Use Case Diagram for the Meeting Scheduler

Let’s build the use case diagram for the meeting scheduler and understand the relationships between its main actors and core functions. First, we’ll define the key elements of our system, followed by the full set of use cases and their relationships.

System

Our system is the Meeting Scheduler, responsible for organizing meetings by managing rooms, times, invitations, participant responses, and calendar updates.

Actors

Now, we’ll define the main actors of the meeting scheduler.

Primary actors

• Organizer: Schedules new meetings, cancels existing ones, books and releases meeting rooms, and manages participant lists.

• Participant: Receives meeting invitations, accepts or declines invites, and manages their calendar by attending or withdrawing from meetings.

Use cases

In this section, we’ll define the use cases for the meeting scheduler. We have listed the use cases according to their interactions with a particular actor.

Organizer

• Schedule meeting: The organizer can create a new meeting by specifying the date, time interval, participants, agenda, and booking a suitable meeting room.

• Cancel meeting: This option allows the organizer to cancel a previously scheduled meeting, freeing the reserved meeting room and notifying all invited participants.

• Add participant to meeting: Lets the organizer add new participants to an already scheduled meeting, triggering invitation notifications and updating participant calendars.

• Remove participant from meeting: Permits the organizer to remove participants from a scheduled meeting, ensuring removed users receive notifications and their calendars are updated.

Participant

• Accept invitation: A participant can accept a meeting invitation, which updates their calendar and changes their response status in the meeting record.

• Reject invitation: This option allows a participant to decline a meeting invitation, removing the meeting from their calendar and updating their response status in the meeting record.

• Attend meeting: Represents the participant’s attendance at a scheduled meeting.

• Withdraw from meeting: This option allows a participant to withdraw from a meeting they had previously accepted, updating their calendar and notifying the organizer.

Meeting scheduler

• Send invite notification: Sends notifications to participants when invited to a new or updated meeting.

• Send cancellation notification: Sends notifications to all participants when a meeting is canceled.

• Update calendar: Automatically updates users’ calendars whenever a meeting is created, updated, canceled, or when participant statuses change.

• Remove meeting from calendar: A meeting entry is removed from a participant’s calendar when they decline or withdraw from a meeting or when the meeting is canceled.

• Book room: Reserves a meeting room for a scheduled meeting.

• Check room availability: Verify if a meeting room is available and suitable for the desired time and participant count.

• Release room: Frees a reserved meeting room when a meeting is canceled.

Relationships

This section describes the relationships between and among actors and their use cases.

Associations

The table below shows the association relationship between actors and their use cases.