Jifflenow: Meeting start time as new Engagement setting

Problem Statement

Requestors can book meetings at unconventional hours, negatively impacting resource utilization and availability for subsequent meetings. When multiple meetings of all types begin simultaneously, it leads to overcrowding at the check-in desk, detracting from the user experience.

Meeting managers (MMs) seek to establish specific start times for meetings to enhance resource utilization and manage crowd control at the check-in desk. This policy aims to prevent meetings from starting at odd hours in outbound and inbound meeting flows.

Solution

To address the issue of meetings starting at unconventional hours, we will implement a new configuration for engagement-type location settings. This solution will include the following enhancements:

1. New Location Type Settings:

   • Users will transition to a new method for setting location type configurations, which will introduce two key variables:

     • Meeting Start Time (common for all location types)

     • Meeting Duration (customizable for each location type)

2. Meeting Start Time:

   • The system will accept multiple valid minute values from 00 to 59, separated by commas. For engagement templates, the default values will be pre-filled as 00, 15, 30, and 45.

   • Meeting Managers (MMs) will be able to define allowed meeting durations for each enabled location type, with default values as follows:

     • Onsite: 15, 30, 45, 60 minutes

     • Offsite: 15, 30, 45, 60, 75, 90, 105, 120 minutes

     • Designated Location: 15, 30, 45, 60, 75, 90, 105, 120 minutes

3. Override Options: The system will retain the option to allow Meeting Managers (MM) and Junior Meeting Managers (JMMs) to override meeting duration limits for all location types. This will function similarly to current settings.

4. Editing Meetings:

   • Users can edit meeting start times and durations for active meetings. New values will be applied to existing meetings only when edited.

   • Users can switch between the old and new settings anytime, even with active meetings. The system will retain previous setting values for easy migration without data loss.

5. Change History Tracking: The system would capture changes when users switch between the old and new settings, detailing who made the updates and the old vs. new values.

6. Booking Meeting Flow Enhancements:

   • Outbound Meeting Flow:

     • Users can only select time slots that align with the allowed start times. A notification will appear above the calendar to communicate these restrictions.

     • If a user attempts to select a disallowed time slot, the system will automatically adjust to the nearest available allowed time slot.

     • Error Messaging: Updated error messages will clarify meeting duration and start time restrictions.

   • Inbound Request Flow: Only slots that adhere to the allowed start times will be displayed for both single and three-step inbound request processes.

7. Slot Creation Logic: The system will create slots based on the defined allowed start times, ensuring that meetings begin at permissible increments (e.g., every 15 or 30 minutes).

8. Time Zone Considerations: The new settings will honor the instance's time zone. If a requestor operates in a different timezone, allowed start times will convert accordingly to ensure consistency.

9. Error Handling During Edits: If the meeting's current timeslot does not comply with the new allowed start times, an error message will prompt users to select a new time slot.

10. Flexibility for Admin Users: Admins will be able to override restrictions when necessary, following a confirmation process.

    

11. Break Feature Compatibility: The existing break feature will continue to function, accommodating the new meeting durations for both inbound and outbound requests.

12. Meeting Type Changes: When changing meeting types, no restrictions will be imposed, allowing for flexibility in managing different start times and durations.

13. User Experience: The single-step inbound request process will show only available slots, enhancing the overall user experience during booking.