JP2021193609A - Reception management system, reception management device, reception management method, reception management program - Google Patents

Abstract

To provide a reception management system, a reception management method, and a reception management program for reducing procedural burdens on a person in charge and a visitor associated with a series of procedures from schedule adjustment for the meeting setting to reservation and reception of a meeting room, and for improving the efficiency of schedule and reception management.SOLUTION: The reception management device includes a storage unit that stores meeting reservation information, a person in charge and visit reservation information including a correspondence to a visitor who visits the person in charge, an acquisition unit that acquires schedule information of the person in charge, a reception unit that accepts destination information of data to the visitor and input of candidate date and time for the meeting setting, a generation unit that generates request information for schedule adjustment including the candidate date and time, a transmission unit that transmits the request information to the destination indicated by the destination information of the visitor, a receiving unit that receives a confirmation notification to confirm the reservation of the meeting at the candidate date and time included in the request information, and a reception processing unit that registers a reservation for a vacant meeting room indicated by the meeting room reservation information at the candidate date and time indicated by the confirmation notification and updates the schedule information and the visit reservation information.SELECTED DRAWING: Figure 2

Description

The present invention relates to a reception management system, a reception management device, a reception management method, and a reception management program.

Conventionally, in order for a person in charge of business to set up a meeting or interview between related parties and actually hold a meeting or interview, multiple procedures and work such as schedule adjustment, meeting room reservation, and visit reception guidance are required. It has become. For example, for schedule adjustment, one party presents multiple schedules, the other party selects one or more of the presented schedules, and the final date and time are mutually determined and confirmed. Stepped on. In addition, work is required to search for a vacant meeting room at the determined meeting date and time and make a reservation, and to prepare in advance the admission procedure for visitors at the meeting date and time.

In the case of such a procedure, for schedule adjustment, work to extract the schedule from your own schedule book, work to create contact text, work to send and receive emails multiple times, and register the decided date and time in the schedule book. Work to do is required. also,
In addition to adjusting the schedule, the above-mentioned procedures related to conference room reservation and guidance are required, which complicates the work from setting the conference to starting the conference. For this reason, there are problems such as interruption of the original work of the person in charge and an increase in labor cost due to the need for a separate staff to perform the adjustment work.

Therefore, a plurality of methods for improving the efficiency of appointment adjustment work have been proposed. For example, if the e-mail contains multiple schedule information, analyze the message, create a list in which each schedule information is divided into items, let the user select the schedule information to be registered, and manage the reception. A schedule registration support system that automatically registers is disclosed in the supporting tool (see Patent Document 1).

Japanese Unexamined Patent Publication No. 2009-9503

However, although the method according to Patent Document 1 is efficient for the user of the schedule registration support system, various operations similar to the conventional one are required for the other party who is not the user of the schedule registration support system.

Therefore, the present invention is a reception management system capable of reducing the procedural burden of a user and an outside party visiting the user associated with a series of procedures from schedule adjustment to reception, and improving the efficiency of schedule and reception management. , Reception management device, reception management method and reception management program.

In order to solve the above problems, the reception management system according to the present invention is a reception management system in which a plurality of terminals and a reception management device for managing a user's schedule are connected via a network, and the reception management device is , A memory that stores the schedule information indicating the schedule of the person in charge who is the user, the conference room reservation information indicating the reservation status of the conference room, and the visit reservation information including the correspondence between the person in charge and the visitor who visits the person in charge. The reception section that accepts input of data transmission destination information from the department and the user's terminal to the visitor who is the target of the meeting, and the candidate date and time that is a candidate for setting the meeting, and the candidate date and time accepted by the reception section. A generator that generates request information indicating a schedule adjustment request including, a transmitter that sends the request information generated by the generator to the destination indicated by the visitor's destination information, and a transmitter that sends the request information. The receiving unit that receives the confirmation notification to confirm the reservation of the meeting at the candidate date and time included in the request information, and the meeting room reservation information at the candidate date and time indicated by the confirmation notification when the confirmation notification is received by the receiving unit It is equipped with a reception processing unit that registers the vacant meeting room to be shown and updates the schedule information and visit reservation information of the person in charge.

According to the present invention, it is possible to reduce the procedure burden of users and visitors associated with a series of procedures from schedule adjustment for conference setting to conference room reservation and reception, and to improve the efficiency of schedule and reception management. ..

It is a system diagram which shows the structure of the reception management system which concerns on embodiment of this invention. It is a block diagram which shows the functional structure example of the reception management apparatus which concerns on embodiment of this invention. It is a figure (a) which shows an example of a conference room reservation information in this embodiment, and the figure (b) which shows an example of a visit reservation information in this embodiment. It is an example of the input screen of the schedule information which concerns on embodiment of this invention. It is an example of the input screen of other schedule information which concerns on embodiment of this invention. It is a figure which shows an example of the confirmation screen of the candidate date and time which concerns on embodiment of this invention. It is a figure which shows the display screen example of the request information of the schedule adjustment which concerns on embodiment of this invention. It is a figure which shows an example of the confirmation screen of the schedule adjustment which concerns on embodiment of this invention. It is a figure which shows an example of the confirmation notice screen of the schedule which concerns on embodiment of this invention. It is a block diagram which shows an example of the functional structure of the person-in-charge terminal which concerns on embodiment of this invention. It is a block diagram which shows an example of the functional structure of the reception terminal which concerns on embodiment of this invention. It is a screen view which shows the screen example which is displayed in the reception terminal which concerns on embodiment of this invention. It is a sequence diagram which shows the flow of the adjustment process of the meeting date and time by the reception management apparatus which concerns on embodiment of this invention, the person in charge terminal, and a customer terminal. It is a sequence diagram which shows the flow of the adjustment process of the meeting date and time by the reception management apparatus which concerns on embodiment of this invention, the person in charge terminal, and a customer terminal. It is a hardware block diagram which shows an example of the computer which can realize the reception management apparatus which concerns on embodiment of this invention.

