Meeting Application Project | Source Code, Project Report, UML Diagrams

Meeting Application is one of the most common software development projects to date. In this article, we are going to make the Meeting Application software development project, from scratch, for final-year students. We will be covering all the steps you have to do while developing this project to create a Meeting Application Project.

Project Development is a multiphase process in which every process is equally important. Here in this post, we are also going to develop our Meeting Application Project in multiple phases, such as:

1. Team Formation
2. Topic Selection
3. Creating Project Synopsys
4. Requirement Gathering
5. Coding or Implementation
6. Testing
7. Project Presentation
8. Writing a Research Paper

Let us look into the steps one by one.

Team formation for a final year project is a crucial aspect that can significantly impact the success and efficiency of the project. In the final year, students often have diverse academic backgrounds, skills, and interests. Therefore, forming a well-balanced team becomes essential to leverage the strengths of each member and address any potential weaknesses.

In our project as we will be exploring about web application for Meeting Application project so we will be required below skill sets.

1. Front end Developer
2. Back end Developer
3. Tester
4. Devops Developer

While making our Meeting Application project this will be our second step in which we will find an interesting problem statement and try to generate an idea to solve that problem using our knowledge. Choose a topic related to your field of study that is of great interest to you. It is advised that you pick a topic that has a powerful motive. For instance, a project that helps humankind will truly be unmatched. Another factor to keep in mind is to choose topics that aren’t very common. 

You Can Pick some of the unique Software Development Ideas from Top 50 Software Development Ideas for Beginners article.

• Topic Planning: In this phase team will gather and try to search a topic or problem statement by brainstorming , reverse thinking or any other strategy and select a problem which is challenging in nature and solvable by using their combined knowledge of tech.
• Defining & Set Objective: After planning the problem statement we will define clear problem statement and its objectives.

Result : In the end of this phase we will be having a problem statement for our project.

In our example we are selecting the topic ” Meeting Application ” .

After the selection of the topic we are going to start our project work in the following steps:

A project synopsis serves as a concise overview or summary of a proposed project, offering a brief but comprehensive insight into its objectives, scope, methodology, and expected outcomes. It typically acts as a preliminary document, providing supervisors, or evaluators with a quick understanding of the project before they delve into more detailed documentation.

The project synopsis usually includes key elements such as the project title, problem statement or context, objectives, scope and limitations, methodology or approach, expected outcomes, and the significance of the project in the broader context. It serves as a roadmap, guiding readers through the fundamental aspects of the project and helping them grasp its purpose and potential impact.

Below are some of the points we have to cover in the synopsis report :

• Project Title
• Introduction of Project
  • Problem Statement
  • Proposed Solution
  • Objective of the Project
  • Scope of the Project
• Methodologies used
  • ER Model
  • Use case Diagram
  • Dataflow Diagram
• Features of the project
  • For Users
  • For Admin
• Impact of the project
• Limitations of the project
• Future scope of the project

Let’s create a Synopsys Report for Meeting Application Project:

3.1 Introduction | Synopsys for Meeting Application Project

A Meeting Application is a dynamic software solution designed for virtual meetings, akin to Zoom. It streamlines scheduling, organizing, and managing online meetings with features like calendar integration, video conferencing, and attendee management. The user-friendly interface ensures efficient and productive meetings by providing tools for creating invitations, distributing agendas, and reserving digital resources. This centralized platform enhances team collaboration and communication, making it ideal for organizations of all sizes.

3.1.1 Problem Statement for Meeting Application Project :

Conventional virtual meeting scheduling and management processes are plagued by inefficiencies, disorganization, and communication breakdowns. Manual methods for coordinating attendees, setting up video calls, distributing materials, and tracking meeting details create bottlenecks that hinder productivity. Furthermore, a lack of comprehensive analytics tools makes it challenging to assess meeting effectiveness and identify areas for improvement. To bridge this gap, organizations require a modern, intuitive virtual meeting application with streamlined scheduling, centralized resource management, real-time collaboration capabilities, and insightful analytics to optimize meeting experiences and drive better outcomes.

3.1.2 Proposed Solution for Meeting Application Project :

To address the inefficiencies in traditional meeting scheduling and management, we are developing a cutting-edge Meeting Application using HTML, CSS, JavaScript, Node.js, EJS, MongoDB, and PeerJS. This robust solution will provide a user-friendly interface for seamless meeting creation, attendee management. It will feature real-time collaboration tools, integrated video conferencing capabilities, and automated reminders and updates. Furthermore, comprehensive analytics driven by MongoDB will offer valuable insights into meeting effectiveness, enabling data-driven improvements.

