing scheduling efficiency within dynamic environments such as corporate offices, educational institutions, and other organizations.

Summary
The following presents a simplified summary of various aspects of this disclosure in order to provide a basic understanding of such aspects. This summary is not an extensive overview of all contemplated aspects, and is intended to neither identify key or critical elements nor delineate the scope of such aspects. Its purpose is to present some concepts of this disclosure in a simplified form as a prelude to the more detailed description that is presented later.
The following paragraphs provide additional support for the claims of the subject application.
In an aspect, the present disclosure provides a system for scheduling and coordination of meetings. The system comprises a scheduling module configured to enable a visitor to initiate a visit request with a staff member by scanning a QR code located at a designated staff area. A staff module is situated within the staff member's designated area, which includes a manual switch to alter the staff member's availability status between "available" and "busy". The staff module is coupled to a server. A visitor module positioned outside the staff member's designated area is configured to display the current and forthcoming availability status of the staff member and is interfaced with the server. A data analysis module hosted on the server is configured to process and analyze interaction data between staff and visitors for management insights.
In an embodiment, the scheduling module is further configured to enable a visitor to receive notifications when the availability status of a staff member to whom they are subscribed changes. Notifications are triggered by updates received from the staff module.
In an embodiment, the staff module allows a staff member to cancel or reset previously entered availability durations using additional input buttons, with changes being directly communicated to the scheduling module and the visitor module.
In an embodiment, the visitor module is equipped to display the expected duration of availability of the staff member in real-time, assisting visitors in planning their visits effectively.
In an embodiment, the scheduling module is capable of sending personalized notifications to visitors based on the urgency or importance of the visit, as determined by the preferences set by the staff member.
In an embodiment, the staff module is configured to transmit the temporary location of the staff member if they are not present in their designated area, with the location displayed on the scheduling module.
In an embodiment, the data analysis module is configured to provide quantitative and qualitative assessments of the interactions between staff and visitors, including frequency and nature of visits for higher-level decision-making.
In an embodiment, the scheduling module is integrated with existing institutional email and calendar services to enhance the scheduling process and provide a seamless user experience.
In an embodiment, the staff module enables staff members to prioritize visitor requests based on customizable criteria such as urgency or required duration.
In an embodiment, the interaction data processed by the data analysis module includes tracking the reasons for visits, which helps in understanding the needs and trends within the institution.

Field of the Invention

The features and advantages of the present disclosure would be more clearly understood from the following description taken in conjunction with the accompanying drawings in which:
FIG. 1 illustrates a system 100 for scheduling and coordination of meetings, in accordance with the embodiments of the present disclosure.
FIG. 2 illustrates a sequence diagram for scheduling and coordination of meetings in accordance with embodiments of the present disclosure.
FIG. 3 presents a user interface for staff to set their availability status, comprising two parts, FIG. 3A and FIG. 3B, according to the embodiments of the present disclosure.
FIG. 4, encompassing FIG. 4A and FIG. 4B, demonstrates a user interface facilitating staff communication of availability status to visitor in line with disclosed embodiments.
FIG. 5 delineates a staff module designed to reside within the staff member's designated area, aligning with embodiments set forth in the present disclosure.
FIG. 6 presents a visitor module, in line with the embodiments of the present disclosure, positioned strategically outside the staff member's designated area to facilitate the informational needs of visitors.

Detailed Description
In the following detailed description of the invention, reference is made to the accompanying drawings that form a part hereof, and in which is shown, by way of illustration, specific embodiments in which the invention may be practiced. In the drawings, like numerals describe substantially similar components throughout the several views. These embodiments are described in sufficient detail to claim those skilled in the art to practice the invention. Other embodiments may be utilized and structural, logical, and electrical changes may be made without departing from the scope of the present invention. The following detailed description is, therefore, not to be taken in a limiting sense, and the scope of the present invention is defined only by the appended claims and equivalents thereof.
