User Registration and Login: Allow users to create accounts, log in, and manage their profiles. Support for single sign-on (SSO) integration may also be included.
Role-Based Access: Define roles with specific permissions (e.g., general users, managers, administrators) to control access to booking features and system settings.
Profile Management: Enable users to update their personal information, contact details, and preferences.
Room Management
Room Catalog: Maintain a comprehensive list of available meeting rooms, including details such as room name, capacity, location, equipment, and availability.
Room Configuration: Allow administrators to configure room settings, such as amenities, setup options (e.g., theater, classroom), and booking rules.
Booking and Scheduling
Room Booking: Allow users to book meeting rooms based on availability, specifying details such as date, time, duration, and purpose of the meeting.
Booking Confirmation: Send confirmation notifications to users upon successful booking and update their calendar.
Recurring Bookings: Support recurring bookings (e.g., daily, weekly) with options to modify or cancel individual occurrences.
Availability Checking
Real-Time Availability: Display real-time availability of meeting rooms to prevent double-booking and ensure accurate scheduling.
Conflict Resolution: Automatically detect and resolve booking conflicts, providing options for rescheduling or alternative room selection.
Calendar Integration
Calendar Sync: Integrate with popular calendar systems (e.g., Google Calendar, Microsoft Outlook) to synchronize meeting room bookings with personal calendars.
Calendar View: Provide a calendar view of room bookings, allowing users to see available slots and scheduled meetings.
Notifications and Alerts
Booking Notifications: Send email or SMS notifications to users for booking confirmations, reminders, and cancellations.
Change Alerts: Notify users of any changes to their bookings, such as modifications or cancellations by other users.
Resource Management
Equipment Management: Allow users to request and manage additional equipment (e.g., projectors, whiteboards) along with their room bookings.
Resource Availability: Track and manage the availability of equipment and other resources associated with meeting rooms.
Reporting and Analytics
Usage Reports: Generate reports on room utilization, booking patterns, and occupancy rates.
Performance Metrics: Provide analytics on booking efficiency, resource usage, and user activity.
Administrative Functions
Room Configuration: Enable administrators to add, edit, or remove meeting rooms, set booking rules, and manage room amenities.
User Management: Allow administrators to manage user roles, permissions, and access levels.
Audit Trails: Maintain logs of system activities, including bookings, cancellations, and user actions, for auditing and troubleshooting.
Support and Help
Help Desk Integration: Provide access to support through helpdesk tickets, live chat, or email.
Documentation: Offer user guides, FAQs, and system manuals to assist users with system navigation and troubleshooting.
Non-Functional Requirements
Performance
Response Time: Ensure quick response times for room booking, availability checking, and report generation.
Scalability: Design the system to handle increasing numbers of users, rooms, and bookings without performance issues.
Reliability
Uptime: Aim for high system availability with minimal downtime (e.g., 99.9% uptime).
Error Handling: Implement robust error detection and recovery mechanisms to maintain system stability.
Security
Data Encryption: Use encryption to protect sensitive data, including user information and booking details, during transmission and storage.
Authentication and Authorization: Implement strong authentication mechanisms and strict authorization controls to prevent unauthorized access.
Compliance: Ensure compliance with relevant data protection regulations and standards.
Usability
User Interface: Design an intuitive and user-friendly interface for ease of navigation by all types of users.
Accessibility: Ensure the system is accessible to users with disabilities, complying with standards such as WCAG (Web Content Accessibility Guidelines).
Compatibility
Device Compatibility: Ensure the system is accessible across various devices, including desktops, tablets, and smartphones.
Browser Compatibility: Support major web browsers to accommodate different user preferences.
Maintainability
Code Quality: Develop clean, well-documented code to facilitate maintenance and future updates.
Modular Design: Use a modular architecture to allow for easy enhancements and scalability.
Backup and Recovery
Data Backup: Implement regular automated backups to prevent data loss and ensure data integrity.
Disaster Recovery: Develop and test a disaster recovery plan to restore system functionality in case of major failures.
Support and Documentation
Help Desk: Provide support through helpdesk tickets, live chat, or email.
Documentation: Offer comprehensive user guides, system manuals, and troubleshooting documentation.
Scalability
System Growth: Design the system to accommodate future expansion, including additional features, users, and meeting rooms.
Load Handling: Ensure the system can manage varying loads and peak usage times effectively.
Data Integrity
Accuracy: Ensure that all data entered and processed by the system is accurate and consistent.
Validation: Implement data validation rules to prevent incorrect or incomplete data entry.