3.1.3 Objective of the Project:

The objective of the Meeting Application project is to design and implement an efficient and user-friendly system that automates the various tasks associated with managing a meeting.

The primary goals of the project include:

1. Streamlined Scheduling: Enabling effortless creation of virtual meetings and attendee management through an intuitive interface, eliminating the complexities of traditional scheduling methods.
2. Real–Time Collaboration: Facilitating seamless collaboration by integrating video conferencing capabilities and real-time document sharing, fostering productive and engaging virtual meetings.
3. Centralized Management: Providing a centralized platform for managing all virtual meeting-related activities, including agenda distribution, note-taking, action item tracking, and follow-up tasks.
4. Automated Reminders: Implementing automated reminders and updates to ensure attendees stay informed about virtual meeting details, changes, and action items, minimizing missed or forgotten meetings.
5. Comprehensive Analytics: Offering robust analytics and reporting tools to gain valuable insights into virtual meeting effectiveness, attendance rates, decision outcomes, and potential areas for improvement.
6. Personalized Experience: Allowing users to customize their virtual meeting preferences, view their meeting history, and manage their schedules, creating a personalized and user-centric experience.
7. Access Control: Implementing robust access controls and permission management to ensure sensitive virtual meeting information is protected and accessible only to authorized individuals.
8. Calendar Integration: Seamlessly integrating with popular calendar applications, enabling effortless scheduling and synchronization of virtual meetings across different platforms.
9. Scalability and Flexibility: Designing a scalable and flexible solution that can accommodate the evolving needs of organizations, adapting to changing requirements and supporting various virtual meeting formats and sizes.
10. User-Friendly Interface: Developing an intuitive and user-friendly interface that simplifies the virtual meeting experience, ensuring a smooth learning curve and widespread adoption across the organization

By achieving these objectives, the Meeting Application project aims to enhance the overall efficiency, accessibility, and user satisfaction of the meeting services.

3.1.4 Scope of the Project

The scope of the project of Meeting Application typically covers the following aspects:

1. Functional Scope:
   • Meeting Scheduling: The system should allow users to create, schedule, and manage virtual meetings, including setting dates, times, attendees, and required resources.
   • Attendee Management: Enabling users to invite attendees, track RSVPs, and manage attendee lists for virtual meetings.
   • Resource Management: Facilitating the booking and allocation of virtual meeting rooms and necessary digital resources.
   • Agenda and Document Management: Providing features for creating and distributing meeting agendas, sharing documents, and collaborating on content.
   • Video Conferencing Integration: Integrating video conferencing capabilities to support remote participation and virtual meetings.
   • Note-Taking and Action Items: Allowing attendees to take notes and capture action items during virtual meetings, with the ability to assign tasks and set due dates.
   • Reporting and Analytics: Generating reports and analytics on virtual meeting attendance, decision outcomes, and overall meeting effectiveness.
2. Non-Functional Scope:
   • Usability: Developing an intuitive and user-friendly interface that promotes ease of use and a positive user experience for meeting organizers and attendees.
   • Accessibility: Ensuring the application is accessible to users with disabilities, adhering to relevant accessibility standards..
   • Scalability: Designing the system to handle a growing number of users, virtual meetings, and data without compromising performance.
   • Performance: Optimizing the application for efficient operation, with minimal latency and fast response times.
   • Reliability: Building a reliable system with minimal downtime and ensuring the availability of virtual meeting data and services.
   • Security: Implementing robust security measures, including authentication, authorization, and data encryption, to protect sensitive virtual meeting information.

3.2 Methodologies | Synopsys for Meeting Application Project

In this project we are using various technologies and new methodologies to solve our problems. Below are the detailed description about the technology used and methods we are applying in our project.

Technology Used:

Here we are developing a Meeting Application using HTML, CSS, Javasctript, Tailwind CSS for the frontend, and Node.js, Mongo DB, Socket.io and Peer.js for the backend involves a structured methodology.

ER Model of Meeting Application Project:

An Entity-Relationship Diagram (ERD) for a Meeting Application models the entities and their relationships within the system. Below is a simplified ERD for a Meeting Application. In Synopsys we make a rough ER Diagram to give a idea about the working of the project.

Let’s Draw an ER Model of Meeting Application Project :

Entities:

1. User:
   • This entity stores information about the users of the meeting application.
   • It has attributes like userId (unique identifier), username, email, password, and profilePicture.
2. Meeting:
   • This entity represents the details of a meeting.
   • It has attributes like meetingId (unique identifier), topic, startTime, duration, meetingPassword, and recordingStatus.
3. MeetingParticipant:
   • This entity stores information about participants in a meeting.
   • It has attributes like participantId (unique identifier), userId, meetingId, joinTime, leaveTime, and role (e.g., host, participant).
4. Recording:
   • This entity represents the recording of a meeting.
   • It has attributes like recordingId (unique identifier), meetingId, recordingFile, and recordingDuration.
5. Chat:
   • This entity stores the chat messages exchanged during a meeting.
   • It has attributes like chatId (unique identifier), meetingId, message, timestamp, and senderId.

