{"id":5476,"date":"2026-08-28T11:49:18","date_gmt":"2026-08-28T11:49:18","guid":{"rendered":"https:\/\/anasalassi.com\/projects\/meeting-room-booking\/"},"modified":"2026-08-28T11:49:18","modified_gmt":"2026-08-28T11:49:18","slug":"meeting-room-booking","status":"publish","type":"page","link":"https:\/\/anasalassi.com\/ar\/projects\/meeting-room-booking\/","title":{"rendered":"RoomFlow \u2014 \u0646\u0638\u0627\u0645 \u062d\u062c\u0632 \u063a\u0631\u0641 \u0627\u0644\u0627\u062c\u062a\u0645\u0627\u0639\u0627\u062a"},"content":{"rendered":"\t\t
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\n\t\t\t\t\t<\/svg>All projects<\/a>\t\t\t\t<\/div>\n\t\t\t\t
\n\t\t\t\t\t<\/span>Live Demo<\/span>\t\t\t\t<\/div>\n\t\t\t\t
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RoomFlow \u2014 Meeting Room Booking<\/h1>\t\t\t\t<\/div>\n\t\t\t\t
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RoomFlow simplifies meeting-room discovery, real-time availability, conflict-free booking, approvals, check-ins and utilisation management in one bilingual workspace.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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Role<\/dt>
Product design and full-stack delivery<\/dd><\/div>
Category<\/dt>
Workplace scheduling<\/dd><\/div>
Status<\/dt>
Live public demo<\/dd><\/div>
Stack<\/dt>
PHP 8.3 · MySQL 8 · no framework<\/dd><\/div><\/dl>\t\t\t\t<\/div>\n\t\t
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\n\t\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\tBook a Call<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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\"RoomFlow
The dashboard opens on the one question most people arrive with: is there a room free?<\/figcaption><\/figure>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Overview<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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RoomFlow is a bilingual meeting-room booking system. Someone who needs a room answers three questions \u2014 when, how many people, and what they need in the room \u2014 and gets a shortlist of rooms that actually fit, each one explaining why it was suggested. Behind that simple surface sit a day\/week\/agenda calendar, approvals, QR check-in, no-show release, a waitlist, maintenance windows and utilisation reporting for the people who run the space.<\/p>

It runs as a public demo with fictional data. Every account, room, meeting and audit record you see in it was invented for the demo.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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The room-booking problem<\/h3>\t\t\t\t<\/div>\n\t\t\t\t
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  • Two people book the same room for the same hour and both believe it is theirs.<\/li>
  • Finding a free room means opening every room in turn and reading its calendar.<\/li>
  • A room is booked, nobody turns up, and it stays blocked for an hour.<\/li>
  • The largest room gets taken for a two-person call because it was the first one free.<\/li>
  • Nobody can say which rooms are actually used and which are not.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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    What RoomFlow does about it<\/h3>\t\t\t\t<\/div>\n\t\t\t\t
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    • Overlaps are rejected by the database inside a transaction, not by JavaScript.<\/li>
    • One form answers 'what is free' across every room at once.<\/li>
    • A booking nobody checks into is released automatically and offered to the waitlist.<\/li>
    • Rooms are ranked by how well they fit, and the reason is shown on the card.<\/li>
    • Utilisation is reported from the bookings themselves.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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      My role<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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      Everything: product decisions, information architecture, interface and interaction design, the Arabic and English content, the PHP and MySQL implementation, the automated test suite, the server configuration, and the deployment.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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      Product and UX decisions<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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      The first build was complete and hard to use. Everything a room administrator might ever need sat on the same screens as the one thing an ordinary employee wants. These were the decisions that fixed it.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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      • Three actions, not eleven.<\/strong> Find a room, Available now, My bookings sit at the top of the navigation. Every administrative tool moved below a labelled divider.<\/li>
      • The dashboard asks a question instead of reporting numbers.<\/strong> An employee sees a date, a start time, a duration and a headcount, and a button. Analytics moved below that.<\/li>
      • Optional inputs are collapsed.<\/strong> Equipment filters and step-free access live under 'More filters', which opens by itself when a filter is already applied.<\/li>
      • Defaults you can accept.<\/strong> The form opens on the next half hour rather than a fixed 09:00 that is usually already in the past. Nothing is created until the booking is confirmed.<\/li>
      • Durations are written the way people say them.<\/strong> '1 hour', not '60 minutes'.<\/li>
      • Plain words instead of system vocabulary.<\/strong> No record ids, no status codes, no database language anywhere a person reads.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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        The booking journey<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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        Five steps, each asking for only what it needs to ask for.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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        1. When<\/strong>Date, start time and a duration. Sensible defaults, nothing created yet.<\/span><\/li>