The use of the terms “a” and “an” and “the” and “at least one” and similar referents in the context of describing the invention (especially in the context of the following claims) are to be construed to cover both the singular and the plural, unless otherwise indicated herein or clearly contradicted by context. The use of the term “at least one” followed by a list of one or more items (for example, “at least one of A and B”) is to be construed to mean one item selected from the listed items (A or B) or any combination of two or more of the listed items (A and B), unless otherwise indicated herein or clearly contradicted by context. The terms “comprising,” “having,” “including,” and “containing” are to be construed as open-ended terms (i.e., meaning “including, but not limited to,”) unless otherwise noted. Recitation of ranges of values herein are merely intended to serve as a shorthand method of referring individually to each separate value falling within the range, unless otherwise indicated herein, and each separate value is incorporated into the specification as if it were individually recited herein. All methods described herein can be performed in any suitable order unless otherwise indicated herein or otherwise clearly contradicted by context. The use of any and all examples, or exemplary language (e.g., “such as”) provided herein, is intended merely to better illuminate the invention and does not pose a limitation on the scope of the invention unless otherwise claimed. No language in the specification should be construed as indicating any non-claimed element as essential to the practice of the invention.
Pursuant to the "Detailed Description" section herein, whenever an element is explicitly associated with a specific numeral for the first time, such association shall be deemed consistent and applicable throughout the entirety of the "Detailed Description" section, unless otherwise expressly stated or contradicted by the context.
FIG. 1 illustrates a system 100 for scheduling and coordination of meetings, in accordance with the embodiments of the present disclosure. The system 100 for scheduling and coordination of meetings as disclosed in the present application includes several key components that facilitate the interaction between visitors and staff members. The system 100 comprises a scheduling module 102, a staff module 104, a visitor module 106, and a data analysis module 108, each playing a distinct role in enhancing the efficacy of meeting coordination within an organisational setting.
The term "scheduling module 102" as used throughout the present disclosure relates to an apparatus configured to enable a visitor to initiate a visit request with a staff member by scanning a QR code located at a designated staff area. Upon activation by a visitor, the scheduling module 102 communicates with the server to send an alert to the staff member indicating that a visit has been requested. This arrangement promotes a streamlined process for scheduling meetings, reducing the need for prior appointments and enabling spontaneous interactions based on real-time availability.
The staff module 104, situated within the staff member's designated area, comprises a manual switch. This manual switch is utilised by the staff member to alter their availability status between "available" and "busy". The presence of such a manual switch offers the staff member the flexibility to control their availability status promptly, reflecting changes in their work engagement without the need for digital interface interaction. The staff module 104 is coupled to the server, ensuring that any change in the availability status is updated in real-time across the system, thereby keeping the visitor module 106 informed of the current status.
Positioned outside the staff member's designated area is the visitor module 106. The visitor module 106 is configured to display both the current and forthcoming availability status of the staff member. By interfacing with the server, the visitor module 106 ensures that visitors are kept updated on the availability of the staff member, thereby facilitating efficient planning and minimising wait times. This module serves as a critical point of communication, offering visitors transparency regarding the staff member's availability.
Hosted on the server, the data analysis module 108 is configured to process and analyse interaction data between staff and visitors. The purpose of such analysis is to provide management insights that can be used to improve operational efficiency, staff utilisation, and visitor satisfaction. By examining patterns and trends in the interaction data, the data analysis module 108 identifies areas for improvement in scheduling and staff availability management. Moreover, the processed data can be utilised to forecast future staffing needs and to refine the visitor experience based on historical interaction data.
Optionally, the system 100 may incorporate additional features to enhance user interaction and system functionality. For example, the scheduling module 102 may include multilingual support to cater to a diverse visitor base, or it might integrate with mobile applications to allow visit requests from personal devices, thereby expanding the accessibility of the system beyond the physical QR code scanning point. Similarly, the staff module 104 could be enhanced with automated notifications to remind staff members of upcoming appointments or to switch status based on calendar events.
In an embodiment, the visitor module 106 may also feature an interactive interface allowing visitors to leave feedback or to book future appointments based on the displayed availability. Such feedback can be processed by the data analysis module 108 to further refine staff scheduling practices and enhance visitor interaction.
Furthermore, working examples of the system 100 in operation include scenarios where high traffic of visitor engagements is anticipated, such as during conferences or peak business hours. In such scenarios, the system 100 enables effective management of visitor flow and optimises staff availability, thereby preventing bottlenecks and enhancing visitor experience.