Relationships:

1. User- Meeting:
   • This relationship indicates that a user can host or participate in multiple meetings (one-to-many relationship).
2. Meeting - MeetingParticipant:
   • This relationship indicates that a meeting can have multiple participants (one-to-many relationship).
3. Meeting - Recording:
   • This relationship indicates that a meeting can have one recording (one-to-one relationship).
4. MeetingParticipant - Chat:
   • This relationship indicates that a participant can send multiple chat messages during a meeting (one-to-many relationship).

These entities and relationships form the basic structure of the meeting application, allowing it to store and manage user information, meeting details, participants, recordings, and chat messages

Data Flow Diagram of Meeting Application Project:

Data Flow Diagram (DFD) serves as a visual representation of the flow of information within the Meeting Application system. This diagram illustrates how data, such as meeting details, attendee information, and resource bookings, moves between various components of the application.

• Processes, represented by circles or ovals, depict activities such as meeting scheduling, attendee management, and resource allocation.
• Data stores, depicted by rectangles, represent where information is stored, including databases housing meeting records, user profiles, and resource availability.
• Data flows, indicated by arrows, showcase how data moves between processes, data stores, and external entities like users and resource providers.

The DFD provides a concise yet comprehensive overview of the Meeting Application’s data flow and interactions, aiding in the analysis, design, and communication of the system’s functional aspects. It helps to understand how data moves through the application, from creating meeting requests to managing attendees and allocating resources, ensuring a seamless and organized meeting experience for users.

Use Case Diagram of Meeting Application Project:

Use case diagram referred as a Behaviour model or diagram. It simply describes and displays the relation or interaction between the users or customers and providers of application service or the system. It describes different actions that a system performs in collaboration to achieve something with one or more users of the system. Use case diagram is used a lot nowadays to manage the system.

Here is a Use Case Diagram for Meeting Application Project:

3.3 Features | Synopsys for Meeting Application Project

The online meeting application will provide the following features:

1. User Authentication and Management
   • User registration and login
   • User profile management (update profile picture, personal information, etc.)
2. Meeting Scheduling and Management
   • Schedule new meetings with details like topic, date, time, and participant list
   • Ability to set meeting passwords and access controls
   • Edit or cancel scheduled meetings
   • Recurring meeting options
3. Video Conferencing
   • Host and join video meetings with audio and video capabilities
   • Screen sharing and remote control
   • Virtual background and video filters
   • Mute/unmute audio and video for participants
4. Participant Management
   • Admit or remove participants from the meeting
   • Assign host privileges to participants
   • Mute/unmute individual participants or all participants
   • Raise hand and polling features
5. Chat and Collaboration
   • In-meeting chat for text messaging
   • File sharing and annotation tools
   • Virtual whiteboards for collaboration
6. Recording and Playback
   • Record meetings with audio, video, and shared content
   • Access recorded meeting files for playback and sharing
7. Integration and Plugins
   • Integration with calendar applications (e.g., Google Calendar, Outlook)
   • Support for browser extensions and plugins
   • Integration with third-party tools and services
8. Mobile Support
   • Mobile applications for iOS and Android devices
   • Join meetings from mobile devices with audio, video, and chat capabilities
9. Security and Privacy
   • End-to-end encryption for meetings
   • Password-protected meetings
   • Waiting rooms and approval for participants
   • Privacy controls for recording and data sharing
10. Administrative Controls
    • User management and access controls
    • Meeting reports and analytics
    • Billing and subscription management (for paid plans)

These features align with the functionality of popular online meeting applications like Zoom, providing a comprehensive set of capabilities for video conferencing, collaboration, and meeting management.

