Information System for Meetings, Conferences and Trainings with Voting Possibility - Automated platform for meetings and protocols

Sep 12, 2026

Automated system for conducting and documenting meetings, conferences, and trainings with participant voting and automatic protocol generation. Implemented as a closed online platform where users manage roles, subscribe to meeting channels, and collaborate in real time with live updates and adjustments. The voting functionality is integrated into the issue consideration life cycle, enabling results-based voting and subsequent automatic formation of required protocols, demonstrated through the Academic Council’s workflow.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages9

Reading Time3 min

AccessFree to download

Abstract

1. Introduction

2. Problem Statement

3. Technical solutions of basic problems

Information System for Meetings, Conferences and Trainings with Voting Possibility Oleksii Bilyk and Iryna Vergunova Taras Shevchenko National University of Kiev, 64/13, Volodymyrska Street, Kyiv, 01601, Ukraine Abstract The paper presents an automated system for conducting and documenting meetings of various kinds. A special feature of the developed system is the possibility of voting among the participants of the meetings and the generation of protocols based on the results of voting. The developed system is a closed online platform. Users of this system receive some roles that can be changed as needed. The user subscribes to the channel of the relevant meeting and can see in real time the changes made by other users and make their own adjustments. The option“Voting” was added to the questions and the voting process included in the life cycle of the consideration of the issue. After the meeting, the necessary protocols are formed automatically. The implementation of this system is presented on the example of the current work of the Academic Council of the Faculty of Computer Science and Cybernetics. Keywords 1 Online platform, JWT Web Token, domain object, roles of participants, protocols, voting 1. Introduction Recently, the world got acquainted with life in quarantine, with its beginning, people had to transfer professional activities online. The use of information systems with the ability to conduct video conferencing, document management and voting allows you to effectively perform work duties remotely, increases the comfort of creating and processing documents. Today, all developed countries are working on the development and implementation of such systems. Prominent examples are parliamentary electronic voting systems, corporate electronic document management systems, and automation systems for meetings and sittings. In 2020, Intecracy Group [1] presented a commercial solution for video conferencing with the possibility of voting. The system developed by this company is intended for use during meetings, which should result in legally significant actions. For example, meetings ofthe board of directors in business structures, discussion of regulations or decisions in the public sector, etc. Usually such meetings require a personal presence, which is a big problem in quarantine. Integration with the Megapolis.DocNet document management system is also possible [2] . However, all these systems are either automated voting systems or electronic document management systems. It should be noted that after the increase in the popularity of the Zoom service, the "Poll" functionality was added, in which you can put to the vote from one to several questions with the appropriate answer options, but the functionality is part of the video call. For example, after the transition to the online mode, the Academic council at the faculty of computer science and cybernetics used the Zoom video call service for meetings, and Google Forms for voting. Invitations to the meeting, agenda and invitations to vote were sent to council members by e-mail. Of course, in resolving the issue of communication and voting, the minutes of the counting commission were further processed manually, the meeting plan and all other documents for the work of the Academic Council were distributed as text documents, and invitations were sent to the council members by mail. After each meeting, the secretary manually formed the minutes of the meetings and the counting commission, as well as numerous extracts from the minutes. Information Technology and Implementation (IT&I-2021), December 01–03, 2021, Kyiv, Ukraine EMAIL: [alexwhitecorp@gmail.com](alexwhitecorp@gmail.com)); [vergunova@hotmail.com](vergunova@hotmail.com) [ORCID:](ORCID:) ; 0000-0003-3052-9143 ©️ 2022 Copyright for this paper by its authors. Use permitted under Creative Commons License Attribution 4.0 International (CC BY 4.0) . CEUR Workshop Proceedings ([CEUR-WS.org](CEUR

FAQs

What is the main purpose of the proposed system?

It automates the preparation, conduct, and documentation of meetings while supporting voting and protocol generation based on voting outcomes.

How does participant voting work within the system?

Voting is integrated into the life cycle of issue consideration, allowing present participants to vote on specific issues and enabling results processing.

What happens after a meeting ends?

The system automatically forms the necessary protocols, including documents such as minutes and voting-related protocol cases using templates.

Sep 12, 2026

Upload by Mary Man