JP6671727B2 - Reception management system, reception management device, reception management method, and reception management program - Google Patents

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, guidance for visiting the company, etc. are required Has become. For example, in the case of scheduling, one party presents multiple schedules, the other party selects one or more of the schedules, mutually determines the final date and time, and confirms it. Have been stepped on. In addition, there is an operation to search for a vacant meeting room at the determined meeting date and time and then make a reservation, and to prepare for a visitor's entrance procedure in advance at the meeting date and time.

  In the case of such a procedure, for schedule adjustment, work to extract schedule from own schedule book, work to create communication text, work to send and receive e-mail multiple times, and register the decided date and time in schedule book Work is required. Further, in addition to the schedule adjustment, the above-mentioned procedure for the conference room reservation and guidance occurs, so that the work from the setting of the conference to the start of the conference is complicated. For this reason, there arises a problem that the original work of the person in charge is interrupted, a staff member for performing the adjustment work is separately required, and labor costs are increased.

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

JP 2009-93503 A

  However, the method according to Patent Literature 1 improves efficiency for the user of the schedule registration support system, but requires various operations similar to those in the related art to the other party who is not the user of the schedule registration support system.

  Accordingly, the present invention provides a reception management system capable of reducing the burden on the user involved in a series of procedures from the schedule adjustment to the reception and the external parties visiting the user and improving the efficiency of schedule and reception management. , A reception management device, a reception management method, and a reception management program.

  In order to solve the above problems, a reception management system according to the present invention is a reception management system in which a plurality of terminals and a reception management device that manages a user's schedule are connected via a network, Storage for storing schedule information indicating a schedule of a person in charge as a user, meeting room reservation information indicating a reservation state of a conference room, and visit reservation information including correspondence between a person in charge and a visitor who visits the person in charge; Unit, a receiving unit for receiving input of data destination information from a user terminal to a visitor who is a meeting invitation target, and a candidate date and time to be a conference setting candidate, and a candidate date and time received by the receiving unit. A generating unit that generates request information indicating a request for a schedule adjustment including: a transmitting unit that transmits the request information generated by the generating unit to a destination indicated by the destination information of the visitor; A receiving unit that receives a confirmation notification that the reservation of the conference at the candidate date and time included in the request information transmitted by the receiving unit is confirmed, and, when the confirmation notification is received by the receiving unit, at the candidate date and time indicated by the confirmation notification. A reception processing unit for reserving and registering a vacant conference room indicated by the conference room reservation information and updating schedule information and visit reservation information of a person in charge.

  ADVANTAGE OF THE INVENTION According to this invention, the procedure burden of a user and a visitor accompanying a series of procedures from a schedule adjustment for a conference setting to a conference room reservation and reception can be reduced, and schedule and reception management can be made more efficient. .

1 is a system diagram illustrating a configuration of a reception management system according to an embodiment of the present invention. It is a block diagram showing the example of functional composition of the reception control device concerning an embodiment of the invention. It is a figure (a) showing an example of meeting room reservation information in this embodiment, and a figure (b) showing an example of 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 an input screen of other schedule information according to the embodiment of the present invention. It is a figure showing an example of a confirmation screen of a candidate date and time concerning an embodiment of the invention. It is a figure which shows the example of a display screen of the request information of the schedule adjustment which concerns on embodiment of this invention. It is a figure showing an example of the confirmation screen of schedule adjustment concerning an embodiment of the invention. It is a figure which shows an example of the confirmation notification screen of the schedule which concerns on embodiment of this invention. It is a block diagram showing an example of the functional composition of the person in charge terminal concerning an embodiment of the invention. FIG. 2 is a block diagram illustrating an example of a functional configuration of a reception terminal according to the embodiment of the present invention. FIG. 7 is a screen diagram showing an example of a screen displayed on the reception terminal according to the embodiment of the present 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 the 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 the customer terminal. FIG. 2 is a hardware configuration diagram illustrating an example of a computer capable of realizing the reception management device according to the embodiment of the present 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 100b (hereinafter collectively referred to as schedule management servers 100 unless otherwise specified), a reception management device 200, and staff terminals 300a and 300b. , Reception terminal 400, terminals 500a and 500b. Note that, in FIG. 1, a PC (Personal Computer) is shown as the clerk terminal 300a and the visitor terminal 500a, and a mobile terminal is shown as the clerk terminal 300b and the visitor terminal 500b. Good. In the present embodiment, the staff terminals 300a and 300b are collectively referred to as the staff terminal 300 and the visitor terminals 500a and 500b as the visitor terminals 500, unless otherwise specified. Further, the clerk terminal 300 corresponds to a user 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 this embodiment, the person in charge is a person in charge of a visitor, and the visitor is a 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 schedule information. The schedule management server 100 stores the account information of the user, and when the user desires to cooperate with any other user in the calendar, the schedule information of each user can be mutually viewed and input among a plurality of users. Cooperation is also possible. For example, the schedule management server 100 gives the access management authority of the account information registered by the person in charge terminal 300 or the visitor terminal 500 to the reception management device 200 by the above-mentioned cooperation function. Thereby, the reception management device 200 can acquire the schedule information of the user of the clerk terminal 300 or the visitor terminal 500. The schedule management server 100 allows the user to easily use the calendar function in the mobile terminal by installing the calendar application provided by the schedule management server 100 in the mobile terminal. Also, in FIG. 1, two schedule management servers 100 are illustrated, the schedule management servers 100 a and 100 b, but any server that can cooperate with the reception management device 200 may be used, and the present invention is not limited thereto. Is also good.