3.4 Impact | Synopsys for Meeting Application Project:

The proposed Meeting Application, developed using modern web technologies such as HTML, CSS, JavaScript, Node.js, EJS, MongoDB, and PeerJS, is expected to have a significant impact on the way organizations manage and conduct meetings, benefiting both organizers and attendees in several ways:

• Seamless Remote Collaboration: The video conferencing capabilities and screen sharing features enable seamless collaboration among attendees, regardless of their physical location. Participants can engage in real-time discussions, share presentations, and collaborate on documents as if they were in the same room, fostering effective communication and decision-making processes.
• Increased Accessibility and Mobility: The Meeting Application’s compatibility across devices and platforms, coupled with its mobile support, allows attendees to join meetings from anywhere, promoting accessibility and mobility in today’s modern, distributed workforce. This flexibility empowers employees to stay connected and productive, even when working remotely or traveling.
• Enhanced Meeting Experience: The user-friendly interface, personalized meeting preferences, and multimedia capabilities, such as virtual backgrounds and video filters, provide attendees with an engaging and interactive meeting experience. This positive experience is likely to encourage greater participation and buy-in from attendees, leading to more productive and memorable meetings.
• Efficient Meeting Management: The streamlined process of scheduling meetings, managing attendees, and allocating resources through an intuitive interface minimizes the administrative overhead associated with traditional meeting coordination methods. Features like automated reminders, waiting rooms, and participant controls contribute to efficient and organized meeting management.
• Robust Security and Privacy: The implementation of robust security measures, including end-to-end encryption, password-protected meetings, and privacy controls for recording and data sharing, ensures the protection of sensitive meeting information and maintains confidentiality. This instills confidence in the system and fosters trust among users, contributing to overall organizational security and compliance.
• Integration and Extensibility: The Meeting Application’s integration capabilities with calendar applications, browser extensions, and third-party tools and services enhance its functionality and seamlessly integrate with existing workflows. This extensibility allows organizations to tailor the application to their specific needs and leverage existing technologies for a cohesive meeting experience.
• Scalability and Flexibility: The Meeting Application is designed to be scalable and flexible, accommodating the evolving needs of organizations as they grow and adapt to changing meeting formats and sizes. This future-proofing ensures a long-term investment in efficient and effective meeting management capabilities.

By leveraging modern technologies and addressing the pain points associated with traditional meeting management practices, the Meeting Application has the potential to revolutionize the way organizations conduct and optimize their meetings, driving productivity, collaboration, and overall organizational success.

3.5 Limitations | Synopsys for Meeting Application Project

Meeting applications offer a convenient way to connect remotely, but they also have limitations to consider:

• Limited Bandwidth: Video calls can be bandwidth-intensive, leading to lagging or dropped connections for users with limited internet speeds.
• Technical Issues: Firewalls, outdated software, or incompatible devices can cause disruptions during meetings, hindering communication and wasting time.
• Non-verbal Communication: Facial expressions and body language play a crucial role in effective communication, and these cues can be missed or misinterpreted in a virtual setting.
• Multitasking and Distractions: Participants may be tempted to multitask while on a video call, reducing focus and engagement. Background noise and distractions in participants’ environments can also disrupt the flow of the meeting.
• Limited Collaboration: While some applications offer screen sharing and collaborative tools, brainstorming, whiteboarding, and other in-person collaborative activities can be more challenging virtually.
• Security Concerns: Data breaches, unauthorized access, and “Zoombombing” incidents raise security concerns for confidential meetings. Choosing a secure platform with robust access controls is crucial.
• Meeting Fatigue: Staring at screens for extended periods can lead to eye strain and fatigue, impacting focus and participation.
• Physical Limitations: Not everyone has access to reliable internet, devices, or quiet spaces suitable for video conferencing, creating an uneven playing field.
• Scalability Issues: Free or basic plans may have limitations on the number of participants, meeting duration, or recording capabilities. Upgrading to paid plans can address these limitations, but at an additional cost.
• Integration Challenges: Integrating meeting applications with other productivity tools and calendars can require additional setup and may not always be seamless.

By understanding these limitations, you can take steps to mitigate them. Ensuring good internet connectivity, setting clear expectations for participation, and using collaborative tools effectively can all contribute to more productive and engaging virtual meetings.

3.6 Future Scope | Synopsys for Meeting Application Project

The future holds exciting possibilities for your Meeting Application, with advancements that can further enhance user experience and meeting effectiveness. Here are some potential areas for exploration:

• AI-Powered Features: Integrate artificial intelligence (AI) for features like:
  • Smart Meeting Assistants: Virtual assistants can transcribe meetings, summarize key points, generate action items, and automatically assign tasks.
  • Intelligent Meeting Scheduling: AI can analyze user calendars, availability, and communication history to suggest optimal meeting times and locations.
  • Speaker Recognition and Transcription: Real-time speaker recognition can identify participants and generate accurate transcripts, aiding in follow-ups and accessibility.
• Immersive Experiences: Explore technologies like augmented reality (AR) and virtual reality (VR) to create more immersive and collaborative meeting environments. Imagine virtual whiteboards or 3D models for brainstorming sessions.
• Advanced Analytics and Insights: Utilize data analytics to gather insights from meeting recordings and user interactions. This can reveal trends in communication styles, identify areas for improvement, and personalize the meeting experience for individual users and teams.
• Integration with Productivity Tools: Seamless integration with calendars, task management apps, and project management tools can streamline workflows and create a more unified communication ecosystem.
• Advanced Security and Privacy Features: Implement robust encryption protocols, multi-factor authentication, and granular access controls to ensure the security and privacy of sensitive meeting data.
• Advanced Noise Cancellation and Background Filtering: Develop AI-powered features to effectively eliminate background noise and distractions, improving audio quality and focus during meetings.
• Non-verbal Cues Analysis: Explore AI capabilities to analyze facial expressions and body language to gauge engagement, sentiment, and potential issues during meetings.