FIG. 1 is a system diagram showing a configuration of a reception management system according to an embodiment of the present invention.
As shown in FIG. 1, the reception management system 1 includes schedule management servers 100a and 10
0b (hereinafter, collectively referred to as schedule management server 100 unless otherwise specified),
Reception management device 200, person in charge terminal 300a, 300b, reception terminal 400, terminal 500a,
Includes 500b. As shown in FIG. 1, a PC (Personal Computer) is shown as the person in charge terminal 300a and the visitor terminal 500a, and a mobile terminal is shown as the person in charge terminal 300b and the visitor terminal 500b. good.
In the present embodiment, unless otherwise specified, the person-in-charge terminals 300a and 300b are collectively referred to as a person-in-charge terminal 300, and the visitor terminals 500a and 500b are collectively referred to as a visitor terminal 500. Further, the person-in-charge terminal 300 corresponds to the user's terminal in the present invention. The reception management device 200 is connected to the person in charge terminal 300, the reception terminal 400, and the visitor terminal 500 via the network 10. In the present embodiment, the person in charge is the person in charge of the visitor, and the visitor is the person who visits the person in charge from an external company or the like.

The schedule management server 100 is a server that manages user's schedule information. The schedule management server 100 stores user account information, and when a user wishes to link a calendar with any other user, the schedule information of each user can be mutually viewed and input among a plurality of users. It is also possible to link them. For example, by the above-mentioned cooperation function, the schedule management server 100 can be the person in charge terminal 30 by the above-mentioned cooperation function.
The reception management device 200 is given the access authority of the account information registered by 0 or the visitor terminal 500. As a result, the reception management device 200 can acquire the schedule information of the user of the person in charge terminal 300 and the visitor terminal 500. The schedule management server 100 can easily utilize the calendar function on the mobile terminal by the user installing the calendar application provided by the schedule management server 100 on the mobile terminal. Further, in FIG. 1, two schedule management servers 100a and 100b are shown, but the schedule management server 100 may be a server that can cooperate with the reception management device 200, and is not limited to this, and may be a plurality of schedule management servers 100. May be good.

The reception management device 200 manages the schedule of the person in charge who is the user in the present invention, and manages the schedule.
It is a system that processes schedule adjustments for meetings and interviews (hereinafter collectively referred to as meetings unless otherwise specified) and manages the reception of visitors to the office in the finalized schedule adjustments.

The reception terminal 400 is a terminal device provided near the entrance of a company and operated by a visitor to the reception management system at the time of reception of a visit, and specific devices are a tablet terminal, a mobile terminal, a smartphone, and a PC. , Other electronic devices may be used.

In addition, in FIG. 1, in order to simplify the explanation, the reception management device 200 and the person in charge terminal 30
0, the number of reception terminals 400 and the number of visitor terminals 500 are shown as one or two, respectively, but the number is not limited to this.

The network 10 may be wireless or wired as long as it is an IP network. For example, in the case of wireless communication, the person in charge terminal 300 accesses a wireless LAN access point (not shown) and performs a LAN or WAN. It may communicate with the reception management device 200 via the reception management device 200. Further, the network 10 is not limited to these examples, and may be, for example, a public switched telephone network, Bluetooth (Bluetooth (registered trademark)), an optical line, an ADSL line, a satellite communication network, or the like.

FIG. 2 is a block diagram showing a functional configuration example of the reception management device 200 according to the embodiment of the present invention. As shown in FIG. 2, the reception management device 200 includes a control unit 210, a communication unit 220, and a storage unit 230.

The storage unit 230 stores the schedule information database 231, the conference room reservation information database 232, and the visit reservation information database 233.

The schedule information database 231 stores schedule information. Here, the schedule information is information related to the schedule of the user of the reception management system 1, and is the schedule information acquired from the schedule management server 100. In the present embodiment, the schedule information can be backed up by storing the schedule information acquired from the schedule management server 100 in the schedule information database 231. However, the reception management device 200 has the schedule information database 231. The schedule information stored in the schedule management server 100 may be directly registered or updated. In this case, since the calendar function used in the person in charge terminal 300 and the visitor terminal 500 can be used as it is in the reception management system 1, there is no need to install a new calendar system, and the reception management system 1
Cooperation with will be highly convenient.

Further, as another example, the schedule information stored in the schedule information database 231 may be configured to be the schedule information managed by the reception management device 200 separately from the schedule management server 100. In this case, it is not affected by the system failure of the schedule management server 100 or information leakage due to an external attack.

Further, in the schedule information, the date and time are associated with the title indicating the schedule such as the conference name and the conference room name. FIG. 4 is an example of an input screen for schedule adjustment in the present embodiment, and an input form for data required for schedule adjustment is displayed on the same screen as the schedule screen showing schedule information. In the schedule screen shown in FIG. 4, the conference room name is displayed as schedule information on a calendar displaying the date, the day of the week, and the time in 1-hour increments, and the schedule in each conference room and the date and time of the schedule are displayed. Are associated with each other.

The conference room reservation information database 232 stores the conference room reservation information. Here, the conference room reservation information is information in which the conference room name is associated with the schedule name indicating the schedule of a meeting, an interview, a meeting, etc., the date and time when the conference room is used, and the name of the person in charge of the reservation. .. FIG. 3A is a diagram showing an example of conference room reservation information in the present embodiment. In FIG. 3A, the date “2018/6 /
1 ”, the meeting room name“ Meeting Room 1 ”,“ Meeting Room 2 ”,“ Meeting Room 3 ”, and the time zone“ 8:00 ”,
The reserved meeting name "Meeting of company A" and the person in charge name "person in charge X" are registered in the format showing "9:00" and "10:00".

The visit reservation information database 233 stores the visit reservation information. Here, the visit reservation information is information indicating the contents of the visitor's visit reservation including the correspondence between the visitor and the person in charge, and specifically, the reception code, the reservation date and time, the company name, the visitor, and so on. It consists of a table that includes the purpose of the visit and the name of the conference room. Here, the conference room name is associated with the conference room reservation information. Further, the reception code is a code that identifies the visit reception of the visitor by being input at the time of inputting the visit reception. FIG. 3B is a diagram showing an example of visit reservation information in the present embodiment. Figure 3
As shown in (b), the visit reservation information is composed of a table including a reception code, a reservation date and time, a company name, a visitor, a visit purpose, and the like. The visit reservation information includes a "visit reservation ID" that uniquely identifies the visit reservation, a "reception code" that is entered and identified when the visit reception is entered, a "registration date and time" that indicates the date and time when the visit reservation information was registered, and a visit reservation. "Reservation date and time" indicating the date and time of the visitor, "Company name" indicating the company name of the visitor, "Visitor" indicating the visitor, "Button type" indicating the operation button of the corresponding reception screen, Response status to the visitor "Response status" indicating the status of reception, "status" indicating the status of reception, "number of visitors" indicating the number of visitors, "person in charge" indicating the person in charge, "meeting room" indicating the conference room to be used, "meeting room" indicating the number of visitors Even if it is configured to include fields such as "purpose of visit" indicating the purpose of the visit, "current position" indicating the current position of the person in charge, and "notification / response status" indicating the content and status of the notification / response input of the person in charge. good. Further, as shown in FIG. 3A, the follow-up information may be configured to include a field such as an "alert" that indicates a response follow-up in association with (associating with) the visit reservation information.