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

  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 when receiving a visit, and specific devices include a tablet terminal, a mobile terminal, a smartphone, and a PC. And other electronic devices.

  In FIG. 1, the number of the reception management device 200, the person in charge terminal 300, the reception terminal 400, and the number of visitor terminals 500 are each one or two for the sake of simplicity, but are not limited thereto. Not done.

  The network 10 may be wireless or wired if 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) to establish a LAN or WAN. The communication with the reception management device 200 may be performed via the reception management device 200. The network 10 is not limited to these examples, and may be, for example, a public switched telephone network, Bluetooth (registered trademark), an optical line, an ADSL line, a satellite communication network, or the like.

  FIG. 2 is a block diagram illustrating a functional configuration example of the reception management device 200 according to an embodiment of the present invention. As illustrated 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 a schedule information database 231, a conference room reservation information database 232, and a visit reservation information database 233.

  The schedule information database 231 stores schedule information. Here, the schedule information is information relating 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 this 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 May be directly registered or updated with respect to the schedule information stored in the schedule management server 100. In this case, also in the reception management system 1, since the calendar function used in the person in charge terminal 300 or the visitor terminal 500 can be used as it is, there is no need to install a new calendar system, and cooperation with the reception management system 1 is performed. Will be highly convenient.

  Further, as another example, the schedule information stored in the schedule information database 231 may be configured as schedule information managed in the reception management device 200 separately from the schedule management server 100. In this case, there is no influence from a system failure of the schedule management server 100 or information leakage due to an external attack.

  Further, in the schedule information, a date and time is associated with a title indicating a schedule such as a conference name or a 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 necessary for schedule adjustment is displayed on the same screen as the schedule screen indicating schedule information. On the schedule screen shown in FIG. 4, the conference room name is displayed on the calendar on which the date, the day of the week, and the time in one-hour intervals are displayed as schedule information, 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 conference room reservation information. Here, the conference room reservation information is information in which a conference room name, a schedule name indicating a schedule of a meeting, an interview, a meeting, and the like, the use date and time of the conference room, and the name of the person in charge of the reservation are associated with each other. . FIG. 3A is a diagram illustrating an example of the conference room reservation information according to the present embodiment. In FIG. 3A, on the date “2018/6/1”, the meeting room names “meeting room 1”, “meeting room 2”, “meeting room 3”, and the time zones “8:00” and “9: The reserved conference name “company A conference” and the person in charge “person in charge X” are registered in the format in which “00” and “10:00” are indicated.

  The visit reservation information database 233 stores visit reservation information. Here, the visit reservation information is information indicating the contents of the visit visit of the visitor including the correspondence between the visitor and the person in charge, and specifically, a reception code, a reservation date and time, a company name, a visitor, It consists of a table containing the purpose of the visit, the name of the conference room, and so on. Here, the conference room name is associated with the conference room reservation information. The reception code is a code that is input when the visit reception is input to identify the visit reception of the visitor. FIG. 3B is a diagram illustrating an example of the visit reservation information according to the present embodiment. As shown in FIG. 3B, the visit reservation information is constituted by 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 a visit reservation, a “reception code” that is input and identified when inputting a visit reception, a “registration date” indicating the date and time when the visit reservation information was registered, a visit reservation. "Reservation date and time" indicating the date and time of the visitor, "Company name" indicating the visitor's company name, "Visitor" indicating the visitor, "Button type" indicating the operation button of the corresponding reception screen, and state of response to the visitor "Reception status" indicating reception status, "status" indicating reception status, "number of visitors" indicating the number of visitors, "in charge" indicating the person in charge, "meeting room" indicating the conference room to be used, and It may also be configured to include fields such as "visit purpose" indicating the purpose of the visit, "current position" indicating the current position of the person in charge, and "notification / response status" indicating the contents and status of the person in charge / notice of response / input. Good. Further, as shown in FIG. 3A, a field such as “alert” indicating response follow may be configured to be associated (associated) with the visit reservation information as follow 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. The transmitting / receiving unit 217 corresponds to the transmitting unit, the receiving unit, and the visiting message receiving unit in the present invention.

