Automated Meeting Scheduler for Global
Telecommunications

Enabling an AWS cloud powered meeting scheduler with automated reminders, drafting capabilities and customisable meeting times, dates and venues.

Client: Vodafone
Industry: Telecommunications
Services: Automation & Scheduling

Opportunity

Vodafone are a global telecommunications company. When booking their global quarterly meetings, their leadership team found the process time consuming and heavily prone to user error They wanted to automate this system, freeing up resources and reducing errors in meeting deadlines and availability.

Firemind were tasked with creating two applications, one for UAM and one for an automated scheduling system.

Automated Booking System

Using AWS Scheduler tools to ensure a rapid, reliable and accessible booking tool with multiple levels of user access.

Emailer & Response Actions

To work alongside the scheduler, we had to integrate an auto emailer which enabled meeting participants to respond to invites as well as make notes and comments prior to the meeting date.

Calendar Interface

To assist with the UMA, we integrated the scheduler into an intuitive calendar system which could be accessed and displayed with variations, according to the user access.

Using AWS Scheduler tools to ensure a rapid, reliable and accessible booking tool with multiple levels of user access.

To work alongside the scheduler, we had to integrate an auto emailer which enabled meeting participants to respond to invites as well as make notes and comments prior to the meeting date.

To assist with the UMA, we integrated the scheduler into an intuitive calendar system which could be accessed and displayed with variations, according to the user access.

Solution

Firemind solved this challenge by building two separate applications, UAM and Scheduler. They existed on different domains and had mostly separate resources except for RDS. This was to ensure that data could be used by both applications separately.

For UAM we used Amazon Route53 which then directs to Amazon CloudFront to distribute the content. This communicated with an API gateway that is connected to AWS Lambda and Amazon S3 to display static content. The AWS API Gateway is configured to use rest APIs which have edge optimised endpoints.

Both applications had multiple AWS Lambda functions that communicated with RDS to alter and get data to display on the frontend. DynamoDB stored session information and had a TTL in order to use memory efficiently.

The automated booking system remained within Scheduler. It used a series of FIFO queues from SQS which triggered AWS Lambda functions where the logic takes place to arrange the meetings. The first AWS Lambda function that happens gets a meeting list of users and inputs each meeting that needs to happen during that quarterly event into SQS.

The second AWS lambda function takes the queues records one by one and arranges a suitable room for each meeting as well as checks this against each user’s availability. If there is no room it will class the meeting as a failed meeting. All meetings and failed meetings get stored in RDS which then can get displayed on the frontend for the user. Meetings get displayed on a calendar interface using fullCalender.io.

The Architecture

“We have partnered with Firemind on several projects where the use of AWS has been core to the delivery of the solution. The team has always proven to be knowledgeable and adaptable, allowing us to achieve the best possible results in our projects in a timely and cost effective way.”

Jas Moorley FinOps at Vodafone

Outcome

After project completion, the process of booking quarterly meetings is now fully automated and reliable. This reduces the time spent previously on tasking and scheduling manually to a couple of hours instead of multiple days across global teams and offices. Furthermore, it reduces the risk of user error when it comes to booking these events, such as multiple meetings booked at the same time/for the same people.

Firemind delivered two working versions, the first version consisted of a more basic idea that could be built on and tested. Version two included features such as the ability to draft meetings for each quarter and edit and delete meetings. It was also more user friendly in the way the app flowed and could be navigated.

AWS

Being AWS Partners, we leverage AWS services for everything from hosting your cloud environment to storing, computing and transforming your data.

Here are some of the AWS services that allowed us to deliver on this project.

Amazon Instance Scheduler
Amazon CloudFront
Amazon Route 53

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