The control unit 210 includes a reception unit 211, an acquisition unit 212, an extraction unit 213, a generation unit 214, a reception processing unit 215, an input / output control unit 216, and a transmission / reception unit 217. It is a processor having a function of controlling each functional unit. In addition, the transmission / reception unit 217
It corresponds to the transmitting unit, the receiving unit, and the visiting message receiving unit in the present invention.

The reception unit 211 receives input and instructions of various data from the person in charge terminal 300 and the visitor terminal 500. For example, the reception unit 211 accepts the input of the e-mail address of the visitor who is the target of convening the conference and the candidate date and time which is the candidate for setting the conference. Here, the reception unit 211 accepts the input of the number of the visitor's e-mail addresses according to the number of visitors, and the input of the identification information of one or more persons in charge including the user as the conference organizer. In this embodiment, the visitor's e-mail address will be described as an example, but if it is the destination information of data such as schedule adjustment request information to the visitor, in addition to the e-mail address, a short mail, etc. It may be destination information such as a chat tool. Further, the identification information of the person in charge may be an employee number, a name, or the like.

As shown in FIG. 3, on the schedule information display screen, there is an input form for inputting a "customer's email address" corresponding to the visitor's email address for inputting a new schedule, and a calendar showing the schedule information. From the top, a display form that displays the "selected date and time" that displays the date and time when a new schedule candidate was selected, and an icon that instructs the generation of a "confirm content" confirmation screen are displayed. The person in charge terminal 300 inputs data by inputting a visitor's e-mail address from the schedule information display screen or selecting and inputting a schedule candidate from the calendar showing the schedule information, and the reception unit 211 inputs the data. Accepts the data input from the person in charge terminal 300.

Further, FIG. 5 is an example of another schedule information input screen in the present embodiment. In the schedule information input screen example shown in FIG. 3, the schedule candidate is selected and input from the calendar showing the schedule information by the person in charge terminal 300, so that the candidate date and time of the new schedule is input. On the other hand, on the input screen shown in FIG. 5, the candidate date and time can be set by inputting the candidate day of the week, the candidate time, the free time before and after the scheduled visit, the free time before and after the scheduled visit, the conference room, and the like. Search condition specifications are accepted.

In addition, the reception unit 211 accepts the input of the visit reception of the visitor, receives the message indicating the visit from the terminal 300 in charge of the visitor, and receives the message indicating the visit of the visitor from another linked system. By doing so, the input of the visit information is accepted.

Here, the "visit information" is information indicating that the visitor has visited, and is a visit history. The visit information includes, for example, the name of the visitor, the company name of the visitor, the date and time when the visit was accepted, and the location information where the visit was accepted (for example, whether the visit was accepted by the location information of the visitor or whether the visit was accepted by the entrance gate device). Or, information indicating whether or not the visit was accepted by the reception terminal 400 for reception) and the like may be included. The visit information may be configured as part of the visit reservation information.

The acquisition unit 212 acquires various data from an external device such as the schedule management server 100. For example, when the acquisition unit 212 receives the schedule adjustment creation instruction from the person in charge terminal 300, the acquisition unit 212 acquires the schedule information of the person in charge who is the user of the person in charge terminal 300 from the schedule management server 100. Further, the acquisition unit 212 responds to an input or instruction from the person in charge terminal 300 received by the external device reception unit 211 or the visitor terminal 500, and the storage unit 23
Acquire various data from 0. For example, when the acquisition unit 212 receives the schedule adjustment creation instruction from the person in charge terminal 300, the acquisition unit 212 acquires the schedule information from the schedule management server 100. Here, the instruction to create a schedule adjustment is an instruction to create a schedule adjustment such as a meeting or an interview, and includes a candidate date and time of a meeting, the number of people, and the like. The person in charge terminal 300 accesses the reception management screen (not shown) managed by the reception management device 200 to the reception management device 200, and inputs an instruction to create a schedule adjustment. When the reception unit 211 receives the input of the schedule adjustment creation instruction, the acquisition unit 212 acquires the schedule information from the schedule management server 100, and the person in charge terminal 300 via the input / output control unit 216 and the transmission / reception unit 217. Output the display screen of the schedule information that can be displayed.

In addition, the acquisition unit 212 receives the instruction to create the schedule adjustment, and the conference reservation information database 232
From the conference reservation information of, the information about the vacant conference room according to the candidate date and time of the conference and the number of people is acquired. The acquisition unit 212 acquires information about the vacant conference room according to the instruction to create the schedule adjustment. However, if the vacant conference room in the schedule adjustment creation instruction is already reserved at the timing of sending the request information to the visitor terminal 500 or receiving the confirmation notification from the visitor terminal 500, the acquisition is obtained. The unit 212 may search again for a vacant conference room at each timing and acquire information about the vacant conference room again.

When the reception unit 211 receives the input of the identification information of a plurality of persons in charge, the extraction unit 213 acquires the schedule information of each person in charge from the schedule management server 100, and the identification information of the plurality of persons in charge indicates. Candidate dates and times that do not have a schedule reservation common to all persons in charge are extracted and matched. Further, the extraction unit 213 outputs the matched candidate date and time to the person in charge terminal 300 as a recommendation candidate date and time.

Further, when the reception unit 211 accepts the input of the visitor's e-mail address, the extraction unit 213 determines whether or not the e-mail address is registered as the e-mail address of the user of the reception management system 1 and registers the e-mail address. If it is determined that the information has been set, the candidate date and time are matched from the schedule information of the person in charge and the visitor. Specifically, the extraction unit 213 extracts free schedules of both from the schedule information of the person in charge and the visitor, and matches a plurality of candidate dates and times.