  The receiving unit 211 receives various data inputs and instructions from the staff terminal 300 or the visitor terminal 500. For example, the reception unit 211 receives input of a mail address of a visitor who is a meeting invitation target and a candidate date and time to be a setting candidate of the meeting. Here, the reception unit 211 receives an input of the number of e-mail addresses of the visitor according to the number of the visitor, and identification information of one or a plurality of persons in charge including the user as the meeting organizer. In the present embodiment, the e-mail address of the visitor will be described as an example. However, as long as the destination information of the data such as the request information for the visitor to adjust the schedule, in addition to the e-mail address, short mail, Transmission destination information such as a chat tool may be used. Further, the identification information of the person in charge may be an employee number or a name.

  As shown in FIG. 3, an input form for inputting a “customer's e-mail address” corresponding to a visitor's e-mail address for inputting a new schedule, and a calendar indicating the schedule information are displayed on the schedule information display screen. A display form displaying “selected date and time” displaying the date and time when a new schedule candidate is selected from above, and an icon instructing generation of a “confirm the content” confirmation screen are displayed. The clerk 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 a calendar indicating the schedule information. The data input from the person in charge terminal 300 is accepted.

  FIG. 5 is an example of an input screen of another schedule information in the present embodiment. In the example of the schedule information input screen shown in FIG. 3, a candidate date and time of a new schedule is input by selecting and inputting a schedule candidate from a calendar indicating schedule information by the person in charge terminal 300. On the other hand, the input screen shown in FIG. 5 allows the person in charge to input the desired day of the week, the candidate time, the free time before or after the scheduled visit, the free time before or after the scheduled visit, the conference room, etc. The specification of the search condition is accepted.

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

  Here, the “visit information” is information indicating that a visitor has visited, and is a visit history. The visit information includes, for example, a visitor name, a visitor's company name, a visit acceptance date and time, and information on a place where the visit was accepted (for example, whether the visit was accepted by the visitor's position information or whether the visit was accepted by the entrance gate device). Or information indicating whether or not a visit has been received by the reception terminal 400 for reception). The visit information may be configured as a 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 receiving an instruction to create a schedule adjustment from the staff terminal 300, the acquiring unit 212 acquires the schedule information of the staff who is the user of the staff terminal 300 from the schedule management server 100. Further, the acquisition unit 212 acquires various data from the storage unit 230 in response to an input or an instruction from the staff terminal 300 or the visitor terminal 500 received by the external device reception unit 211. For example, when the acquisition unit 212 receives a schedule adjustment creation instruction from the staff member terminal 300, the acquisition unit 212 acquires schedule information from the schedule management server 100. Here, the instruction to create a schedule adjustment is an instruction to create a schedule adjustment for a meeting or an interview, and includes the date and number of candidates for the meeting and the number of people. The clerk terminal 300 accesses the reception management device 200 to a reception management screen (not shown) managed by the reception management device 200, and inputs a schedule adjustment creation instruction. When the receiving unit 211 receives an input of a schedule adjustment creation instruction, the obtaining unit 212 obtains schedule information from the schedule management server 100, and transmits the schedule information to the person in charge terminal 300 via the input / output control unit 216 and the transmission / reception unit 217. Outputs a display screen of schedule information that can be displayed.

  In addition, the acquisition unit 212 acquires information on available conference rooms according to the candidate date and time and the number of people from the conference reservation information in the conference reservation information database 232 in response to a schedule adjustment creation instruction. Note that the acquisition unit 212 acquires information on an empty conference room according to a schedule adjustment creation instruction. However, when the request information is transmitted to the visitor terminal 500 or at the time of receiving the confirmation notification from the visitor terminal 500, if the vacant conference room in the instruction to create the schedule has already been reserved, The unit 212 may re-search for a vacant conference room at each timing and acquire information on the vacant conference room again.

  When the receiving unit 211 receives the input of the identification information of the plurality of persons, the extraction unit 213 acquires the schedule information of each person from the schedule management server 100 and indicates the identification information of the plurality of persons. A candidate date and time for which a schedule reservation is not entered in common for all persons in charge is extracted and matched. In addition, the extraction unit 213 outputs the matched candidate date and time to the staff member terminal 300 as the recommended candidate date and time.

  In addition, when the reception unit 211 receives 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 schedule has been set, the candidate date and time are matched based on the schedule information of the person in charge and the visitor. More specifically, the extraction unit 213 extracts the vacant schedules of the person in charge and the visitor from the schedule information of the visitor, and matches a plurality of candidate dates and times.

