Meeting Management System

A Python Flask-based Meeting Management API that supports scheduling, invitations, topic planning, outcomes tracking (actions, decisions, risks), reporting (HTML/PDF), and secure access. Runs with PostgreSQL using Docker and deployable to AWS EC2.

Features

• 📅 Schedule and manage meetings with participants, topics, and expected durations
• 📧 Email invitations to participants
• 📝 Record meeting outcomes: notes, actions, decisions, and risks
• 📈 Track status of actions (open, running, closed) and risks (with resolution strategy)
• 🧾 Generate HTML and PDF reports
• 🔐 Basic authentication for protected endpoints
• 🐳 Dockerized for easy deployment with PostgreSQL

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Technologies Used

• Python 3
• Flask
• SQLAlchemy
• PostgreSQL
• WeasyPrint (for PDF generation)
• Docker + Docker Compose
• SMTP (email sending)

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Getting Started

Prerequisites

• Docker & Docker Compose installed
• Local SMTP service or SMTP credentials for email sending

Setup

1. Clone the repository
2. Create a .env file with the following:

DATABASE_URL=postgresql://user:password@db:5432/meetings
EMAIL_SENDER=noreply@example.com
APP_USER=admin
APP_PASS=admin

3. Start the application:

docker-compose up --build

4. Load sample data:

docker exec -it meeting_manager_web python sample_data.py

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API Endpoints (example)

• POST /meetings: Create a meeting
• PATCH /meetings/<id>/status: Update meeting status
• POST /meetings/<id>/invite: Invite participants
• GET /meetings/<id>/report: View HTML report
• GET /meetings/<id>/report.pdf: Download PDF report
• PATCH /actions/<id>: Update action status
• PATCH /risks/<id>: Update risk status and resolution

Use Basic Auth with APP_USER and APP_PASS for protected routes.

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Deployment on AWS EC2

1. Launch an EC2 instance (Ubuntu recommended)
2. Install Docker & Docker Compose
3. Clone the repo and configure .env
4. Run docker-compose up -d
5. Open ports 80 or 5000 in security group

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To-Do / Roadmap

• Frontend interface with Streamlit or HTML templates
• User login and token-based auth
• Email provider integration (e.g., SMTP2GO, Mailgun)
• CI/CD pipeline

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License

MIT License

✅ Tech Stack Backend: Python + Flask (API) Database: PostgreSQL (freeware, supports SQL training well) ORM: SQLAlchemy (for easier DB interaction and raw SQL when needed) Email: smtplib or Flask-Mail Cloud: AWS EC2 (Ubuntu-based instance) Optional UI: Streamlit or simple HTML (for local interface if needed)

🧱 Core Modules & Features

1. Meeting Scheduler Create/Update meeting: Title, date/time, status (In Preparation, Scheduled, Running, Closed) List of topics: subject, presenter (from participants), expected duration REST API: POST /meeting, GET /meeting/, PUT /meeting/

2. Participant Manager Add/search/edit participants REST API: GET /participants, POST /participants

3. Email Invitations On Scheduled, trigger email invites to participants SMTP or Flask-Mail integration REST API: POST /meeting//send-invites

4. Meeting Runtime Operations Collect: Notes, Actions, Decisions, Risks Assign to person + target date API: POST /meeting//notes, /actions, /decisions, /risks

5. Actions and Risk Management View/update status (Open, Running, Closed) Risk decisions: Accept, Mitigate, Solve, Ignore API: GET /actions, PUT /actions/, same for risks

6. Meeting Reports Generate and send report via email at meeting end Include all notes, actions, decisions, risks API: POST /meeting//close-and-report

7. Dashboard Reports

• View meetings and filter:
• By status
• By outcome type (Actions, Decisions, Risks)
• API: GET /report/meeting/, GET /report/actions, ...

📊 Database Tables (PostgreSQL schema) meetings(id, title, datetime, status) participants(id, name, email) meeting_participants(meeting_id, participant_id) topics(id, meeting_id, subject, owner_id, duration) notes(id, meeting_id, content, owner_id, timestamp) actions(id, meeting_id, description, status, owner_id, target_date) decisions(id, meeting_id, description, owner_id, timestamp) risks(id, meeting_id, description, status, decision, owner_id, target_date)