Automated Meeting Request and Queue Management System for Efficient Administrative Coordination

Abstract

The Meeting Request Station for College HOD/Principal Meeting Management is a sophisticated automated system designed to streamline the process of scheduling meetings in academic institutions using embedded technology, IoT, and GSM communication. The system addresses the inefficiencies of traditional manual methods by providing a self-service terminal where students and faculty can independently submit meeting requests. Users interact with the station by selecting the purpose of their meeting, scanning a QR code displayed on the screen, and having the details automatically sent via SMS to a central management database. This real-time data transmission allows the HOD/Principal to access and manage meeting requests through a dedicated interface, where they can view requests, prioritize based on queue, and acknowledge or schedule meetings as per their availability. The system ensures that users receive automated SMS notifications about their meeting status, including updates on queue position and acceptance, thus eliminating the uncertainty and delays common in manual scheduling. The integration of an Arduino-based embedded platform with a color display and GSM module provides a cost-effective, scalable, and flexible solution suitable for various institutional requirements. Additionally, the automated nature of the system reduces the administrative burden on staff, who would otherwise need to handle requests manually. By enabling real-time communication and efficient queue management, the Meeting Request Station significantly enhances user experience, providing a structured approach to meeting scheduling. It addresses key challenges such as high administrative workload, lack of real-time updates, and ineffective communication. This system represents a practical and innovative approach to improving meeting management in academic settings, ensuring that scheduling is not only faster and more accurate but also user-friendly and resource-efficient.