The generation unit 214 generates a schedule adjustment request information display screen and its confirmation screen, a schedule adjustment confirmation screen, a conference reservation confirmation notification screen, reception code display information, and the like. Here, the schedule adjustment request information includes the candidate date and time of the conference reservation accepted by the reception unit 211 and the acquisition unit 212.
Information including the name of the conference room acquired by the above and the text requesting the schedule adjustment including the schedule adjustment at the candidate date and time.

The schedule adjustment confirmation screen is a confirmation screen that is transmitted to the person in charge terminal 300 before transmitting the schedule adjustment request information to the visitor terminal 500. The conference reservation confirmation screen is a screen for notifying the schedule for which the conference reservation confirmation notification is sent by the visitor terminal 500 and the confirmation of the conference schedule adjustment including the reception code. The reception code "321756" is displayed in the input form below the display "Please enter the reception code" in FIG. 12 (b).

FIG. 6 is a diagram showing an example of a confirmation screen of a candidate date and time. On the confirmation screen of the candidate date and time shown in FIG. 6, the "customer's email address" which is the email address of the visitor accepted by the reception unit 211, the "selected date and time" which is the candidate date and time, and the "meeting" indicating the location of the conference room. Information such as "location" and "remarks" is displayed together with the icon "determine the candidate date and time and send to the customer" that accepts the transmission instruction to the visitor terminal 500. The generation unit 214 generates the display information of the confirmation screen of the candidate date and time.

FIG. 7 is a diagram showing an example of a display screen of request information for schedule adjustment. On the screen for displaying the schedule adjustment request information shown in Fig. 7, the title of the email "Please adjust the schedule of the <XX company>appointment" is displayed, and the body name and name of the visitor and the schedule adjustment are displayed. Information of the person in charge who requested "<host company name>", "<host name>", "<host email>"
, As the URL of the display screen of the candidate date and time "<Apo adjustment URL>", "https: // ww"
w / Abacdefg.com ”is displayed.

FIG. 8 is a diagram showing an example of a confirmation screen for schedule adjustment. On the schedule adjustment confirmation screen shown in Fig. 8, the text "Please select one convenient schedule from the following dates and times, enter your company and name, and confirm the appointment." Is displayed. There is. In addition, under the text, the date and time when the selection was accepted from the person in charge terminal 300 is set as the "candidate schedule from the host" on "4/28 (Sat), 5/1 (Tue), and 5/5 (Sat). However, as the time and meeting room name, "10:30 AM-01: 00PM Meeting Room-8F-Open1 (entrance side), 07:
30AM-08: 30AM Meeting Room-8F-Open1 (entrance side), 09:30 AM-10: 30
"AM conference room-8F-Open1 (entrance side)" is displayed, and a form in which the date and time and the conference room name can be pressed and input is displayed in association with each. In addition, below that, an input form for the visitor's name and company name, and an icon "confirm the appointment and notify the person in charge" are displayed instructing the confirmation of the schedule adjustment.

FIG. 9 is a diagram showing an example of a schedule confirmation notification screen. On the confirmation screen of the schedule shown in FIG. 9, the date and place of the confirmed meeting and the reception code are displayed together with the text "The confirmation notification of the scheduled meeting date and time and the reception code have arrived." In addition, the icon "I have confirmed the above contents." Is also displayed to instruct to send a notification to the effect that these contents have been confirmed.

Further, when there are a plurality of visitors, the generation unit 214 sequentially receives the desired candidate notification from the visitor terminal 500 that first transmitted the desired candidate notification by the transmission / reception unit 217, and the candidate date and time indicated by the request information. Delete the candidate date and time that is not included in the desired candidate date and time, and update the request information. Here, the desired candidate notification is a notification indicating a desired candidate date and time, and the desired candidate date and time indicates a plurality of desired candidate dates and times for the visitor among the candidate dates and times included in the request information.

In addition, when the visitor is also a user of the reception management system 1, the generation unit 214 has the output unit 21.
In step 3, when multiple candidate dates and times are matched, a notification screen is generated to notify the person in charge of the plurality of matched candidate dates and times, and the visitor can adjust the schedule including the candidate dates and times approved by the person in charge. Generate request information.

When the reception processing unit 215 receives the confirmation notification from the visitor terminal 500 via the transmission / reception unit 217, the reception processing unit 215 updates the schedule information, the conference room information, and the visit reservation information of the person in charge. also,
When the reception processing unit 215 receives instructions such as new input, change, and deletion of schedule information, meeting reservation information, visit reservation information, etc. from the person in charge terminal 300 via the reception unit 211, the reception processing unit 215 schedules according to the instructions. Update information, meeting reservation information, visit reservation information.

Further, when the reception processing unit 215 receives the confirmation notification from the terminal that last accessed the access information to the request information among the plurality of visitor terminals 500 by the transmission / reception unit 217, the candidate date and time indicated by the confirmation notification. Reserve and register an empty conference room in. And the reception processing unit 21
5 updates the schedule information, the conference room information, and the visit reservation information of all the persons in charge.

In addition, the reception processing unit 215 will wait for the reserved time indicated by the visit reservation information to elapse.
When the visit message is not received by the transmission / reception unit 217, the reservation of the conference room registered in the conference room reservation information is canceled. For example, the predetermined time is set to 15 minutes.

The input / output control unit 216 can input / output various data to / from the person in charge terminal 300 and the visitor terminal 500 when the reception management system 1 is accessed by the person in charge terminal 300 or the visitor terminal 500. Convert to data and input / output.

The transmission / reception unit 217 transmits / receives various data to / from the person in charge terminal 300, the visitor terminal 500, or another external device (not shown) via the communication unit 220. for example,
The transmission / reception unit 217 transmits the schedule adjustment request information, the link information that can access the request information, and the like to the visitor terminal 500. Further, when there are a plurality of visitors to whom the request information is transmitted, the transmission / reception unit 217 sequentially receives a plurality of desired candidate notifications selected from the candidate dates and times included in the request information from the plurality of visitor terminals 500. To receive. Further, the transmission / reception unit 217 is a reception terminal 4.
Receive a visit message indicating the visitor's visit from 00.

The communication unit 220 is a communication device (a communication device such as an antenna or a router connected to a communication line, a telephone line, or the like).
It is an interface connected to (not shown). That is, the communication unit 220 has a function of communicating data with an external device such as a person in charge terminal 300 or a visitor terminal 500 via a communication line.