The system furnishes sophisticated data analysis, tracking interactions between staff and visitors by collating visitor information and reasons for visits. Insights from such data analysis include the frequency and specifics of visits, instrumental for higher-level decision-making. Management is thereby equipped with quantitative and qualitative assessments to formulate strategic plans.
Real-time updates on staff availability disseminated by the system curtail visitor waiting times, enhancing visit planning. Communication efficacy between staff and visitors is augmented, ensuring visits are managed efficiently. The visitor experience benefits from the system's feature that tracks staff locations temporarily, facilitating smooth interactions when staff are away from designated areas. Personalized notifications enable urgent communication from staff members to visitors, thereby improving service quality. A user-friendly interface within the application simplifies navigation for both visitors and staff.
Staff members are afforded the flexibility to manage their availability status and duration through the system, adapting their schedules as required. The system further empowers staff to prioritize visitor requests, optimizing their workload management. By simplifying the scheduling process, staff can concentrate more effectively on their responsibilities.
Visitor and staff data protection is ensured through secure methods within the system, upholding privacy and regulatory compliance. Feedback mechanisms are integrated to enhance user experience and system functionality continuously. Institutional systems like email and calendar services are seamlessly integrated, offering a cohesive experience. Finally, the system's scalability is designed to support growth, managing increasing visitor and staff numbers efficiently.
In an embodiment, said scheduling module (102) is further configured to enable a visitor to receive notifications when the availability status of a staff member to whom they are subscribed changes. These notifications are triggered by updates received from the staff module. This enhancement in the system serves a pivotal role in maintaining effective communication between the staff and visitors, thus fostering a responsive environment. Such notifications ensure that visitors are promptly informed about any changes in a staff member's availability, allowing them to adjust their schedules accordingly. This feature is particularly beneficial in dynamic work environments where the availability of staff can frequently change. The ability of the scheduling module (102) to provide immediate updates helps in reducing wait times and improving the overall visitor experience by enabling more efficient planning of meetings. Moreover, this feature supports the optimization of resource allocation within an organization, as staff members can manage their time more effectively, knowing that any changes they make to their schedules are immediately communicated to all relevant parties.
In an embodiment, said staff module allows a staff member to cancel or reset previously entered availability durations using additional input buttons, with changes being directly communicated to said scheduling module (102) and said visitor module. This functionality grants staff members the flexibility to adapt their schedules to unforeseen changes in their workload or meeting priorities, which is essential in a fast-paced work environment. The incorporation of additional input buttons for modifying availability directly on the staff module simplifies the process, making it more user-friendly and accessible. The direct communication of these changes to both the scheduling and visitor modules ensures that all parties involved are kept up-to-date with the latest information, thereby minimizing the chances of scheduling conflicts. This feature not only enhances the adaptability of the scheduling system but also supports a more efficient management of time and resources within the organization, as staff can quickly respond to changes and adjust their interactions with visitors accordingly.
In an embodiment, said visitor module is equipped to display the expected duration of availability of the staff member in real-time, assisting visitors in planning their visits effectively. This capability is crucial for maximizing the efficiency of the scheduling system, as it provides visitors with up-to-date information on how long a staff member will be available, helping them to plan their interactions more effectively. The real-time display of availability durations helps to manage visitors' expectations and reduces the likelihood of frustration caused by uncertainty about wait times. Additionally, this feature aids in streamlining the flow of visitors, particularly in busy environments, by enabling individuals to make informed decisions about the best times to initiate or postpone their visits based on the displayed information. By offering real-time data, said visitor module plays a key role in enhancing the operational efficiency of the institution, ensuring that both staff and visitors can utilize their time optimally.
In an embodiment, said scheduling module (102) is capable of sending personalized notifications to visitors based on the urgency or importance of the visit, as determined by the preferences set by the staff member. This personalized notification system significantly enhances the functionality of the scheduling module by allowing for a tailored visitor experience that can prioritize interactions according to predefined criteria set by the staff. This feature is particularly beneficial in environments where the nature of visits can vary greatly in terms of urgency and importance, such as medical or executive settings. By enabling staff members to categorize and prioritize meetings based on specific parameters, the scheduling module ensures that critical appointments are handled promptly, while less urgent meetings are scheduled accordingly. This prioritization helps in optimizing the allocation of time and resources, ensuring that the most important interactions are facilitated swiftly and efficiently.
