You project this teaching period is to develop a booking system to be used initially by University of the Cordilleras academic chairs, APC's etc. (the ORGANISER), to book meeting time slots with multiple students in a set time period. When it is necessary to meet many students administrative staff spend considerable time to make all the required appointments. Currently administrative staff create a calendar of the meetings and this has proved to be very time consuming. This system is intended to save significant time and make booking the meetings much more efficient.
The system will allow the organizer to upload an excel spreadsheet of all students that require an interview. The system would then generate and send a personalized email to each student. This requires the organiser to create a template for that batch of appointments. Upon receipt, the student should be able to click on a dedicated link in the email to arrive at the booking site. The student can then view all available time slots and select their preferred meeting time slot. On confirmation of booking an email will be sent to the student confirming the time and place for the meeting with advise on cancellation issues.
The student will not see any details of other students for interview. The interviewer will be able to view the progress of the bookings and will have access to a calendar (printable on request) of the meeting schedule with the student identity visible. The system should also send a calendar request to Outlook. NB all previous calendars of meeting are to be kept for record keeping purposes.
The system should be web-based, allow for several interviewers (multiple calendars) to schedule meetings and be able to make Outlook bookings for both the interviewer and the interviewee. (i.e. when the meeting is booked and confirmed an automatically generated email should be sent by the system to both the student and Academic Chair which books an Outlook calendar appointment) The system should have the ability to have a central administrator with the interviewers having the ability to register for a set of meetings.