By exploring these future possibilities, The Meeting Application can evolve into a powerful platform that fosters productive, engaging, and inclusive collaboration for a diverse range of users.

This is the next phase after the submission of the synopsis report. We can do this process before the Synopsys report creation as well , It is all depends upon the project and their requirements. Here after getting an overview about the project now we can easily do the requirement gathering for our project.

Requirement analysis, also known as requirements engineering or elicitation, is a critical phase in the software development process. It involves gathering, documenting, and analysing the needs and constraints of a project to define its scope and guide subsequent development.

We develop a detailed Software Requirement Specification for Meeting Application Project , in this process which will have all the details about the project from Technical to Non Technical Requirements.

Below are some of the key points in a Software Requirement Specification Document:

• Introduction
  • Purpose
  • Scope
  • References
• Overall Description
  • Product Perspective
  • Product Function
  • User Classes and characteristics
  • Operating Environment
  • Assumptions and Dependencies
• Functional Requirements
  • Software Requirements
  • Hardware Requirements
  • Database Requirements
• Non-Functional Requirement
  • Usability Requirements
  • Security Requirements
  • Availability Requirements
  • Scalability Requirements
  • Performance Requirements
• Design
  • Control Flow Diagram
  • ER Model of meeting application
  • Use Case Diagram
• System Features

Note: To know more about What is a SRS Document or How to write a good SRS for your Project follow these articles.

Let’s Start building a Software Requirement Specification for Meeting Application Project Document for our project:

4.1.1 Purpose:

A new meeting application designed to transform how your team connects. We’ll explore features, user needs, and technical specifications to create a user-friendly platform for scheduling, conducting, and managing productive virtual meetings. This project goes beyond video calls, fostering collaboration and tackling remote communication challenges. By the end, you’ll have a clear vision for an application that empowers seamless connection and efficient collaboration.

4.1.2 Scope of the Project:

The Meeting Application is a web-based application that modernizes meeting organization. It offers a user-friendly interface for scheduling, managing, and documenting meetings. Developed with HTML, CSS, Javascript, Tailwind.CSS, Node.js, Mongodb, Socket.io and Peer.js it ensures cross-platform compatibility, customization, and scalability, enhancing the meeting management experience for organizations.

Transitioning from manual to digital, it provides a seamless interface for organizing and participating in meetings. Its device compatibility and cost-effective development make it an essential tool for organizations to streamline meeting management and boost productivity.

4.1.3 References:

Books:

• Software Requirements (Microsoft) Second Edition By Karl E. Wiegers
• Fundamentals of Database System By Elmasri
• Software Requirements and Specifications: A Lexicon of Practice, Principles and Prejudices (ACM Press) by Michael Jackson
• Fundamentals of Software Engineering By Rajib Mall
• Software Engineering: A Practitioner’s Approach Fifth Edition By Roger S. Pressman

4.2.1 Product Perspective

The meeting application is a replacement for traditional meeting management methods that rely on manual scheduling and documentation. The meeting application will provide an advanced meeting scheduling system, making it easy to organize, track, and manage meetings within an organization. It will streamline the entire process, from setting up meetings to recording minutes and tracking attendance.

4.2.2 Product Functions

The proposed meeting application is designed to simplify the organization and management of meetings, providing features for both users and administrators.

For Users

1. New User Registration:
   • This feature allows new users (employees, team members, etc.) to sign up for the system by providing the necessary details.
2. User Login:
   • This feature provides authenticated access for registered users to use the system.
3. Schedule Meeting:
   • This feature allows users to schedule meetings by providing details such as meeting title, date, time, agenda, and participants.
4. View Meetings:
   • This feature allows users to view upcoming and past meetings, including details and status.
5. Join Meeting:
   • This feature enables users to join scheduled meetings via integrated video conferencing tools.
6. Meeting Agenda:
   • This feature allows users to create and share the meeting agenda with participants.
7. Minutes of Meeting:
   • This feature allows users to document and distribute minutes and action items after the meeting.
8. Receive Notifications:
   • This feature sends automated notifications and reminders for upcoming meetings, changes, and cancellations.