Next, the functional configuration of the person in charge terminal 300 will be described. FIG. 10 is a block diagram showing an example of the functional configuration of the person in charge terminal 300 in the present embodiment. As shown in FIG. 10, the person in charge terminal 300 includes a storage unit 320, a control unit 330, an output unit 340, an input unit 350, and the like.
It is provided with a communication unit 360.

The storage unit 320 stores various data. For example, the storage unit 320 stores business materials, address books, and various other materials of the person in charge. Further, the conference room reservation information and the visit reservation information are stored in the storage unit 230 of the reception management device 200, but are not limited to this, and are stored in the storage unit 320 of the person in charge terminal 300. May be good.

The control unit 330 includes a reception unit 331, an acquisition unit 332, an input / output control unit 333, and a transmission / output unit 334.

The reception unit 331 receives various data input from the input unit 350, data received from an external device such as the reception management device 200 via the transmission / reception unit 334, and the like. For example, the reception unit 331 receives an instruction for creating a schedule adjustment input from the input unit 350, an e-mail address of a visitor, a search instruction for a vacant conference room at a designated date and time by a person in charge, and the like.

The acquisition unit 332 acquires various data from the storage unit 320, an external device, and the like. For example, when an address book including a visitor's e-mail address is stored in the storage unit 320, the input unit 3
The visitor's e-mail address is acquired from the storage unit 320 in response to the operation input from 50.

The input / output control unit 333 converts the data input / output between the input unit 350 and the control unit 330, and between the output unit 340 and the control unit 330 into processable data.

The output unit 340 includes a display output unit 341 and an audio output unit 342, and has a function of outputting various information to the person in charge terminal 300 under the control of the control unit 330.

The display output unit 341 has a function of displaying output information and the like transmitted from the reception management device 200 according to the control of the control unit 330. Specifically, the display output unit 341 is, for example, an LCD (Liquid Crystal Display) display, an LED (Light Emitting Diode) display, or an OLED provided in the person in charge terminal 300.
(Organic Light Emitting Diode) A display or the like may be used.

The display screen of the display output unit 341 is, for example, HTML (HyperText Mark).
It may be generated in a general data format that can be displayed on the screen by the person in charge terminal 300, such as a markup language such as upLanguage), bitmap data, or compressed image data.

The input unit 350 has a function of receiving an input from a person in charge according to the control of the control unit 330. Specifically, the input unit 350 may accept, for example, an instruction to create a schedule adjustment or an input such as a visitor's e-mail address.

The display input unit 351 has a function of receiving an operation input from a person in charge according to the control of the control unit 310. Specifically, the display input unit 351 is realized by a soft key or a hard key such as a touch panel. The display input unit 351 generates input information according to the control of the control unit 330, and transmits the input information to the reception management device 200 via the communication unit 360.

The voice input unit 352 has a function of inputting and receiving the voice of a person in charge or the like under the control of the control unit 310. Specifically, the voice input unit 352 may input voice using, for example, a microphone built in the terminal device 300. Specifically, the voice input unit 352 is, for example, for example.
The content to be displayed and input by the display input unit 351 may be input by voice.

The voice output unit 342 has a function of outputting output information by voice under the control of the control unit 330. Specifically, the voice output unit 342 may output voice using, for example, a speaker built in the person in charge terminal 300. Specifically, the audio output unit 342 is displayed by, for example, the display output unit 341.

The communication unit 360 is a communication device (a communication device such as an antenna or a router connected to a communication line, a telephone line, or the like).
It is an interface connected to (not shown). That is, the communication unit 360 has a function of communicating data with an external device such as a reception management device 200 or a visitor terminal 500 via a communication line.

Next, since the functional configuration of the visitor terminal 500 is the same as that of the person in charge terminal 300, the description thereof will be omitted, but as an example, the input received by the reception unit 331 of the person in charge terminal 300 is scheduled. However, the visitor terminal 500 will accept information such as a confirmation screen for schedule adjustment.

Next, the functional configuration of the reception terminal 400 will be described. FIG. 11 is a block diagram showing an example of the functional configuration of the reception terminal 400 in the present embodiment. As shown in FIG. 11, the reception terminal 400 includes a storage unit 410, a control unit 420, a communication unit 430, an output unit 440, and an input unit 450. Since the reception terminal 400 has the same configuration as the person in charge terminal 300, the description thereof will be omitted. Only the input unit 451 will be described.

The reception unit 421 accepts input of reception information such as a reception code related to reception processing at the time of visit from a visitor. FIG. 12 is a screen view showing an example of a screen displayed on the reception terminal 400 according to the embodiment of the present invention. As shown in FIG. 12A, the input / output control unit 423 "inputs the reception code" and "searches for the name of the person in charge" in the display output unit 441.
, "Click here for interviews", "Click here for investors", "General reception", "For delivery companies only", etc. Display input buttons for visit reception according to the visitor situation. For example, when the "Enter reception code" button is pressed by a visitor, the reception code input screen shown in FIG. 12B is displayed. The reception unit 421 accepts the input of the reception code from the reception code input screen.

Specifically, as shown in FIG. 12B, when the "Enter reception code" button is pressed, the display output unit 441 of the reception terminal 400 displays a screen for inputting the reception code. As shown in FIG. 12 (b), when the reception code sent to the visitor is input and the execution button (the button shown at the bottom with the horizontal arrow) is pressed in the confirmation notification of the schedule adjustment, The reception unit 421 accepts the input of the reception code.

As shown in FIG. 12 (c), when the input of the reception code is accepted, the visit reservation information associated with the input reception code is acquired from the storage unit 230 of the reception management device 200 or the storage unit 410 of the reception terminal 400. , The reservation date and time, the purpose of the meeting, and the person in charge of the acquired visit reservation information are displayed on the display output unit 441. When the "OK" button below the message "Call the above person in charge. Are you sure?" Shown at the bottom is pressed, the visitor visits in the display input unit 451. The input of the reception is accepted, and a visit message is transmitted to the reception management device 200 and the person in charge terminal 300 to notify that the input of the visit reception of the visitor has been accepted.

The input unit 450 has a function of accepting input of visit information indicating that a visit has been made under the control of the control unit 420. Specifically, the input unit 450 receives (1) input of a visitor's visit reception, (2) receives a message indicating a visit sent from the visitor terminal 500, and (3) cooperates with the other. By receiving a message indicating the visitor's visit from the system of
Accepts the input of the visit information.