        2. What you need<\/strong>How many people, and any equipment. Optional filters stay collapsed.<\/span><\/li>
        3. Choose a room<\/strong>Rooms that fit, best match first, each explaining why, with capacity, location, floor, equipment, step-free access and how long it stays free.<\/span><\/li>
        4. Meeting details<\/strong>A title, and optionally a purpose, notes or a repeat rule.<\/span><\/li>
        5. Confirm<\/strong>One action. The booking is created inside a transaction, or refused with alternatives.<\/span><\/li><\/ol>\t\t\t\t<\/div>\n\t\t\t\t
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          \"Room
          Every suggestion states its reason. The boardroom shows its approval requirement as a caveat, not a selling point.<\/figcaption><\/figure>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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          The mobile navigation, and why it was invisible<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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          On a phone the menu button was there, correctly sized and correctly labelled \u2014 and rendered as an empty box. Two separate faults, either of which alone would have hidden the menu.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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          • The icon had no glyph.<\/strong> When the sidebar moved to an inline SVG sprite, the .nav-ic<\/code> rule lost the solid square that had been standing in for an icon. The menu button still used the old markup \u2014 an empty <span><\/code> \u2014 and no #ic-menu<\/code> symbol existed. A 44×44 button with a 1px border and nothing inside it.<\/li>
          • The drawer could not open in Arabic.<\/strong> html[dir=\"rtl\"] .sidebar<\/code> scores 0,2,1 in CSS specificity; .sidebar.is-open<\/code> scores 0,2,0. The closed state outranked the open state, so in Arabic \u2014 the default language \u2014 the panel stayed parked off the right edge even when the button reported it as expanded.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t
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            Both are fixed, and the drawer was rebuilt as a proper dialog: it slides in from the edge the button sits on, traps focus while open, closes on Escape, on the backdrop and on its own close button, returns focus to the menu button every time, locks background scrolling, and leaves the tab order entirely when closed.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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            \"RoomFlow
            The Arabic drawer opens from the right, under the thumb that opened it.<\/figcaption><\/figure>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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            Knowing what is free<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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            The availability board answers the question without a search. Free rooms sort first, and every room states its condition in words next to an icon \u2014 never colour alone, which is unreadable to a colour-blind visitor and to anyone outdoors.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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            • Free all day, or free until a specific time<\/li>
            • Occupied until a specific time<\/li>
            • Starting soon, with the time it starts<\/li>
            • Under maintenance<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t
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              One subtlety cost a bug: a ‘free until 09:00’ label that was quoting tomorrow morning. Every ‘next booking’ lookup is now bounded to the same day, so a time shown to a reader always belongs to the day they are looking at.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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              \"RoomFlow
              Status is written out, with an icon. Colour only reinforces it.<\/figcaption><\/figure>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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              Seeing the whole schedule<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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              Availability answers “is anything free now”. A calendar answers the other question: what does the day actually look like, and where are the gaps. Three presentations, chosen because they are genuinely different jobs rather than one layout at three widths.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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              • Day<\/strong> \u2014 one column per room, so you can compare rooms at a glance and see which is free at 14:00.<\/li>
              • Week<\/strong> \u2014 one column per day across a working week, for spotting the pattern rather than the moment.<\/li>
              • Agenda<\/strong> \u2014 a list grouped by day, with the free gaps written out when a single room is selected. This is the default on a phone.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t
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                Blocks are positioned from their real start and end times, computed on the server, so the grid is correct before any JavaScript runs. Overlapping bookings split into lanes side by side \u2014 and the lane count is scoped to each cluster of overlaps, so a booking that clashes with nothing keeps the full column rather than shrinking because two others collided earlier that morning.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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                Every state is distinguishable without relying on colour: confirmed, awaiting approval, completed, no-show, cancelled and maintenance each have their own treatment, a legend, and words in the accessible name. A red line marks the current time, and only ever on today.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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                \"RoomFlow