For Admin

1. Record Meeting Activities:
   • This feature allows administrators to record various meeting activities, such as meeting schedules, cancellations, and attendance.
2. Manage Users:
   • This feature allows administrators to manage user accounts, including adding new users, updating user information, and controlling access rights.
3. Manage Meetings:
   • This feature allows administrators to oversee all meetings, including scheduling, editing, and canceling meetings as needed.
4. Room and Resource Booking:
   • This feature allows administrators to manage and allocate meeting rooms and resources, ensuring their availability and proper utilization.
5. View Meeting Analytics:
   • This feature allows administrators to view detailed analytics on meeting attendance, frequency, and duration for performance evaluation.
6. Defaulter List:
   • This feature allows administrators to track and list participants who consistently miss or cancel meetings without notice.
7. Send Broadcast Notifications:
   • This feature allows administrators to send important announcements and updates to all users within the system.

By implementing these features, the meeting application will streamline the entire meeting process, enhancing efficiency and organization within any institution.

4.2.3 Class Diagram and Characteristics

Class Diagram for Meeting Application simply describes structure of Meeting Application’s class, attributes, methods or operations, relationship among objects.

Aggregation

• The multiplicity of the relationships between User and Meeting, User and Participant, Meeting and Recording, and Participant and Chat have been added to indicate the cardinality of the relationships.
• For example, User "1" ---> "*" Meeting : hosts > indicates that one User can host multiple Meetings.

Multiplicity

• The Meeting class has an aggregation relationship with User for the host attribute, represented by Meeting *-- "1" User : host. This indicates that a Meeting contains one User as the host.
• The Meeting class also has an aggregation relationship with Participant, represented by Meeting o-- "*" Participant : participants. This indicates that a Meeting contains multiple Participant objects.
• The Chat class has an aggregation relationship with User for the sender attribute, represented by Chat o-- "1" User : sender. This indicates that a Chat message is associated with one User as the sender.

By understanding these aggregation and multiplicity relationships, we can better comprehend how different classes interact within the meeting application, ensuring efficient organization and management of meetings

4.2.4 General Constraints

• Database Management: All user accounts, meeting details, and application data must be stored in a database managed by mongodb Server.
• Continuous Availability: The Meeting Application must be operational 24 hours a day, ensuring uninterrupted access for users.
• Platform Accessibility: Users should be able to access the Meeting Application from any device with internet browsing capabilities and an active internet connection.
• Secure User Authentication: To access their accounts and perform actions, users must provide correct usernames and passwords, ensuring secure authentication.
• Data Privacy: The Meeting Application must adhere to data privacy regulations and ensure the confidentiality of user information and meeting data.
• Scalability: The system should be designed to accommodate a growing number of users and meetings without compromising performance.

4.2.5 Assumptions and Dependencies

Assumptions

• Error-Free Coding: The coding for the Meeting Application should be free of errors to ensure smooth functionality.
• User-Friendly Interface: The application should have a user-friendly interface, making it easy for users to schedule and join meetings.
• Database Accessibility: All user data and meeting details will be stored in a database accessible by the Meeting Application.
• Storage Capacity and Speed: The system should have ample storage capacity and provide fast access to the database to support efficient data retrieval and processing.
• Search Functionality and Quick Transactions: The Meeting Application should offer search capabilities for meetings and support quick transactions, enabling users to schedule, join, and manage meetings seamlessly.

Dependencies

• Hardware and Software Requirements: The Meeting Application’s performance will depend on the specific hardware and software configurations on which it is deployed.
• Development and Deployment Process: The project will be developed and run based on the listed requirements and specifications, following a systematic development and deployment process.
• User Training and Understanding: End users, particularly administrators, should receive proper training and have a clear understanding of how to use the Meeting Application effectively.
• Reporting Functionality: The system should have the capability to generate and store general reports related to meeting schedules, attendance, and other relevant metrics.
• Database Accessibility for User Information: All user information must be stored in a database accessible by the Meeting Application to facilitate user authentication and access control.

The diagram outlines the Meeting Application’s features and user interactions. Users, represented by the “User” actor, can engage in various tasks such as scheduling meetings, managing attendees, booking resources, joining meetings, and taking notes. On the other hand, administrators, depicted as “Admin,” possess additional responsibilities like generating reports, managing users, and overseeing resources. This segregation of roles ensures a streamlined workflow where users can actively participate in meetings while administrators maintain control and facilitate efficient meeting management processes.

ER Diagram is known as Entity-Relationship Diagram, it is used to analyze  the structure of the Database. It shows relationships between entities and their attributes. An ER Model provides a means of communication. 