  The generation unit 214 generates a display screen of schedule adjustment request information and a confirmation screen thereof, a schedule adjustment finalization screen, a conference reservation finalization notification screen, a reception code display information, and the like. Here, the schedule adjustment request information requests the conference schedule candidate date and time received by the reception unit 211, the conference room name acquired by the acquisition unit 212, and schedule adjustment including the schedule adjustment at the candidate date and time. This is information including text.

  The schedule adjustment confirmation screen is a confirmation screen transmitted to the staff member terminal 300 before transmitting the schedule adjustment request information to the visitor terminal 500. The conference reservation confirmation notification screen is a screen for notifying the schedule for transmitting the conference reservation confirmation notification from the visitor terminal 500 and the confirmation of the conference schedule adjustment including the reception code. In the input form below the display "Please enter the reception code" in FIG. 12B, the reception code "312756" is displayed.

  FIG. 6 is a diagram illustrating an example of a confirmation screen of a candidate date and time. In the confirmation screen of the candidate date and time shown in FIG. 6, “e-mail address of the visitor”, which is the e-mail address of the visitor accepted by the accepting unit 211, “selected date and time” as the candidate date and time, and “meeting” indicating the location of the conference room Information such as “place” and “remarks” is displayed together with an icon of “determining a candidate date and time and transmitting to a customer” for receiving a transmission instruction to the visitor terminal 500. The generation unit 214 generates display information of the confirmation screen for the candidate date and time.

  FIG. 7 is a diagram illustrating a display screen example of schedule adjustment request information. On the schedule adjustment request information display screen shown in FIG. 7, the title of the e-mail "Please adjust the appointment appointment schedule" is displayed, and in the text, the company name and name of the visitor, and the schedule adjustment "<Host company name>", "<host name>", "<host email>", and the URL of the candidate date / time display screen "<appointment URL>" as "https: //Www/Aabcdefg.com "is displayed.

  FIG. 8 is a diagram illustrating an example of a schedule adjustment confirmation screen. On the schedule adjustment confirmation screen shown in FIG. 8, the message "Please select one convenient schedule from the following dates and times, enter your company and name, and finalize the appointment" is displayed. I have. In addition, under the text, the date and time when the selection is received from the person in charge terminal 300 is set as “candidate schedule from host” as “April 28 (Sat), May 1 (Tue), May 5 (Sat)”. Is the time and the name of the conference room, "10:30 AM-01:00PM Conference Room-8F-Open1 (entrance side), 07:30 AM-08:30AM Conference 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. Furthermore, below this, an input form for the name of the visitor and the name of the company and an icon for confirming the schedule adjustment, "Confirm the appointment and notify the person in charge" are displayed.

  FIG. 9 is a diagram illustrating an example of a schedule confirmation notification screen. In the schedule confirmation notification screen shown in FIG. 9, the text “The confirmation notification of the scheduled meeting date and the reception code has arrived” is displayed, along with the date and time and place of the confirmed conference and the reception code. Further, an icon "Instructed to confirm the above contents." Is displayed together with an instruction to transmit a notification that these contents have been confirmed.

  In addition, when there are a plurality of visitors, the generation unit 214 sequentially receives the desired candidate notification from the visitor terminal 500 to which the transmitting / receiving unit 217 first transmitted the desired candidate notification. Of these, the candidate date and time not included in the desired candidate date and time are deleted, and the request information is updated. Here, the desired candidate notification is a notification indicating the 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 generating unit 214 notifies the person in charge of the plurality of candidate dates and times that have been matched when the output unit 213 matches the candidate dates and times. A screen is generated, and for the visitor, schedule adjustment request information including the candidate date and time accepted by the person in charge is generated.

  When receiving the confirmation notice 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. In addition, when the reception processing unit 215 receives an instruction such as a new input, change, or deletion of schedule information, conference reservation information, and visit reservation information from the person in charge terminal 300 via the reception unit 211, the reception processing unit 215 responds to the instruction. To update the schedule information, conference reservation information, and visit reservation information.

  In addition, when the transmission / reception unit 215 receives, by the transmission / reception unit 217, a confirmation notification from the terminal that has accessed the access information to the request information last among the plurality of visitor terminals 500, the candidate date and time indicated by the confirmation notification Make a reservation registration for an empty conference room in. Then, the reception processing unit 215 updates the schedule information, the conference room information, and the visit reservation information of all the persons in charge.

  Also, the reception processing unit 215 cancels the reservation of the conference room registered in the conference room reservation information when the visiting message is not received by the transmission / reception unit 217 when the reservation time indicated by the visit reservation information elapses a predetermined time. To process. For example, the predetermined time is set to 15 minutes.

  The input / output control unit 216 can input / output various data to / from the staff terminal 300 or the visitor terminal 500 when the reception management system 1 is accessed by the staff 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 request information for schedule adjustment, link information that can access the request information, and the like to the visitor terminal 500. In addition, when the request information is transmitted to a plurality of visitors, the transmission / reception unit 217 sequentially transmits 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. In addition, the transmission / reception unit 217 receives a visit message indicating the visit of the visitor from the reception terminal 400.