                Week view. Today is tinted, the red line is the current time, and the hatched columns are maintenance.<\/figcaption><\/figure>\t\t\t\t<\/div>\n\t\t\t\t
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                Occupancy is shared; content is not.<\/strong> An employee can see that a room is taken from 13:00 to 14:00 \u2014 otherwise the calendar could not help them find a gap \u2014 but another person’s meeting shows only as Busy<\/em>, with no title, no organiser and no link. A coordinator sees the detail their role requires. The rule is enforced server-side, in the same place that governs opening a booking directly.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t

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                \"RoomFlow
                Day view in Arabic. The grid mirrors; the time axis moves to the right.<\/figcaption><\/figure>\t\t\t\t<\/div>\n\t\t\t\t
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                \"RoomFlow
                On a phone the agenda replaces the grid \u2014 not the grid squeezed.<\/figcaption><\/figure>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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                Every block is a real link with an accessible name that carries the title, the room, the status and both times \u2014 because a coloured bar at a position means nothing to a screen reader. Blocks a viewer may not open are not links at all.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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                Room information<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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                Rooms follow one naming system so a reader can guess what a room is for before opening it: purpose-named at the small and large ends, neutral names in between. Each room carries an explicit type alongside its code.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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                Room<\/th>Arabic<\/th>Type<\/th>Seats<\/th><\/tr><\/thead>
                Focus Room<\/td>\u0642\u0627\u0639\u0629 \u0627\u0644\u062a\u0631\u0643\u064a\u0632<\/td>Focus room<\/td>2<\/td><\/tr>
                Jasmine Room<\/td>\u0642\u0627\u0639\u0629 \u0627\u0644\u064a\u0627\u0633\u0645\u064a\u0646<\/td>Meeting room<\/td>4<\/td><\/tr>
                Cedar Room<\/td>\u0642\u0627\u0639\u0629 \u0627\u0644\u0623\u0631\u0632<\/td>Meeting room<\/td>6<\/td><\/tr>
                Collaboration Room<\/td>\u0642\u0627\u0639\u0629 \u0627\u0644\u062a\u0639\u0627\u0648\u0646<\/td>Collaboration room<\/td>6<\/td><\/tr>
                Olive Room<\/td>\u0642\u0627\u0639\u0629 \u0627\u0644\u0632\u064a\u062a\u0648\u0646<\/td>Meeting room<\/td>8<\/td><\/tr>
                Horizon Room<\/td>\u0642\u0627\u0639\u0629 \u0627\u0644\u0623\u0641\u0642<\/td>Collaboration room<\/td>12<\/td><\/tr>
                Executive Boardroom<\/td>\u0642\u0627\u0639\u0629 \u0627\u0644\u0627\u062c\u062a\u0645\u0627\u0639\u0627\u062a \u0627\u0644\u062a\u0646\u0641\u064a\u0630\u064a\u0629<\/td>Boardroom<\/td>20<\/td><\/tr><\/tbody><\/table><\/div>\t\t\t\t<\/div>\n\t\t\t\t
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                A result card shows name, code, type, capacity, wing, floor, step-free access, how long the room stays free, and its equipment. Anything beyond that lives on the room page rather than crowding the card. All seven rooms are fictional.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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                Conflict prevention<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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                This is the part that has to be right. Two people pressing Confirm at the same moment must not both get the room, and no amount of client-side validation can guarantee that.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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                Every booking is created inside a database transaction. The candidate rows are locked with SELECT \u2026 FOR UPDATE<\/code> before the overlap test runs, so a second request queues behind the first rather than reading a stale answer. The overlap test itself is buffer-aware: a room with a 15-minute turnaround rejects a booking that starts 10 minutes after the previous one ends.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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                newStart < existingEnd + buffer\nnewEnd   > existingStart - buffer<\/code><\/pre>\t\t\t\t<\/div>\n\t\t\t\t
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                It is verified by racing twelve real operating-system processes at the same slot, five times over. Exactly one wins each round and the database ends with exactly one row \u2014 60 concurrent attempts, zero double bookings. To prove the test is not vacuous, the same harness was pointed at a naive check-then-insert with no row lock: it produced twelve overlapping bookings out of twelve.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                How rooms are ranked<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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                There is no machine learning here and no claim of any. The ranking is a small, deterministic score that a person can read and predict:<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t