The database maintains relationships between these entities to facilitate efficient tracking and management of meeting-related activities and resources.

Entities:

• User: Stores user information such as username, email, password, and profile picture.
• Meeting: Stores details of a meeting, including topic, start time, duration, meeting password, and recording status.
• MeetingParticipant: Stores information about participants in a meeting, including user ID, meeting ID, join time, leave time, and role (e.g., host, participant).
• Recording: Stores information about meeting recordings, including the meeting ID, recording file, and recording duration.
• Chat: Stores chat messages exchanged during a meeting, including the meeting ID, message, timestamp, and sender ID.

Relationships:

• A User can host or participate in multiple Meetings (one-to-many relationship).
• A Meeting can have multiple Participants (one-to-many relationship).
• A Meeting can have one Recording (one-to-one relationship).
• A MeetingParticipant can send multiple Chat messages (one-to-many relationship).

A Data Flow Diagram (DFD) serves as a visual representation of information flow within the Meeting Application system. This diagram illustrates how data, such as meeting details, user information moves between various components of the application.

• Processes, depicted by circles or ovals, represent activities like scheduling meetings, managing attendees, and generating reports.
• Data stores, represented by rectangles, indicate where information is stored, such as databases housing meeting records and user data.
• Data flows, shown by arrows, illustrate the movement of data between processes, data stores, and external entities like users and administrators.

Let’s create a Data Flow Diagram for the Meeting Application project to visualize the flow of information within the system.

Here are the functional requirements for a meeting application project, detailing the essential features and capabilities needed:

• User Authentication and Authorization: Users must be able to create accounts, log in securely, and access features based on their roles and permissions.
• Video Conferencing: Users should have the ability to host and join video meetings with audio, video, and screen sharing capabilities.
• Meeting Scheduling: Users should be able to schedule meetings, set meeting topics, invite participants, and specify meeting details such as time, date, and duration.
• Notification System: Users should receive alerts for upcoming meetings, meeting reminders, and new meeting invitations.
• Virtual Meeting Rooms: The application should provide virtual meeting rooms with customizable settings, such as waiting rooms, password protection, and participant controls.
• Meeting Collaboration Features: During meetings, users should be able to share screens, documents, or presentations, conduct video/audio calls, chat, annotate shared content, and use virtual whiteboards.
• Recording and Playback: The application should allow users to record meetings, including audio, video, and shared content, and provide the ability to access and playback recorded sessions.
• Integration and Plugins: The application should integrate with calendar services like Google Calendar or Outlook and support browser extensions and plugins for enhanced functionality.

These functional requirements outline the core features necessary for a successful meeting application, tailored to meet user needs and technological constraints.

4.4.1 Software Requirements

This software package is developed using html , CSS. javascript and Tailwind.css for front end . Node.js and mongo.db as the back end.

• Operating System: Windows 7, 8, 9, 10 .
• Languages, Frameworks and libraries: Html , Css , Javascript , Tailwind.css, Node.js, Peer.Js, Socket.io
• Database: Mongodb (back end)

4.4.2 Hardware Requirements:

• Processor: Intel core i3 or above for a stable experience and fast retrieval of data.
• Hard Disk: 40GB and above
• RAM: 256 MB or more, recommended 2 GB for fast reading and writing capabilities which will result in better performance time.

4.5.1 Usability Requirements:

• Our user interface should be interactive simple and easy to understand . The system should prompt for the user and administrator to login to the application for proper input criteria.
• Meeting Application shall handle expected and non – expected errors in ways that prevent loss in information and long downtime period.

4.5.2 Security Requirements:

• System should use secured Database.
• Normal users can just read information but they cannot edit or modify anything except their personal and some other information.
• System will have different types of users and every user has access constraints.
• Proper user authentication should be provided.
• No one should be able to hack users password .
• There should be separate accounts for admin and members such that no member can access the database and only admin has the rights to update the database.

4.5.3 Performance Requirements:

• The system shall accommodate high number of books and users without any fault.
• Responses to view information shall take no longer than 5 seconds to appear on the screen.

4.5.4 Error Requirements:

Meeting application project shall handle expected and non-expected errors in ways that prevent loss in information and long downtime period.

At this stage, the fundamental development of the product starts. For this, developers use a specific programming code as per the design. Hence, it is important for the coders to follow the protocols set by the association. Conventional programming tools like compilers, interpreters, debuggers, etc. are also put into use at this stage.

In Our project as we will be using node.js and mongodb so we will install all required software’s:

Environment Creation:

Required Softwares:

• Node.js (Installation Guide)
• VS Code ( you can use any other suitable editor as well )
• Mongodb (Required) and Mongodb Compass (Optional) (Installation Guide)

After we downloaded the above required software now we will start creating our project . In the following article We will discuss about different different modules compiled with same category.

