Business Diary Software
USER GUIDE
Author: | Zweli Simiso Nxumalo | October 27, 2022
Contents
Background ...................................................................................................................................................... 2
Objectives ......................................................................................................................................................... 2
Aim ....................................................................................................................................................................2
Programming Languages ................................................................................................................................ 2
Database ........................................................................................................................................................... 2
Functionality .................................................................................................................................................... 3
i.
Setting Up a meeting ..............................................................................................................................6
ii.
Scheduling and rescheduling business meeting..................................................................................8
iii.
Sending and receiving messages .................................................................................................... 10
Acknowledgement..........................................................................................................................................12
PAGE 1
Background
Infinite IT Solutions is a programming company established in 16 October 2022, with the aim of
developing applications that solves modern problems faced by organizations. It was founded by
Zweli Simiso Nxumalo who is the director and also the lead programmer. The company mainly
focusses on online applications that integrates an organizations website with its database in order
to create a working environment that will allow its employees to gain access to data and reports
needed daily and annually by the organization. It currently has three members, Zwelakhe Fakudze
(System Analyst), Makha Nxumalo (Junior Level Programmer) and Mlamuli Nxumalo (Head of
Marketing). Their key role is to identify diverse business opportunities and strategies worth
exploring in the open market and also promoting the culture of the organization to customers and
other potential partners.
Objectives
The organization has recently developed a business diary software that allows business and
organizations to perform the following functions:
1.
2.
3.
Setup business meetings
Schedule or reschedule business meetings
Send and receive messages, documents
The aim of this report is to outline how the application works.
Aim
The aim if this report is to explain how the application perform each of the listed functions with the
intention of guiding any user who intends to procure and use it in their business.
Programming Languages
1.
2.
PHP
JavaScript
Database
1.
MySQL
PAGE 2
Functionality
The application has an administrator whose role is to register individuals within an organization
who are interested in using the services offered by the system. These individuals may be a director,
School principal or deputy, CEO etc. who has a personal secretary to update the diary on his/her
behalf. Personal details of each of this individuals is needed to setup their personal accounts,
including the details of their personal secretary. The secretary is then responsible for scheduling
business meetings on behalf of his boss using their account, the employer can then schedule or
reschedule meetings during the course of the day.
First, a user has to access the system page by typing https://iisstores.co.za.iisschools.co.za on the
url of any browser. This will redirect you to the following page:
Here you have to select a role. Preferably you have to choose use then press the send button, this
takes you to the login page, where you will enter your username and password. I will use a sample
account for demonstration. I will first login as secretary to schedule a meeting and then as a
employer account to demonstrate clearly.
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After typing your username and password also use the send button to move to the next page. This
will imply that you have successfully logged in. However if your credentials are not correct you will
not be able to login.
After logging in you will then see the dashboard where you will customize your package according
to your preference as a school admin. The dashboard has a menu on the side panel that allows for
easy navigation to other system functions. What you see on the side menu depends on the services
you decide to procure.
PAGE 4
Side panel Menu
Top Menu
In the next section I will demonstrate how to schedule a meeting. The side panel will be our guide.
PAGE 5
i.
Setting Up a meeting
First and foremost the secretary only set-up any upcoming meetings, the director/CEO can then
schedule or reschedule a meeting using his account.
To setup a meeting you click meetings dropdown on the side panel. This will give you a sub list
menu where you will select schedule meeting:
This page has two tabs setup meeting tab and meeting details tab. Each meeting has a
meeting_id, represented by a number, so you need to set the meeting id on the first tab by
incrementing the present value by 1 before pressing the send button. Next to the send button
there is a delete old updates button for deleting old and meetings.
Then you will have to select the meeting details tab to setup a meeting. Use the meeting id
dropdown to select the new meeting from the list:
PAGE 6
After selecting the meeting id you will then see the following options where you will fill in the
meeting details. The meeting status should remain pending until the director/CEO approves the
message. Make sure you press send button to save the settings.
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When you select the home option on the side panel you will see that the meeting is scheduled on
you dashboard, now you need to login as the director or CEO to approve the meeting:
ii.
Scheduling and rescheduling business meeting
After logging in as a director or CEO you will see the following dashboard where you can
schedule or reschedule a meeting.
Rescheduling a meeting will allow the director or CEO to change the meeting date and time on
the meeting setup:
PAGE 8
After scheduling or rescheduling the meeting should move from the daily feeds to scheduled
updates:
To reschedule an already scheduled meeting you need to use the edit option under active
updates on the dashboard. The following page will show up:
PAGE 9
You can use the pending or reschedule button to reschedule a meeting.
iii.
Sending and receiving messages
The chartbox on the dashboard is designed to allow the user to send and receive messages to
users (director/secretary) within the same organization.
The director/CEO can use the compose button to show the following window where they can
send text messages as well as documents to the secretary and the other way around:
PAGE 10
This reply button on the chartbox can alow the user to reply to any messages and to even
download documents:
Moreover the red
notification on the
dashboard is used to
signal a user if there is a
new messages and the
yellow notification is
specifically reserved for
meetings:
On this page you will
select class subjects
PAGE 11
Acknowledgement
I would love to thank Swakhile Mpanza, who was my mentor during my college years and also
inspired me to do this project on my own. I am also grateful to my loyal customers for supporting
me and being patient with me in this past two years and I promise to keep on attending to your
needs and upgrading the service I’m currently offering. Moreover, I won’t forget my team who have
supported me from the start and your contributions in making this project a success. Lastly I’m
grateful to god for pushing me when I was about to give, he is everything to me.
Thank you for your attention.
God bless you.
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