In an embodiment, said staff module is configured to transmit the temporary location of the staff member if they are not present in their designated area, with said location displayed on said scheduling module (102). This feature is particularly advantageous in large or complex facilities where staff may need to move between different locations. By providing real-time updates on a staff member’s location, the system enhances the coordination and management of meetings by reducing the time visitors spend searching for the right location. This functionality not only improves the efficiency of the scheduling system but also enhances the visitor's experience by minimizing potential delays and confusion. Furthermore, the ability to track the location of staff members can be crucial for security and management purposes, providing additional benefits beyond mere scheduling convenience.
In an embodiment, said data analysis module is configured to provide quantitative and qualitative assessments of the interactions between staff and visitors, including frequency and nature of visits for higher-level decision-making. This analytical capability is vital for extracting meaningful insights from the data collected through the scheduling system. By analyzing interaction patterns, said data analysis module aids in identifying trends, preferences, and potential areas for improvement within the institution. This feature allows management to make informed decisions regarding resource allocation, staff training, and overall service enhancement based on solid data-driven evidence. The ability to assess interactions on both quantitative and qualitative levels provides a comprehensive overview of organizational performance and visitor satisfaction, which is instrumental in fostering a responsive and effective work environment.
In an embodiment, said scheduling module (102) is integrated with existing institutional email and calendar services to enhance the scheduling process and provide a seamless user experience. This integration facilitates a cohesive workflow, as staff and visitors can manage their schedules through familiar platforms without needing to navigate between different applications. The synchronization of scheduling information across various digital mediums ensures consistency and reliability in communication, reducing errors and inefficiencies associated with manual coordination. By linking the scheduling module directly with established email and calendar systems, the institution can leverage its existing digital infrastructure to improve the effectiveness of its scheduling practices, thus enhancing overall productivity and user satisfaction.
In an embodiment, said staff module enables staff members to prioritize visitor requests based on customizable criteria such as urgency or required duration. This prioritization mechanism allows staff to manage their workload more effectively by addressing the most critical visitor requests first. The customization options provide the flexibility to set priorities according to specific operational needs, which can vary significantly across different departments or times of the day. By facilitating a more organized approach to handling visitor interactions, said staff module helps maintain a balanced workload and ensures that staff members can meet their professional responsibilities while also providing attentive service to visitors.
In an embodiment, the interaction data processed by said data analysis module includes tracking the reasons for visits, which helps in understanding the needs and trends within the institution. This tracking is instrumental in providing a deeper insight into why visitors come to the institution, which in turn helps in tailoring services to better meet their needs. By analyzing the reasons for visits, said data analysis module can help the institution identify common issues or popular services, which could inform resource allocation and service provision. Understanding visitor behavior in this detailed manner not only aids in improving operational strategies but also enhances the institution's ability to respond effectively to the demands of its user base, thereby improving overall satisfaction and efficiency.
FIG. 2 illustrates a sequence diagram for scheduling and coordination of meetings in accordance with embodiments of the present disclosure, depicting a workflow that integrates a faculty module and a visitor module. The faculty module, representing the staff interface, facilitates the update of a staff member's availability status. The decision diamond within the faculty module indicates a binary choice for the staff member to select either "Available" or "Busy." Upon selection of "Available," the module prompts for a duration and an associated number, presumably to indicate the length of time for which the staff member will be available and a number that could represent a queue or identification number. The "Busy" state similarly requests the duration of unavailability and a number. Both statuses, once updated, are then reflected on a display that is likely to be part of or connected to the visitor module. The visitor module, on the other hand, is shown to enable a visitor to initiate interaction by scanning a QR code. This QR code, possibly placed at the entrance of a staff member’s designated area or within a scheduling application, provides a direct link to download an application, which in turn is instrumental in managing the scheduling and meeting coordination. This seamless integration ensures that any change in the staff member’s status is communicated in real-time to visitors through updates on the display, which maintains the flow of meetings and minimizes waiting times. The overall sequence delineated by the diagram exemplifies a system designed for efficient real-time scheduling, ensuring a streamlined process for visitors to engage with staff members while providing immediate insights into the staff’s availability.