We will discuss it stepwise :

4.2 Project Setup

In our project we are using HTML, CSS, JavaScript, Tailwind.css and Node.js to build the project so in this stage we are going to code our project. Before going further lets talk about the environment we need for the project.

Source Code: https://github.com/w3wikiorg/Meeting-Application

Here are the steps to run the code in you computer:

Step 1: Download the source code from github

In this step we download the project from github go to project SOURCE CODE LINK then click on code then click on Download ZIP. After downloading the zip file extract the it at your desired path. Make sure you have downloaded the Node.js and MongoDB on your local computer.

Or you can also clone the repository by the command:

git clone https://github.com/w3wikiorg/Age-Calculator.git

Step 2: Open Command Prompt or Terminal

Navigate to the folder where you extracted the project files.

Step 3: Install Node.js Dependencies

In the command prompt or terminal, run the following command to install all necessary packages:

npm install

Step 4: Run the Node.js Application

In the command prompt or terminal (from the project directory), start the application by running:

npm start

You should see a message indicating that the server is running, typically something like:

Server (Main) running on port 3000
Server (Peerjs) running  on port 9000

Step 5: Access the application

Open your web browser and go to:

https://localhost:3000

You should see your application running.

Here are the screenshots of the project:

Login Page:

Signup Page:

Homepage after login:

Host Meeting page:

Joiner Meeting Page:

These are the basic modules we require to make our Meeting Project , you can add some more exiting features using your own new idea as well.

Coding phase is the most important and time consuming phase after this phase we will be having a source code for our project and it will be through for testing phase.

Testing is a crucial phase in the development of a Meeting Application Project to ensure that it meets its intended requirements, functions correctly, and is free of bugs. Below are some key steps and considerations for the testing phase of a Meeting Application.

1. Unit Testing:
   • Test individual modules or components of the system in isolation to ensure they function as intended.
   • Identify and fix any bugs or issues found at the module level.
2. Integration Testing:
   • Verify that different modules and components of the project work together seamlessly.
   • Test data flow and interactions between various parts of the system.
3. Functional Testing:
   • Validate that the project performs its intended functions accurately and efficiently.
   • Test basic functionalities such as muting, joining, and presenting, managing user accounts, and generating reports.
4. User Interface (UI) Testing:
   • Ensure that the user interface is user-friendly, intuitive, and visually appealing.
   • Check for consistency in design elements and responsiveness across different devices.
5. Performance Testing:
   • Assess the system’s performance under normal and peak load conditions.
   • Check response times, scalability, and overall system stability.
6. Security Testing:
   • Identify and rectify any security vulnerabilities in the system.
   • Ensure that user data is handled securely, and unauthorized access is prevented.
7. Usability Testing:
   • Evaluate the project from an end-user perspective to ensure ease of use.
   • Gather feedback on user interfaces, navigation, and overall user experience.
8. Compatibility Testing:
   • Test the project on various browsers, operating systems, and devices to ensure cross-platform compatibility.
9. Regression Testing:
   • Conduct tests to ensure that new changes or fixes do not negatively impact existing functionalities.
   • Re-run previously executed test cases to verify the overall system stability.
10. Deployment Testing:
    • Conduct tests in the production environment to ensure a smooth transition from the testing phase to live operation.

In this phase of software development, Team will have to present their work in front of authorities and they will judge your work and give suggestions on the improvement areas. Please make sure to host your web project before this step to make a good impression on the judges and authorities.

The ideal length of the ppt should be min 10 slides and maximum 15 slides , you will not have too much time to explain your project so prepare your presentation carefully using important key points.

Some of the key points (slides) which your presentation should have are given below:

1. Project Name and Team Details
2. Introduction
3. Purpose
4. Project Scope
5. Problem Statement
6. Proposed Solution
7. Product Functionalities
8. Flow chart of the project
9. Analysis of model
10. Summary

You can also write a research paper on the basis of your work . The Research paper will explore the significance of implementing an Integrated Meeting Application Project to enhance the efficiency, accessibility, and overall functionality of libraries.

Key points for this paper includes:

• Abstract
• Introduction
• Related Work
• Methodologies Used
• Features
• Result and Discussion
• Acknowledgement

• Integrate a transcription service to automatically transcribe meeting recordings.
• Implement a polling and survey feature to gather feedback from meeting participants.
• Integrate functionality for users to apply virtual backgrounds during video meetings.
• Introduce real-time language translation capabilities for multilingual meetings.

• Age Calculator Application Project
• Food Delivery Application Project
• E-Commerce Website Project