Meeting Schedule Add on

#Overview

• Name: Meeting Schedule add-on
• Purpose: provide an easy way to schedule meetings for eXo Platform's users.

#Notions and rules

• A meeting schedule have several time options.
• Meeting organizer is the person who creates the schedule poll.
• Meeting organizer can invite attendees.
• Attendee can vote for the availability from the time options.
• Only meeting organizer can take the final option(s).
• Both voting result and final option(s) are visible to everyone.
• Once meeting organizer choose the meeting event, the poll is closed.

#Features

No	Feature	Status
1	Show meetings to vote (by attendee) in list	Done
2	Show meetings to plan (by organizer) in list	Done
3	Show meetings planned in list	Done
4	Show a meeting in detail	Done
5	Show meeting by card	To do
6	Update the list according to the selected Day/Today/Week/Month	To do
7	Update the cards according to the selected Day/Today/Week/Month	To do
8	Sort the items by an order of the selected column (Title, Time)	To do
9	Display an attendee by the voting status	To do
10	Create a meeting schedule	Done
11	Invite attendees	Done
12	Vote options	Done
13	Select final option(s) by the organizer	Done
14	Update schedule information during creation	Done
15	Update votes	Done
16	Edit schedule (title, options, attendee)	service implemented
17	Delete schedule	service implemented
18	Create event for the final option(s) in all attendees' personal calendar	Done
19	Send email invitation to vote to all attendees	To do
20	Show on-site notification to vote for all attendees	To do
21	Attendee can drop some comments	service implemented
22	Search a meeting	To do
23	Attach file to a schedule	To do
24	Sort time options by starting value	To do
25	Use attendee's display name instead of the username	To do

#How to use

• Access Team A on acceptance. You can deploy the add-on inside eXo Platform 4.2.0 Community edition with Add-on Manager script addon install exo-team-a-addon --snapshots
• Click "Meeting schedule" link on the left navigation.

##View of meetings In this page, you will see 3 tabs:

1. My Open Schedules: shows all meeting schedules you can vote.
2. My Organized Schedules: shows all meeting schedules you organize.
3. Upcoming Meetings: shows all meetings planned (nobody can vote any more).

The content in each tab can display in 2 modes: List view and Card view. In List view, each schedule or meeting displays in a row with all main information, namely: the meeting title, the meeting organizer, time, attendees. At the last column there are 2 icons: View detail and Delete. When the user clicks to either the meeting title or View detail icon, the meeting detail will appear with more information.

###List view

###Card view

##Schedule a meeting When clicking Schedule Meeting button, a form will appear and you can fill in essential information to create a poll for a meeting time.

Before submitting the form, you can edit any field.

##Meeting Detail The detail of a meeting will display either after a schedule is submitted or when the user clicks the meeting or View Detail icon in List view. It contains 2 parts: the upper part shows the vote table per participant. The row of current user is highlighted. The lower part shows the schedule information submitted. The organizer will see at the bottom 3 buttons: Edit, Delete, Create Meeting. These functions will be described later.

The user can come back the main page by clicking Back button.

##Vote a schedule An attendee can vote for the availability by dragging the Yes/No bar. When a user hasn't voted yet, the question marks appear in the corresponding cells.

##Edit/Delete a schedule In detail view, the organizer can update the schedule by clicking Edit button. The schedule can be even removed by the organizer with Delete icon.

##Decide a meeting time Only the organizer can select time for a meeting. It is done by checking the right option.

Create Meeting button will trigger the creation of selected event in all attendee's personal calendar. A new event for each selected option will be added to the personal calendar of each attendee.

The item is therefore moved to Upcoming meetings tab. The detail view of this meeting becomes read-only.

#Improvements

• Schedule meeting for a space. The event will be stored in space's calendar instead of personal calendar.
• More settings for a schedule: limit the number of participants per option (due to room limitation), allow/forbid multi-choice, allow/forbid the display of voter names for those not organizer.
• Provide more ways to create a schedule such as drag on a calendar view.
• Schedule and vote repetitive events.
• Permalink for a schedule.
• Localization (label, time zone, time format)
• Vote counter (number and/or chart) to leverage decision making when there are lots of participants.
• UI of vote table when there are lots of participants.
• Link to schedule meeting from eXo Chat's page.