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

  Next, the functional configuration of the staff member terminal 300 will be described. FIG. 10 is a block diagram illustrating an example of a functional configuration of the clerk terminal 300 according to 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 a communication unit 360.

  The storage unit 320 stores various data. For example, the storage unit 320 stores materials on business of the person in charge, an address book, and other various materials. Further, although the conference room reservation information and the visit reservation information are configured to be stored in the storage unit 230 of the reception management device 200, the present invention is not limited to this, and may be configured to be stored in the storage unit 320 of the person in charge terminal 300. Is also good.

  The control unit 330 includes a reception unit 331, an acquisition unit 332, an input / output control unit 333, and a transmission / reception 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 receiving unit 331 receives an instruction for creating a schedule adjustment input from the input unit 350, an e-mail address of a visitor, an instruction for searching for an empty 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, or the like. For example, when an address book including a visitor's e-mail address is stored in the storage unit 320, the visitor's e-mail address is acquired from the storage unit 320 in response to an operation input from the input unit 350.

  The input / output control unit 333 converts data input and output between the input unit 350 and the control unit 330 and between the output unit 340 and the control unit 330 into data that can be processed.

  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 staff member 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 under the control of the control unit 330. Specifically, the display output unit 341 may use, for example, an LCD (Liquid Crystal Display) display, an LED (Light Emitting Diode) display, an OLED (Organic Light Emitting Diode) display, or the like, provided in the staff terminal 300.

  The display screen of the display output unit 341 includes general data that can be displayed on the terminal 300 in charge, such as a markup language such as HTML (Hyper Text Markup Language), bitmap data, or compressed image data. It should just be generated in the format.

  The input unit 350 has a function of receiving input from a person in charge according to the control of the control unit 330. The input unit 350 may specifically receive, for example, an instruction to create a schedule adjustment, an input of a visitor's email address, and the like.

  The display input unit 351 has a function of receiving an operation input from a person in charge under the control of the control unit 310. The display input unit 351 is specifically realized by soft keys or hard keys such as a touch panel. The display input unit 351 generates input information under 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 voice of a person in charge or the like under the control of the control unit 310. The sound input unit 352 may specifically input sound using a microphone built in the terminal device 300, for example. The voice input unit 352 may specifically input, for example, the content displayed and input by the display input unit 351 by voice.

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

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

  Next, the functional configuration of the visitor terminal 500 is the same as the functional configuration of the person in charge terminal 300, and thus the description thereof is omitted. However, as an example, the input received in the receiving unit 331 of the person in charge terminal 300 is scheduled. However, the visitor terminal 500 receives information such as a schedule adjustment confirmation screen.

  Next, a functional configuration of the reception terminal 400 will be described. FIG. 11 is a block diagram illustrating an example of a functional configuration of the reception terminal 400 according to 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. The reception terminal 400 has the same configuration as the person in charge terminal 300, and thus the description is omitted. In addition to the same configuration as the reception terminal 300, the reception terminal 400 has a different configuration. Only the input unit 451 will be described.

  The reception unit 421 receives an input of reception information such as a reception code relating to a reception process at the time of a visit from a visitor. FIG. 12 is a screen diagram showing an example of a screen displayed on reception terminal 400 according to the embodiment of the present invention. As shown in FIG. 12A, the input / output control unit 423 uses the display output unit 441 to “input a reception code”, “search for the name of the person in charge”, “click here for interview”, “ "Investor is here", "General reception", "Delivery company only", etc. will display a visit reception input button according to the visitor situation. For example, when the visitor presses the “input reception code” button, an input screen for the reception code shown in FIG. 12B is displayed. The receiving unit 421 receives the input of the reception code from the input screen of the reception code.

  Specifically, as shown in FIG. 12B, when the “input reception code” button is pressed, a screen for inputting the reception code is displayed on the display output unit 441 of the reception terminal 400. As shown in FIG. 12 (b), when the reception code transmitted to the visitor in the schedule adjustment confirmation notification is input and the execution button (the button shown at the bottom indicated by the horizontal arrow) is pressed, The receiving unit 421 receives an input of a reception code.

  As shown in FIG. 12C, when the input of the reception code is received, 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. Here, when the "OK" button below the message "Call the above person in charge. Are you sure?" Shown at the bottom is pressed, a visit from the visitor is displayed in the display input unit 451. While the reception input is received, a visit message, which is a notification that the visit reception input of the visitor has been received, is transmitted to the reception management device 200 and the person in charge terminal 300.