Next, the process of adjusting the meeting date and time by the reception management device 200, the person in charge terminal 300, and the customer terminal 500 when the visitor is not a user registered in the reception management system 1 will be described. FIG. 13 is a sequence diagram showing a flow of meeting date / time adjustment processing by the reception management device 200, the person in charge terminal 300, and the customer terminal 500.

The person in charge terminal 300 transmits a schedule adjustment creation instruction to the reception management device 200 (step S1). Specifically, the person in charge terminal 300 accesses the schedule adjustment creation screen from the management screen of the reception management device 200. The reception management device 200 acquires the schedule information of the user of the person in charge terminal 300, that is, the person in charge from the schedule management server 100 (step S).
2). Here, the reception management device 200 also acquires the conference room information from the conference room information database 232. When there are a plurality of persons in charge as the conference organizer, the person in charge terminal 300 inputs the identification information of the other person in charge, and the reception management device 200 is in charge of the person in charge indicated by the identification information of the other person in charge. The schedule information of the person will also be acquired.

The reception management device 200 generates display information on the schedule adjustment creation screen based on the schedule information acquired in step S2, and outputs the display information to the person in charge terminal 300 (step S3). Here, the reception management device 200 generates and outputs display information indicating an empty conference room indicated by the conference room reservation information together with the schedule information. If there are a plurality of persons in charge as the conference organizer, display information of the schedule information of all the persons in charge will be generated. The person in charge terminal 300 accepts the input of the visitor's e-mail address on the schedule adjustment creation screen, and also accepts the selection of the candidate date and time for the schedule adjustment from the schedule indicated by the display information of the schedule information generated in step S3 (step). S4). The candidate date and time of the conference and the number of conference participants are accepted from the person in charge terminal 300, and the selection of an empty conference room that meets these conditions is also accepted. Further, when there are a plurality of persons in charge as the conference organizer, the person in charge terminal 300 selects a candidate date and time common to the person in charge and other persons in charge. Further, in step S4, when there are a plurality of visitors, the e-mail addresses of the plurality of visitors are input. Further, the reception management device 200 determines whether or not the e-mail address that has received the input is a user of the reception management system 1.

When the reception management device 200 determines that the e-mail address that received the input in step S4 is not the user of the reception management system 1, the reception management device 200 is input in step S4 based on the candidate date and time for schedule adjustment selected in step S4. Generate schedule adjustment request information addressed to the visitor address (step S5). The reception management device 200 generates display information on the confirmation screen of the request information generated in step S5 (step S6).

The person in charge terminal 300 transmits a transmission instruction to the confirmation screen indicated by the display information of the request information confirmation screen generated in step S6 (step S7). When the reception management device 200 receives the transmission instruction from the person in charge terminal 300 in step S7, the reception management device 200 transmits the request information generated in step S5 to the visitor terminal 500 (step S8). Specifically, the reception management device 200 requests the visitor terminal 500 to include link information such as a URL capable of viewing a display screen displaying the candidate date and time and the conference room name selected by the person in charge terminal 300 in step S4. Information is transmitted to the visitor terminal 500. If the conference room whose selection has been accepted in step S3 is already reserved at the time of processing in step S8, the reception management device 200 sets the conference room name included in the request information to step S4. The request information changed to another vacant conference room name that matches the conditions of the candidate date and time for which the input was accepted and the number of conference participants will be transmitted. Further, when there are a plurality of visitors, the reception management device 200 sequentially receives the desired candidate date and time from the visitor terminal 500 that first transmitted the desired candidate date and time, and from the candidate date and time transmitted in step S7, the visitor terminal 500 is used. The candidate date and time excluded from the desired candidate date and time are deleted. Then, the last transmitted visitor terminal 500 transmits a confirmation notification including one candidate date and time to the reception management device 200.

The reception management device 200 accesses the display screen displaying the candidate date and time selected by the person in charge terminal 300 from the URL included in the request information received in step S8 by the visitor terminal 500, and accepts the selected date and time. (Step S9). Reception management device 200
Adds the visit information including the date and time when the selection is accepted from the visitor terminal 500 in step S9 to the schedule information and the visit reservation information of the person in charge, and updates the schedule information, the conference room information, and the visit reservation information of the person in charge ( Step S10). If the selection is accepted in step S3 or the conference room changed in step S8 is already reserved at the time of processing in step S10, the reception management device 200 inputs in step S4. The conference room information will be updated by changing to another vacant conference room that matches the conditions of the candidate date and time of acceptance and the number of conference participants.

The reception management device 200 generates a reception code for the visitor to visit the person in charge based on the visit reservation information updated in step S10 (step S11). The reception management device 200 transmits a confirmation notification of the date and time when the selection is accepted from the visitor terminal 500 in step S9 to the person in charge terminal 300, and the reception code generated in step S11 is sent to the visitor terminal 500 in the confirmation notification. A confirmation notification including the confirmation is transmitted (step S12).

Next, when the visitor is a user registered in the reception management system 1, the meeting date / time adjustment process by the reception management device 200, the person in charge terminal 300, and the customer terminal 500 will be described. FIG. 14 is a sequence diagram showing a flow of meeting date / time adjustment processing by the reception management device 200, the person in charge terminal 300, and the customer terminal 500.

Since steps S21 to S23 are the same as steps S1 to S3 in the flowchart shown in FIG. 13, the description thereof will be omitted.

In step S24, the reception management device 200 accepts the input of the visitor's e-mail address from the person in charge terminal 300 (step S24). When the reception management device 200 determines that the e-mail address of the visitor who has received the input from the person in charge terminal 300 is a user registered in the reception management system 1, the reception management device 200 acquires the visitor's schedule information from the schedule management server 100. (Step S25).

The reception management device 200 extracts a plurality of vacant schedules of both persons based on the schedule information of the person in charge and the visitor acquired in steps S22 and S25, and matches a plurality of candidate dates and times (step S26). The reception management device 200 transmits a plurality of candidate dates and times matched in step S26 to the person in charge terminal 300 (step S27).
The person-in-charge terminal 300 transmits a response of acceptance or correction to the notification of the plurality of candidate dates and times received in step S27 (step S28). For example, the person in charge terminal 300 responds to the notification of the candidate date and time in step S27 by, in the case of all consenting, to the effect of consenting, and in the case of partial or all disapproval, a partial deletion or rematching request. Send a reply including the date and time of your choice.