FIG. 3 presents a user interface for staff to set their availability status, comprising two parts, FIG. 3A and FIG. 3B, according to the embodiments of the present disclosure. FIG. 3A depicts an interface where staff can quickly toggle their availability, offering options such as 'Available Now' or for specific time frames ranging from "1 min" to "2 hours" or at a set time, here shown as "12:10 AM". Additionally, staff can specify their 'Main Location' or select a 'Temporary Location' if they are to be away from their primary workplace. This flexibility allows for precise and real-time updates of their whereabouts, streamlining the coordination of meetings. FIG. 3B shows a search functionality where staff can find a user by name, username, email, or phone, alongside a dialog box to 'Select Reason' for meeting requests, with an option to mark the reason as 'Important'. The user in the interface, exemplifies how a staff member's profile might appear, allowing for easy access and interaction. Together, these interfaces provide a comprehensive system for managing and communicating a staff member's availability and for handling meeting requests efficiently and effectively.
FIG. 4, encompassing FIG. 4A and FIG. 4B, demonstrates a user interface facilitating staff communication of availability status to visitor in line with disclosed embodiments. In FIG. 4A, a 'Waiting' list is shown where staff can view and manage incoming visitor requests, complete with visitor details and the purpose of the visit, such as 'Important Doubt solving'. The interface allows the staff to send messages to individuals, illustrated by a 'Send Message' dialogue box, enabling direct communication. This feature assists in effectively managing visitor expectations and coordinating interaction times. FIG. 4B displays a notification alert system whereby visitors are informed about changes in availability; an example notification states, "Meet Butani is now not available. Please wait until availability updates from Meet Butani. Thank you for your patience!" Alongside, the interface shows options for the staff to update their availability after certain intervals or at a specific time, reinforcing the system’s responsiveness. A 'Temporary Location' checkbox suggests the capability to notify visitors of location changes, enhancing the system's utility in dynamic environments. This integrated communication framework supports an orderly flow of information between staff and visitors, fostering an environment where meetings can be scheduled with consideration for both parties' time and commitments.
FIG. 5 delineates a staff module designed to reside within the staff member's designated area, aligning with embodiments set forth in the present disclosure. This physical module stands as an integral component, enabling staff members to manage their availability with considerable efficiency and accuracy. Equipped with a manual switch clearly labeled "AVAIL" and "BUSY", the staff member is granted the facility to toggle between available and busy statuses, affording them the capability to quickly adapt to changing conditions and work demands. Adjacent to this switch is a numeric keypad, which serves as a tool for staff members to input the precise duration of their availability or busy status, thereby offering a refined approach to schedule management. This functionality not only streamlines the process of updating one’s work status but also provides visitors with exact waiting times, if any, enhancing the scheduling system's transparency. In addition to the main functionality, the staff module encompasses supplementary buttons such as 'TIME', allowing staff members to input the specific time of availability, and 'CANCEL' and 'RESET' for correcting or completely overhauling the current inputs. These features collectively contribute to a user-friendly experience, enabling staff to maintain a high level of control over their time management. Once a status is set or modified, the module communicates this information directly to the associated application and the corresponding visitor module situated outside the designated area, guaranteeing that updates regarding the staff member’s availability are relayed in real-time. This instantaneous communication is paramount in ensuring that visitors are kept abreast of the latest changes, thereby facilitating an efficient and responsive interaction process within the organizational framework.