  The input unit 450 has a function of receiving visit information indicating that a visit has been made under the control of the control unit 420. Specifically, the input unit 450 receives (1) an input of a visitor's visit reception, (2) receives a message indicating a visit transmitted from the visitor terminal 500, (3) cooperates, By receiving a message indicating the visitor's visit from the system, the input of the visit information is accepted.

  Next, a process of adjusting the meeting date and time by the reception management device 200, the responsible 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 illustrating a flow of a process of adjusting a meeting date and time by the reception management device 200, the responsible terminal 300, and the customer terminal 500.

  The clerk 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 S2). 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 meeting organizer, the identification information of another person is input from the person in charge terminal 300, and the reception management device 200 sets the person in charge indicated by the identification information of the other person in charge. The user's schedule information is also acquired.

  The reception management device 200 generates display information of a schedule adjustment creation screen based on the schedule information acquired in step S2, and outputs the display information to the staff member terminal 300 (step S3). Here, the reception management device 200 generates and outputs display information indicating the 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 meeting organizer, display information of schedule information of all persons in charge is generated. The clerk terminal 300 accepts the input of the visitor's e-mail address on the schedule adjustment creation screen, and accepts selection of a schedule adjustment candidate date and time from the schedule indicated by the display information of the schedule information generated in step S3 (step S3). S4). The candidate date and time of the meeting and the number of meeting participants are received from the attendant terminal 300, and the selection of an empty meeting room corresponding to these conditions is also received. When there are a plurality of persons in charge as meeting organizers, 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 mail addresses of the plurality of visitors are input. Further, the reception management device 200 determines whether or not the 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 whose input has been received in step S4 is not the user of the reception management system 1, the reception management device 200 inputs the mail address in step S4 based on the schedule adjustment candidate date and time selected in step S4. Request information for schedule adjustment addressed to the visitor address is generated (step S5). The reception management device 200 generates display information of the request information confirmation screen generated in step S5 (step S6).

  The clerk terminal 300 transmits a transmission instruction to the confirmation screen indicated by the display information of the confirmation screen of the request information generated in step S6 (step S7). When receiving 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 send a request including link information such as a URL from which a display screen displaying the candidate date and time and the conference room name selected by the responsible terminal 300 in step S4 can be viewed. The information is transmitted to the visitor terminal 500. If the conference room selected in step S3 has already been reserved at the time of the process in step S8, the reception management device 200 replaces the conference room name included in the request information with the conference room name in step S4. The request information changed to another vacant conference room name that matches the conditions of the candidate date and time and the number of conference participants accepted in the above is transmitted. 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 based on the candidate date and time transmitted in step S7, the reception management device 200 The candidate date and time excluded from the desired candidate date and time are deleted. Then, the visitor terminal 500 that transmitted last transmits a confirmation notification including one candidate date and time to the reception management device 200.

  The reception management device 200 uses the visitor terminal 500 to access a 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, and accepts the selected date and time. (Step S9). The reception management device 200 adds the visit information including the date and time when the selection was received from the visitor terminal 500 in step S9 to the schedule information and the visit reservation information of the person in charge, and the schedule information, the conference room information, and the visit reservation information of the person in charge. Is updated (step S10). At the time of the processing in step S10, if the selection has been accepted in step S3 or the conference room changed in step S8 has already been reserved, the reception management device 200 sets the input in step S4. Is changed to another vacant meeting room that meets the conditions of the candidate date and time and the number of meeting participants, and the meeting room information is updated.

  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 was received from the visitor terminal 500 in step S9 to the person in charge terminal 300, and the visitor terminal 500 stores the reception code generated in step S11 in the confirmation notification. The confirmation notification including the notification is transmitted (step S12).

  Next, a description will be given of a process of adjusting the meeting date and time by the reception management device 200, the responsible terminal 300, and the customer terminal 500 when the visitor is a user registered in the reception management system 1. FIG. 14 is a sequence diagram illustrating a flow of a process of adjusting the meeting date and time by the reception management device 200, the responsible terminal 300, and the customer terminal 500.

  Steps S21 to S23 are the same as steps S1 to S3 in the flowchart shown in FIG.

  In step S24, the reception management device 200 receives an input of a visitor's 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 schedule information of the visitor from the schedule management server 100. (Step S25).

  Based on the schedule information of the person in charge and the visitor obtained in step S22 and step S25, the reception management device 200 extracts a plurality of vacant schedules of both, and performs a plurality of matching as candidate dates and times (step S26). The reception management device 200 transmits the plurality of candidate dates and times matched in step S26 to the staff member terminal 300 (step S27). The clerk terminal 300 transmits a response of acceptance or correction to the notification of the plurality of candidate dates received in step S27 (step S28). For example, in response to the notification of the candidate date and time in step S27, the responsible terminal 300 instructs to accept if all are accepted, or to request partial deletion or re-matching if part or all are not accepted, Send a response that includes an optional date and time.