The reception management device 200 generates request information based on the response received from the person in charge terminal 300 in step S28 (step S29). Specifically, in step S28, a URL indicating a candidate date and time indicated by the answer received from the person in charge terminal 300 is generated. Reception management device 2
00 transmits the request information generated in step S28 to the visitor terminal 500 (step S30). The visitor terminal 500 transmits a confirmation notification (step S31). Specifically, the visitor terminal 500 accesses the URL indicated by the request information received in step S30 and selects a desired date and time. In addition, the schedule management server 10 is selected according to the selection.
The schedule information of visitors and persons in charge managed by 0 is updated. Reception management device 200
Adds the visit information including the date and time when the selection is accepted from the visitor terminal 500 in step S31 to the visit reservation information, and updates the conference room information and the visit reservation information (step S32). The reception management device 200 generates a reception code for the visitor to visit the person in charge based on the visit reservation information updated in step S32 (step S33). Reception management device 20
0 transmits the reception code generated in step S33 to the visitor terminal 500 (step S34).

FIG. 15 is a hardware configuration diagram showing an example of a computer 20 capable of realizing the reception management device 200 according to the present embodiment. As shown in FIG. 14, the computer 20 is a CPU.
(Central Processing Unit) 21, RAM (Random A)
cess Memory) 22, ROM (Read Only Memory) 23,
HDD (Hard Disk Drive) 24, communication interface (I / F) 25
, Input / output interface (I / F) 26, and media interface (I / F)
27 is provided.

The CPU 21 operates by a program stored in the ROM 23 or the HDD 24, and controls each part. The ROM 23 stores a boot program executed by the CPU 21 when the computer 20 is started, a program depending on the hardware of the computer 20, and the like.

The HDD 24 stores a program executed by the CPU 21 and data used by the program. The communication interface 25 sends the data received from the external device via the communication line to the CPU 21, and transmits the data generated by the CPU 21 to the external device via the communication line.

The CPU 21 controls an output device such as a display or a printer, and an input device such as a keyboard or a mouse via the input / output interface 26. The CPU 21 acquires data from the input device via the input / output interface 26. Further, the CPU 21 outputs the generated data to the output device via the input / output interface 26.

The media interface 27 reads the program or data stored in the storage medium 28 and provides it to the CPU 21 via the RAM 22. The CPU 21 loads the program from the storage medium 28 onto the RAM 22 via the media interface 27.
Run the loaded program. The storage medium 28 may be, for example, a DVD (Digital V).
An optical storage medium such as an ersail Disc), a magnetic storage medium, a semiconductor memory, or the like.

When the computer 20 functions as the reception management device 200 in the present embodiment, the CPU 21 of the computer 20 executes the program loaded on the RAM 22 to execute the reception unit 211, the acquisition unit 212, the generation unit 214, and the reception processing unit. 215, input / output control unit 2
16. Realize each function of the transmission / reception unit 217. Further, the HDD 24 has a schedule information database 231, a conference room reservation information database 232, and a visit reservation information database 23.
The data in 3 is stored.

The reception management program is a CD in an installable or executable format file.
-ROM, CD-R, memory card, DVD (Digital Versaille D)
It is stored and provided in a computer-readable storage medium such as an isc) or a flexible disk (FD). The CPU 21 of the computer 20 reads and executes these programs from the above storage medium via the media interface 27, but as another example, even if these programs are acquired from an external device via a communication line. good.

The reception management program is, for example, ActionScript, JavaScri.
Scripting languages such as pt (registered trademark), Python, Ruby, C language, C ++, C
It can be implemented using a compiler language such as #, Objective-C, Swift, Java (registered trademark), and the like.

As described above, according to the reception management system 1 in the present embodiment, the procedure burden of the user and the visitor associated with the series of procedures from the schedule adjustment for the conference setting to the conference room reservation and the reception is reduced, and the schedule and the reception are received. It is possible to provide a reception management system, a reception management device, a reception management method, and a reception management program that can improve the efficiency of management.

1 Reception management system 100 Schedule management server 200 Reception management device 210 Control unit 211 Reception unit 212 Acquisition unit 213 Extraction unit 214 Generation unit 215 Reception processing unit 216 Input / output control unit 217 Transmission / reception unit 220 Communication unit 230 Storage unit 300, 300a, 300b Person in charge terminal 320 Storage unit 330 Control unit 340 Output unit 341 Display output unit 342 Audio output unit 350 Input unit 351 Display input unit 352 Voice input unit 400 Reception terminal 410 Storage unit 420 Control unit 430 Communication unit 440 Output unit 441 Display output unit 442 Audio output unit 450 Input unit 451 Display input unit 452 Voice input unit 500, 500a, 500b Visitor terminal

Claims (11)