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                • Capacity efficiency \u2014 a room that fits the party with no more than two spare seats scores best, and a room far larger than needed is pushed down.<\/li>
                • Every requested piece of equipment present.<\/li>
                • Step-free access when it was asked for.<\/li>
                • Video conferencing as a mild preference.<\/li>
                • An approval requirement counts against a room, because it delays confirmation.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t
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                  The reasons shown on each card are the same values the score was computed from, so the explanation cannot drift from the ranking. Reasons and caveats are separated deliberately: an approval requirement is a cost, and listing it under a heading that reads ‘Why this room’ would sell a drawback as a benefit.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t
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                  When nothing fits, the same logic produces alternatives \u2014 the next free slot in each suitable room \u2014 rather than an empty result.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                  Roles and permissions<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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                  Three roles, each with a different first screen. Every route, every controller action and every direct object URL is checked on the server; hiding a link is presentation, not protection.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t
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                  Employee<\/h3>
                  Find a room, book it, see and cancel their own bookings, check in by QR. Cannot open anyone else's booking, by URL or otherwise.<\/p>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                  Coordinator<\/h3>
                  Everything an employee can do, plus today's schedule across all rooms, check-ins due, no-shows, approvals and maintenance windows.<\/p>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                  Administrator<\/h3>
                  Everything a coordinator can do, plus users and roles, utilisation reporting and the audit trail.<\/p>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                  Approving a booking is a coordinator duty, not a user-administration privilege. That distinction was wrong in an earlier build \u2014 coordinators could manage maintenance but not approve anything, which is the one thing the role exists for \u2014 and the automated role tests now assert it.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                  Check-in and no-shows<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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                  Each booking carries a 128-bit random check-in token, generated independently of the booking id so it cannot be guessed or walked. The QR code is rendered by a Reed\u2013Solomon encoder written for this project rather than pulled from a third-party service, so no booking data leaves the server to have a code drawn.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t
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                  • Check-in opens 15 minutes before the meeting and closes 15 minutes after it starts.<\/li>
                  • Scanning outside that window is refused with the reason, not a generic error.<\/li>
                  • A booking nobody checks into is released automatically and stops holding the room.<\/li>
                  • The freed slot is offered to the longest-waiting person on the waitlist who fits, and the offer expires if it is not taken.<\/li>
                  • A booking that was attended is closed out when it ends, so utilisation separates 'used' from 'booked'.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                    Keeping a public demo safe<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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                    The demo is a real, fully interactive instance. Anyone can sign in and book a room. The guards are about protecting the shared dataset, not about disabling the product.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t
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                    • Booking, cancelling your own booking, joining the waitlist and checking in all genuinely work \u2014 they are the journey the demo exists to show.<\/li>
                    • Cancelling someone else's booking, cancelling a whole series, toggling users and editing rooms are blocked, and each blocked attempt is written to the audit trail as demo_blocked<\/code>.<\/li>
                    • The three demo accounts are listed on the sign-in page with a click-to-fill button. It fills the form and stops; nothing is submitted for the visitor, and the password field stays a password field.<\/li>
                    • A nightly job restores the dataset. It runs under its own low-privilege MySQL account that can only read and write this one schema \u2014 verified unable to DROP, to reach another database, to create a database, or to grant itself anything \u2014 and it holds a lock so two resets cannot interleave.<\/li>
                    • The application's own database credentials are never read by that job.<\/li><\/ul>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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                      Arabic and English<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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                      Arabic is the default and is a first-class language, not a translation layer. The interface mirrors with CSS logical properties, so the drawer, the navigation, the card layouts and the form grids all flip without a second stylesheet.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t
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