  The reception management device 200 generates request information based on the answer received from the person in charge terminal 300 in step S28 (step S29). Specifically, a URL indicating the candidate date and time indicated by the answer received from the responsible terminal 300 in step S28 is generated. The reception management device 200 transmits the request information generated in step S28 to the visitor terminal 500 (step S30). The visitor terminal 500 transmits a confirmation notice (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. Further, the schedule information of the visitor and the person in charge managed by the schedule management server 100 is updated by the selection. The reception management device 200 adds the visit information including the date and time when the selection was received 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). The reception management device 200 transmits the reception code generated in step S33 to the visitor terminal 500 (step S34).

  FIG. 14 is a hardware configuration diagram illustrating 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 includes a CPU (Central Processing Unit) 21, a RAM (Random Access Memory) 22, a ROM (Read Only Memory) 23, a HDD (Hard Disk Drive) 24, and a communication interface (I / F). 25, an input / output interface (I / F) 26, and a media interface (I / F) 27.

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

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

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

  The media interface 27 reads a program or data stored in a storage medium 28 and provides the program or data 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, and executes the loaded program. The storage medium 28 is, for example, an optical storage medium such as a DVD (Digital Versatile Disc), a magnetic storage medium, or a semiconductor memory.

  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, an input / output control unit 216, and a transmission / reception unit 217. The HDD 24 stores data in the schedule information database 231, the conference room reservation information database 232, and the visit reservation information database 233.

  The reception management program is installed in a computer-readable storage medium such as a CD-ROM, a CD-R, a memory card, a DVD (Digital Versatile Disc), and a flexible disk (FD) in an installable or executable format. Stored and provided. The CPU 21 of the computer 20 reads these programs from the above-described storage medium via the media interface 27 and executes them. As another example, even if these programs are acquired from an external device via a communication line, Good.

  Note that the reception management program uses, for example, a script language such as ActionScript, JavaScript (registered trademark), Python, Ruby, or the like, or a compiler language such as C language, C ++, C #, Objective-C, SWIFT, or Java (registered trademark). Can be implemented using

  As described above, according to the reception management system 1 in the present embodiment, the burden on the user and the visitors involved in a series of procedures from the adjustment of the schedule for setting the conference to the reservation and reception of the conference room is reduced, and the schedule and the reception are reduced. Management system, a reception management device, a reception management method, and a reception management program capable of improving the efficiency of the management of information.

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 Audio 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 Audio input unit 500, 500a, 500b Visitor terminal

Claims (11)