A reception management system in which multiple terminals and a reception management device that manages user schedules and visitor reception processing are connected via a network.
The reception management device is
A storage unit that stores the conference room reservation information indicating the reservation status of the conference room and the visit reservation information including the correspondence between the person in charge and the visitor who visits the person in charge.
An acquisition unit that acquires schedule information indicating the schedule of the person in charge, and
A reception unit that accepts input of data transmission destination information from the terminal of the person in charge to the terminal of the visitor who is the target of the conference, and the candidate date and time as a candidate for setting the conference.
A generation unit that generates request information indicating a request for schedule adjustment including a candidate date and time accepted by the reception unit, and a generation unit.
A transmission unit that transmits the request information generated by the generation unit to the destination indicated by the destination information, and a transmission unit.
A receiving unit that receives a confirmation notification to confirm the setting of the meeting at the candidate date and time included in the request information transmitted by the transmitting unit, and a receiving unit.
When the confirmation notification is received by the receiving unit, the vacant conference room indicated by the conference room reservation information at the candidate date and time indicated by the confirmation notification is reserved and registered, and the schedule information and the visit reservation information of the person in charge are updated. Reception processing department and
A reception management system characterized by being equipped with. When the reception processing unit receives the confirmation notification by the reception unit, the reception processing unit generates reception information regarding reception processing at the time of a visit.
The transmission unit transmits the reception information generated by the reception processing unit together with the confirmation notification to the destination indicated by the destination information.
The reception management system according to claim 1. The reception management system further includes a reception terminal.
The reception terminal is
The reception section that accepts the input of the reception information and
When the input of the reception information is received by the reception unit, a transmission unit that sends a visit message indicating the visit of the visitor to the user's terminal and the reception management device, and a transmission unit.
To prepare for
2. The reception management system according to claim 2. The reception management device is
A visit message receiving unit that receives the visit message from the reception terminal,
Further prepare
When the reception processing unit does not receive the visit message from the visit message receiving unit when the reservation time indicated by the visit reservation information has elapsed, the reception processing unit of the conference room registered in the conference room reservation information. Canceling the reservation,
The reception management system according to claim 3. The reception unit of the reception management device includes information on the destination of data transmission from the terminal of the person in charge to the terminal of a visitor who is the target of convening the conference, and a plurality of persons in charge including the person in charge as the conference organizer. Accepts the input of the identification information of
The reception management device is
When the reception unit accepts the input of the identification information of a plurality of persons in charge, the extraction unit extracts the candidate date and time in which the schedule reservation is not included in common to all the persons in charge indicated by the identification information of the plurality of persons in charge. ,
Further prepare
The generation unit generates request information indicating a schedule adjustment request including a candidate date and time extracted by the extraction unit.
The reception management system according to any one of claims 1 to 4. The reception unit of the reception management device receives input of data transmission destination information from the terminal of the person in charge to the terminals of a plurality of visitors.
The transmission unit of the reception management device transmits access information to the request information generated by the generation unit to the destination indicated by the destination information.
The receiving unit of the reception management device sequentially receives from the terminals of the plurality of visitors a desired candidate notification indicating a plurality of desired candidate dates and times selected from the candidate dates and times included in the request information.
When the receiving unit receives the desired candidate notification, the generation unit deletes the candidate date and time not included in the desired candidate notification among the candidate dates and times indicated by the request information.
When the reception processing unit receives the confirmation notification including one candidate date and time from the terminal that last accessed the access information among the terminals of the plurality of visitors by the reception unit, the reception processing unit receives the confirmation notification.
To reserve and register an empty conference room indicated by the conference room reservation information at the candidate date and time indicated by the confirmation notification, and to update the schedule information and the visit reservation information of the person in charge.
The reception management system according to any one of claims 1 to 5. When the terminal of the visitor is the terminal of the user of the reception management system, the reception unit of the reception management device accepts the input of the identification information of the visitor from the terminal of the person in charge.
The acquisition unit acquires a plurality of schedule information of the person in charge and the visitor, and obtains a plurality of schedule information.
The generation unit generates request information indicating a request for schedule adjustment including a candidate date and time based on the schedule information acquired by the acquisition unit.
The reception management system according to any one of claims 1 to 6. The transmitting unit transmits link information accessible to the display information of the candidate date and time received by the receiving unit to the destination indicated by the destination information.
The reception management system according to any one of claims 1 to 7. A reception management device that manages the schedule of users of a plurality of terminals and the terminals connected via a network and the reception processing of visitors.
A storage unit that stores the conference room reservation information indicating the reservation status of the conference room, and the visit reservation information including the correspondence between the person in charge and the visitor who visits the person in charge.
An acquisition unit that acquires schedule information indicating the schedule of the person in charge who is the user, and
A reception unit that accepts input of data transmission destination information from the terminal of the person in charge to the terminal of a visitor who is the target of convening a conference, and a candidate date and time as a candidate for setting a conference.
A generation unit that generates schedule adjustment request information including candidate dates and times accepted by the reception unit, and a generation unit.
A transmission unit that transmits the request information generated by the generation unit to the destination indicated by the destination information, and a transmission unit.
A receiving unit that receives a confirmation notification to confirm the reservation of the meeting at the candidate date and time included in the request information transmitted by the transmitting unit, and a receiving unit.
When the confirmation notification is received by the receiving unit, the vacant conference room indicated by the conference room reservation information at the candidate date and time indicated by the confirmation notification is reserved and registered, and the schedule information and the visit reservation information of the person in charge are updated. Reception processing department and
A reception management device characterized by being equipped with. It is a reception management method for managing a user's schedule in a reception management device that manages a user's schedule and a visitor's reception process of the terminal connected to a plurality of terminals via a network.
A storage step for storing the conference room reservation information indicating the reservation status of the conference room and the visit reservation information including the correspondence between the person in charge and the visitor who visits the person in charge in the storage unit.
An acquisition step for acquiring schedule information indicating the schedule of the person in charge who is the user, and
A reception step that accepts input of data transmission destination information from the terminal of the person in charge to the terminal of a visitor who is the target of the conference, and a candidate date and time as a candidate for setting the conference.
A generation step for generating schedule adjustment request information including candidate dates and times accepted by the reception step, and a generation step.
A transmission step of transmitting the request information generated by the generation step to the destination indicated by the destination information, and a transmission step.
A reception step for receiving a confirmation notification to confirm the reservation of the meeting at the candidate date and time included in the request information transmitted by the transmission step, and a reception step.
When the confirmation notification is received by the reception step, the vacant conference room indicated by the conference room reservation information at the candidate date and time indicated by the confirmation notification is reserved and registered, and the schedule information and the visit reservation information of the person in charge are updated. Reception processing steps to be done and
A reception management method characterized by including. A reception management device that manages the schedule of users of the terminal connected to multiple terminals via a network and the reception processing of visitors.
A storage function that stores conference room reservation information indicating the reservation status of a conference room and visit reservation information including a correspondence between a person in charge and a visitor who visits the person in charge in the storage unit.
An acquisition function for acquiring schedule information indicating the schedule of the person in charge who is the user, and
A reception function that accepts input of data transmission destination information from the terminal of the person in charge to the visitor who is the target of the conference, and a candidate date and time as a candidate for setting the conference.
A generation function that generates schedule adjustment request information including candidate dates and times accepted by the reception function, and
A transmission function for transmitting the request information generated by the generation function to the destination indicated by the destination information, and a transmission function.
A reception function for receiving a confirmation notification to confirm the reservation of the meeting at the candidate date and time included in the request information transmitted by the transmission function, and a reception function.
When the confirmation notification is received by the reception function, the vacant conference room indicated by the conference room reservation information at the candidate date and time indicated by the confirmation notification is reserved and registered, and the schedule information and the visit reservation information of the person in charge are updated. Reception processing function and
A reception management program characterized by the realization of.

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