Scheduling meetings is one of those tasks that looks straightforward until you are doing it every single day across multiple people, departments, and time zones. Back-and-forth emails to find a common slot, description fields left empty because nobody wants to write them, reminders going out at the same fixed time for everyone regardless of whether that timing has ever resulted in attendance-individually small problems, but they stack up into a meaningful drain on time and attention. MeetEase is a web-based scheduling platform designed to address these frictions without asking users to learn a complicated new tool. Hosts go through a seven-step guided setup that ends with a shareable public booking page. Guests visit that page and pick a time. Four AI components work quietly behind this simple surface: one drafts meeting descriptions from just a title and a duration, one reads historical booking patterns and flags availability slots that are likely to cause problems, one lets guests book in plain conversational language rather than navigating a date-picker, and one learns per-person when to send reminders based on actual attendance history rather than a fixed window. A four-week deployment study at G.H. Raisoni Skill Tech University, Nagpur, involving sixty participants across three academic departments showed scheduling conflict rates falling from 18.4 percent to 2.3 percent, no-show rates dropping by 42 percent, and hosts completing the setup process about 38 percent faster when all four modules were running simultaneously. This paper covers how MeetEase was built, the reasoning behind each design decision, how each AI component was implemented, and what the study results mean in context.
smart meeting scheduling; AI booking assistant; large language model; natural language processing; conflict detection; public booking page; reinforcement learning; web application.
International Journal of Trend in Scientific Research and Development - IJTSRD having
online ISSN 2456-6470. IJTSRD is a leading Open Access, Peer-Reviewed International
Journal which provides rapid publication of your research articles and aims to promote
the theory and practice along with knowledge sharing between researchers, developers,
engineers, students, and practitioners working in and around the world in many areas
like Sciences, Technology, Innovation, Engineering, Agriculture, Management and
many more and it is recommended by all Universities, review articles and short communications
in all subjects. IJTSRD running an International Journal who are proving quality
publication of peer reviewed and refereed international journals from diverse fields
that emphasizes new research, development and their applications. IJTSRD provides
an online access to exchange your research work, technical notes & surveying results
among professionals throughout the world in e-journals. IJTSRD is a fastest growing
and dynamic professional organization. The aim of this organization is to provide
access not only to world class research resources, but through its professionals
aim to bring in a significant transformation in the real of open access journals
and online publishing.