A reception management system in which a plurality of terminals and a reception management device that manages a user's schedule and a reception process of a visitor are connected via a network,
The reception management device,
A meeting room reservation information indicating the reservation status of the conference room, a storage unit for storing a visit reservation information including a correspondence between visitor to visit the person and the person in charge,
An acquisition unit that acquires schedule information indicating the schedule of the person in charge,
From the terminal of the person in charge, destination information of the data to the terminal of the visitor to be the meeting convocation target, and a receiving unit that receives input of a candidate date and time to be a setting candidate of the conference,
A generation unit that generates request information indicating a request for a schedule adjustment including the candidate date and time received by the reception unit,
A transmission unit that transmits the request information generated by the generation unit to a destination indicated by the destination information,
A receiving unit that receives a confirmation notification to confirm the setting of the conference at the candidate date and time included in the request information transmitted by the transmitting unit,
When the receiving unit receives the confirmation notification, 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 updated, and the schedule information and the visit reservation information of the person in charge are updated. A reception processing unit to
A reception management system comprising: The reception processing unit, when receiving the confirmation notification by the receiving unit, generates reception information regarding reception processing at the time of visiting,
The transmitting unit transmits the reception information generated by the reception processing unit to the transmission destination indicated by the transmission destination information together with the confirmation notification,
The reception management system according to claim 1, wherein: The reception management system further includes a reception terminal,
The reception terminal,
A receiving unit that receives an input of the reception information,
When the input of the reception information is received by the reception unit, a transmission unit that transmits a visit message indicating the visit of the visitor to the terminal of the user and the reception management device,
Having,
3. The reception management system according to claim 2, wherein: The reception management device,
A visiting message receiving unit that receives the visiting message from the reception terminal;
Further comprising
The reception processing unit, when a predetermined time has elapsed from the reservation time indicated by the visit reservation information, if the visit message is not received from the visit message receiving unit, the conference room registered in the conference room reservation information Cancel the reservation,
The reception management system according to claim 3, wherein: The reception unit of the reception management device includes: a destination information of data from a terminal of the person in charge to a terminal of a visitor who is a meeting invitation target; and a plurality of persons including the person in charge as a meeting organizer. Accepts the input of identification information for
The reception management device,
An extracting unit for extracting a candidate date and time for which no schedule reservation is made in common to all the persons indicated by the plurality of persons 'identification information when the reception unit receives the input of the plurality of persons' identification information; ,
Further comprising
The generation unit generates request information indicating a request for schedule adjustment including the candidate date and time extracted by the extraction unit,
The reception management system according to any one of claims 1 to 4, wherein: The reception unit of the reception management device, from the terminal of the person in charge, receives input of transmission destination information of data to the terminal 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 a destination indicated by the destination information,
The reception unit of the reception management device, sequentially from the terminals of the plurality of visitors, receives a desired candidate notification indicating a plurality of desired candidate dates and times selected from among the candidate dates and times included in the request information,
The generating unit, when the desired candidate notification is received by the receiving 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,
The reception processing unit, by the receiving unit, from the terminal that last accessed the access information among the terminals of the plurality of visitors, when receiving the confirmation notification including one candidate date and time,
Reserving and registering an empty conference room indicated by the conference room reservation information at the candidate date and time indicated by the confirmation notification, and updating the schedule information and the visit reservation information of the person in charge,
The reception management system according to claim 1, wherein: The reception unit of the reception management device, when the terminal of the visitor is a terminal of the user of the reception management system, from the terminal of the person in charge, receives the input of the identification information of the visitor,
The acquisition unit acquires a plurality of schedule information of the person in charge and the visitor,
The generating unit generates request information indicating a request for a schedule adjustment including a candidate date and time based on the schedule information acquired by the acquiring unit,
The reception management system according to claim 1, wherein: The transmitting unit transmits link information that can access the display information of the candidate date and time received by the receiving unit to a destination indicated by the destination information,
The reception management system according to claim 1, wherein: A plurality of terminals, a reception management device that manages a schedule of a user of the terminal and a reception process of a visitor connected via a network,
A meeting room reservation information indicating the reservation status of the conference room, a storage unit for storing a visit reservation information including a correspondence between visitor to visit the person and the person in charge,
An acquisition unit that acquires schedule information indicating a schedule of a person in charge as the user,
From the terminal of the person in charge, destination information of the data to the terminal of the visitor to be the meeting convocation target, and a receiving unit that receives input of a candidate date and time to be a setting candidate of the conference,
A generation unit that generates schedule adjustment request information including the candidate date and time received by the reception unit,
A transmission unit that transmits the request information generated by the generation unit to a destination indicated by the destination information,
A receiving unit that receives a confirmation notification to confirm the reservation of the conference at the candidate date and time included in the request information transmitted by the transmitting unit,
When the receiving unit receives the confirmation notification, 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 updated, and the schedule information and the visit reservation information of the person in charge are updated. A reception processing unit to
A reception management device comprising: 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 meeting room reservation information indicating the reservation status of the conference room, a storage step of storing a visit reservation information including a correspondence between visitor to visit the person and the person in charge in the storage unit,
An acquisition step of acquiring schedule information indicating a schedule of a person in charge as the user,
From the terminal of the person in charge, receiving destination information of the data destination information to the terminal of the visitor to be the meeting convocation target, and accepting the input of the candidate date and time to be a setting candidate of the meeting,
A generation step of generating schedule adjustment request information including the candidate date and time received by the reception step,
A transmitting step of transmitting the request information generated by the generating step to a destination indicated by the destination information,
A receiving step of receiving a confirmation notification to confirm the reservation of the conference at the candidate date and time included in the request information transmitted by the transmitting step,
When the confirmation notification is received in the receiving step, the reservation registration of the empty conference room indicated by the conference room reservation information at the candidate date and time indicated by the confirmation notification is performed, and the schedule information and the visit reservation information of the person in charge are updated. Reception processing step to be performed,
A reception management method comprising: A reception management device that manages a schedule of a user of the terminal connected to the plurality of terminals via a network and a reception process of a visitor,
A conference room reservation information indicating a reservation status of a conference room , and a storage function of storing, in a storage unit, visit reservation information including association between a person in charge and a visitor who visits the person in charge,
An acquisition function for acquiring schedule information indicating a schedule of a person in charge as the user,
From the terminal of the person in charge, destination information of data to a visitor who is a meeting invitation target, and a reception function for receiving input of a candidate date and time to be a conference setting candidate,
A generation function for generating schedule adjustment request information including the candidate date and time received by the reception function,
A transmission function of transmitting the request information generated by the generation function to a transmission destination indicated by the transmission destination information,
A receiving function of receiving a confirmation notification to confirm the reservation of the conference at the candidate date and time included in the request information transmitted by the transmission function,
When the confirmation notification is received by the receiving 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 updated, and the schedule information and the visit reservation information of the person in charge are updated. Reception processing function,
Reception management program characterized by realizing.

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