Learn2Vibe

How to Build a Smart Meeting Room Feedback Collection System

Develop a cutting-edge meeting room feedback collection app that streamlines the process of gathering and analyzing user input. This innovative tool will help organizations optimize their meeting spaces, improve employee satisfaction, and boost overall productivity in the workplace.

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Simple Summary

A smart, user-friendly app to collect and analyze feedback from meeting room users, enhancing workplace efficiency and satisfaction.

Product Requirements Document (PRD)

Goals:

  • Create an intuitive feedback collection system for meeting room users
  • Provide real-time analytics on meeting room usage and satisfaction
  • Enable facility managers to make data-driven decisions on room improvements

Target Audience:

  • Office workers who use meeting rooms
  • Facility managers and office administrators
  • HR departments interested in workplace satisfaction

Key Features:

  1. Quick feedback submission via mobile app or room-mounted tablet
  2. Real-time dashboard for viewing feedback and analytics
  3. Customizable feedback questions and rating scales
  4. Integration with existing room booking systems
  5. Automated reports and insights generation
  6. User authentication and role-based access control

User Requirements:

  • Easy-to-use interface for quick feedback submission
  • Ability to view historical feedback and room statistics
  • Option to submit anonymous feedback
  • Notifications for facility managers on urgent issues
  • Export functionality for reports and data

User Flows

  1. Feedback Submission:

    • User completes meeting
    • Scans QR code or uses app to access feedback form
    • Quickly rates experience and submits optional comments
    • Receives confirmation of submission

  2. Admin Dashboard Access:

    • Admin logs into web portal
    • Views real-time feedback data and analytics
    • Generates custom reports on room usage and satisfaction
    • Takes action on urgent issues or low ratings

  3. Room Improvement Cycle:

    • System identifies consistently low-rated rooms
    • Generates improvement suggestions based on feedback
    • Admin reviews suggestions and implements changes
    • System tracks improvements in subsequent feedback

Technical Specifications

  • Frontend: React Native for mobile app, React for web dashboard
  • Backend: Node.js with Express.js
  • Database: MongoDB for flexible schema and scalability
  • Authentication: JWT for secure user authentication
  • Real-time updates: Socket.io for live dashboard updates
  • Analytics: TensorFlow.js for basic sentiment analysis and trend prediction
  • API: RESTful API design with GraphQL for complex data queries
  • Hosting: AWS for scalable cloud infrastructure
  • CI/CD: GitHub Actions for automated testing and deployment

API Endpoints

  • POST /api/feedback - Submit new feedback
  • GET /api/rooms - Retrieve list of meeting rooms
  • GET /api/rooms/:id/feedback - Get feedback for specific room
  • POST /api/users/register - Register new user
  • POST /api/users/login - User login
  • GET /api/analytics/overview - Retrieve overall analytics
  • POST /api/reports/generate - Generate custom report

Database Schema

  • Users: {id, name, email, password, role}
  • Rooms: {id, name, capacity, location, features}
  • Feedback: {id, roomId, userId, rating, comments, timestamp}
  • Reports: {id, type, parameters, generatedAt, fileUrl}

File Structure

/src /components Feedback.js RoomList.js Dashboard.js /pages Home.js Admin.js Reports.js /api feedbackApi.js roomsApi.js usersApi.js /utils auth.js analytics.js /styles global.css /public /assets logo.svg icons/ /server /routes /models /controllers /middleware /tests README.md package.json

Implementation Plan

  1. Project setup and version control initialization
  2. Design and implement database schema
  3. Develop backend API endpoints and core logic
  4. Create frontend components for feedback submission
  5. Build admin dashboard with real-time updates
  6. Implement user authentication and role-based access
  7. Develop analytics and reporting features
  8. Integrate with existing room booking systems (if applicable)
  9. Conduct thorough testing (unit, integration, user acceptance)
  10. Optimize performance and security
  11. Prepare documentation and user guides
  12. Deploy to production environment
  13. Conduct post-launch monitoring and gather initial user feedback

Deployment Strategy

  1. Set up staging and production environments on AWS
  2. Configure auto-scaling for handling variable loads
  3. Implement CI/CD pipeline using GitHub Actions
  4. Use Docker containers for consistent deployments
  5. Set up monitoring with AWS CloudWatch and Sentry
  6. Implement database backups and disaster recovery plan
  7. Use CDN for static asset delivery
  8. Configure SSL certificates for secure communications
  9. Perform gradual rollout using canary deployments
  10. Establish on-call rotations for production support

Design Rationale

The chosen tech stack (React, Node.js, MongoDB) offers flexibility and scalability, crucial for a feedback system that may need to adapt to various organizational needs. React Native enables cross-platform mobile development, ensuring wide accessibility. The use of real-time technologies like Socket.io enhances the user experience by providing immediate feedback visibility. TensorFlow.js integration allows for intelligent analysis of feedback data, providing valuable insights to administrators. The modular file structure and API-first approach facilitate easier maintenance and potential future expansions of the system.