FIG. 6 presents a visitor module, in line with the embodiments of the present disclosure, positioned strategically outside the staff member's designated area to facilitate the informational needs of visitors. This module is equipped with dual display screens and a QR code for enhanced visitor-staff interaction. The first display is dedicated to indicating the current availability status of the staff member, clearly signaling to visitors whether the staff member is 'Available' or 'Busy'. This immediate visual cue enables visitors to discern at a glance the engagement status of the staff member, thereby reducing uncertainty and the need for additional inquiries. Adjacent to it, the second display provides critical information regarding the duration for which the staff member will be available or busy, allowing visitors to effectively plan their visits and manage their time in accordance with the staff member's schedule. Incorporated within the visitor module is a QR code that serves as a quick access point to the scheduling application, permitting visitors to scan and engage with the system to request meetings, view upcoming availability slots, and receive updates on any status changes in real-time, directly on their mobile devices. The inclusion of USB ports on both the staff and visitor modules addresses practical needs by offering a means to charge devices, ensuring that the modules remain operational at all times. This integration of charging options underscores a design consideration for uninterrupted service, reflecting an understanding of the necessity for continuous functionality in a professional setting. The visitor module, thus, represents a vital component of the scheduling ecosystem, designed to enhance communication efficiency between visitors and staff members while providing a user-friendly and technologically adept interface.
Example embodiments herein have been described above with reference to block diagrams and flowchart illustrations of methods and apparatuses. It will be understood that each block of the block diagrams and flowchart illustrations, and combinations of blocks in the block diagrams and flowchart illustrations, respectively, can be implemented by various means including hardware, software, firmware, and a combination thereof. For example, in one embodiment, each block of the block diagrams and flowchart illustrations, and combinations of blocks in the block diagrams and flowchart illustrations can be implemented by computer program instructions. These computer program instructions may be loaded onto a general purpose computer, special purpose computer, or other programmable data processing apparatus to produce a machine, such that the instructions which execute on the computer or other programmable data processing apparatus create means for implementing the functions specified in the flowchart block or blocks.
Throughout the present disclosure, the term ‘processing means’ or ‘microprocessor’ or ‘processor’ or ‘processors’ includes, but is not limited to, a general purpose processor (such as, for example, a complex instruction set computing (CISC) microprocessor, a reduced instruction set computing (RISC) microprocessor, a very long instruction word (VLIW) microprocessor, a microprocessor implementing other types of instruction sets, or a microprocessor implementing a combination of types of instruction sets) or a specialized processor (such as, for example, an application specific integrated circuit (ASIC), a field programmable gate array (FPGA), a digital signal processor (DSP), or a network processor).
The term “non-transitory storage device” or “storage” or “memory,” as used herein relates to a random access memory, read only memory and variants thereof, in which a computer can store data or software for any duration.
Operations in accordance with a variety of aspects of the disclosure is described above would not have to be performed in the precise order described. Rather, various steps can be handled in reverse order or simultaneously or not at all.
While several implementations have been described and illustrated herein, a variety of other means and/or structures for performing the function and/or obtaining the results and/or one or more of the advantages described herein may be utilized, and each of such variations and/or modifications is deemed to be within the scope of the implementations described herein. More generally, all parameters, dimensions, materials, and configurations described herein are meant to be exemplary and that the actual parameters, dimensions, materials, and/or configurations will depend upon the specific application or applications for which the teachings is/are used. Those skilled in the art will recognize, or be able to ascertain using no more than routine experimentation, many equivalents to the specific implementations described herein. It is, therefore, to be understood that the foregoing implementations are presented by way of example only and that, within the scope of the appended claims and equivalents thereto, implementations may be practiced otherwise than as specifically described and claimed. Implementations of the present disclosure are directed to each individual feature, system, article, material, kit, and/or method described herein. In addition, any combination of two or more such features, systems, articles, materials, kits, and/or methods, if such features, systems, articles, materials, kits, and/or methods are not mutually inconsistent, is included within the scope of the present disclosure.

Claims

I/We Claims

A system (100) for scheduling and coordination of meetings, comprising:
a scheduling module (102) configured to enable a visitor to initiate a visit request with a staff member by scanning a QR code located at a designated staff area;
a staff module (104) situated within the staff member's designated area, wherein the staff module (104) comprising a manual switch to alter the staff member's availability status between "available" and "busy", the staff module (104) is coupled to a server;
a visitor module (106) positioned outside the staff member's designated area, the visitor module (106) configured to display the current and forthcoming availability status of the staff member, the visitor module (106) interfaced with the server; and
a data analysis module (108) hosted on the server, configured to process and analyze interaction data between staff and visitors for management insights.
The system of claim 1, wherein said scheduling module (102) is further configured to enable a visitor to receive notifications when the availability status of a staff member to whom they are subscribed changes, said notifications being triggered by updates received from the staff module.
The system of claim 1, wherein said staff module allows a staff member to cancel or reset previously entered availability durations using additional input buttons, with changes being directly communicated to said scheduling module (102) and said visitor module.
The system of claim 1, wherein said visitor module is equipped to display the expected duration of availability of the staff member in real-time, assisting visitors in planning their visits effectively.
The system of claim 1, wherein said scheduling module (102) is capable of sending personalized notifications to visitors based on the urgency or importance of the visit, as determined by the preferences set by the staff member.
The system of claim 1, wherein said staff module is configured to transmit the temporary location of the staff member if they are not present in their designated area, with said location displayed on said scheduling module (102).
The system of claim 1, wherein said data analysis module is configured to provide quantitative and qualitative assessments of the interactions between staff and visitors, including frequency and nature of visits for higher-level decision-making.
The system of claim 1, wherein said scheduling module (102) is integrated with existing institutional email and calendar services to enhance the scheduling process and provide a seamless user experience.
The system of claim 1, wherein said staff module enables staff members to prioritize visitor requests based on customizable criteria such as urgency or required duration.
The system of claim 1, wherein the interaction data processed by said data analysis module includes tracking the reasons for visits, which helps in understanding the needs and trends within the institution.

MEETING SCHEDULING AND COORDINATION SYSTEM

The present disclosure provides a system (100) for scheduling and coordination of meetings, comprising: a scheduling module (102) configured to enable a visitor to initiate a visit request with a staff member by scanning a QR code located at a designated staff area; a staff module (104) situated within the staff member's designated area, wherein the staff module (104) comprising a manual switch to alter the staff member's availability status between "available" and "busy", the staff module (104) is coupled to a server; a visitor module (106) positioned outside the staff member's designated area, the visitor module (106) configured to display the current and forthcoming availability status of the staff member, the visitor module (106) interfaced with the server; and a data analysis module (108) hosted on the server, configured to process and analyze interaction data between staff and visitors for management insights.
Fig. 1

, Claims:I/We Claims

A system (100) for scheduling and coordination of meetings, comprising:
a scheduling module (102) configured to enable a visitor to initiate a visit request with a staff member by scanning a QR code located at a designated staff area;
a staff module (104) situated within the staff member's designated area, wherein the staff module (104) comprising a manual switch to alter the staff member's availability status between "available" and "busy", the staff module (104) is coupled to a server;
a visitor module (106) positioned outside the staff member's designated area, the visitor module (106) configured to display the current and forthcoming availability status of the staff member, the visitor module (106) interfaced with the server; and
a data analysis module (108) hosted on the server, configured to process and analyze interaction data between staff and visitors for management insights.
The system of claim 1, wherein said scheduling module (102) is further configured to enable a visitor to receive notifications when the availability status of a staff member to whom they are subscribed changes, said notifications being triggered by updates received from the staff module.
The system of claim 1, wherein said staff module allows a staff member to cancel or reset previously entered availability durations using additional input buttons, with changes being directly communicated to said scheduling module (102) and said visitor module.
The system of claim 1, wherein said visitor module is equipped to display the expected duration of availability of the staff member in real-time, assisting visitors in planning their visits effectively.
The system of claim 1, wherein said scheduling module (102) is capable of sending personalized notifications to visitors based on the urgency or importance of the visit, as determined by the preferences set by the staff member.
The system of claim 1, wherein said staff module is configured to transmit the temporary location of the staff member if they are not present in their designated area, with said location displayed on said scheduling module (102).
The system of claim 1, wherein said data analysis module is configured to provide quantitative and qualitative assessments of the interactions between staff and visitors, including frequency and nature of visits for higher-level decision-making.
The system of claim 1, wherein said scheduling module (102) is integrated with existing institutional email and calendar services to enhance the scheduling process and provide a seamless user experience.
The system of claim 1, wherein said staff module enables staff members to prioritize visitor requests based on customizable criteria such as urgency or required duration.
The system of claim 1, wherein the interaction data processed by said data analysis module includes tracking the reasons for visits, which helps in understanding the needs and trends within the institution.

MEETING SCHEDULING AND COORDINATION SYSTEM