AUTOMATED CALENDARED CONFERENCE RESCHEDULING AND FORWARDING
Systems and methods are disclosed to automatically rescheduling and optionally transferring audio/video conferences when a conference runs longer than its previously allocated time. The disclosed relocation process incorporates one or more of a plurality of input sources such as electronic calendars, face/voice recognition systems, proximity systems, enterprise maps, and/or resource databases to assist in schedule adjustments. For example, if it is determined a meeting is running long then an organizer of a second impacted meeting can be notified of the over-run and prompted for information. If the second meeting organizer is amenable to delay or reschedule, options are presented to the second meeting organizer Once a plan change is determined, changes in schedule or location are automatically propagated to resources and attendees scheduled for the second meeting. Also, when a conference must relocate, actions associated with relocating resources are automated and confidentiality concerns can be taken into account.
1 . A method of automatically extending a meeting that is utilizing conferencing devices, the method comprising:
determining whether an in-progress meeting will extend beyond its currently scheduled ending time;
if the in-progress meeting will extend beyond its currently scheduled ending time, determining, using a processor, whether one or more resources in use by the in-progress meeting will have a conflict with a second meeting caused by over-run of the in-progress meeting; and
if one or more resources in use by the in-progress meeting will have a conflict with the second meeting, sending a notification to one or more participants of the second meeting.
2 . The method of claim 1 wherein the notification is sent to an organizer of the second meeting.
3 . The method of claim 1 wherein the notification includes a request for permission to over-run.
4 . The method of claim 1 further comprising:
receiving a response to the request for permission; and
automatically extending a schedule of one or more of the conflicting resources if permission granted; or
initiating a search for alternatives to the one or more conflicting resources if permission not granted.
5 . The method of claim 1 , wherein the notification informs the one or more participants of the second meeting of an estimated delay in starting time.
6 . The method of claim 5 further comprising holding calls into the second meeting automatically for the duration of the overrun.
7 . The method of claim 4 , further comprising:
if permission is granted, informing participants of the in-progress meeting of the permitted time of over-run; or
if permission is not granted:
identifying alternative resources substantially equivalent to the one or more conflicting resources; and
automatically scheduling the identified alternative resources.
8 . The method of claim 1 , wherein the notification informs participants of the second meeting of an alternate location for the second meeting.
9 . The method of claim 8 , further comprising automatically transferring calls intended for the second meeting to the alternate location for the another meeting.
10 . A conferencing device comprising:
a programmable control device communicatively coupled to a plurality of conferencing devices, wherein the programmable control device is configured to:
determine whether an in-progress meeting will extend beyond its currently scheduled ending time;
if the in-progress meeting will extend beyond its currently scheduled ending time, determine whether one or more resources in use by the in-progress meeting will have a conflict with a second meeting caused by over-run of the in-progress meeting; and
if one or more resources in use by the in-progress meeting will have a conflict with the second meeting, send a notification to one or more participants of the second meeting.
11 . The conferencing device of claim 10 wherein the notification is sent to an organizer of the second meeting.
12 . The conferencing device of claim 10 wherein the notification includes a request for permission to over-run.
13 . The conferencing device of claim 12 wherein the programmable control device is further configured to:
receive a response to the request for permission; and
automatically extend a schedule of one or more of the conflicting resources if permission granted; and
initiate a search for alternatives to the one or more conflicting resources if permission not granted.
14 . The conferencing device of claim 10 , wherein the notification informs the one or more participants of the second meeting of an estimated delay in starting time.
15 . The conferencing device of claim 14 wherein the programmable control device is further configured to hold calls into the second meeting automatically for the duration of the overrun.
16 . The conferencing device of claim 10 , wherein the programmable control device is further programmed to:
if permission is granted, inform participants of the in-progress meeting of the permitted time of over-run; and
if permission is not granted:
identify alternative resources substantially equivalent to the one or more conflicting resources; and
automatically schedule the identified alternative resources.
17 . The conferencing device of claim 10 , wherein the programmable control device is further programmed to initiate an information message to participants of the second meeting identifying an alternate location for the second meeting.
18 . The conferencing device of claim 17 , wherein the programmable control device is further programmed to automatically transfer calls intended for the second meeting to the alternate location for the second meeting.
19 . A non-transitory program storage device with instructions for controlling a programmable control device stored thereon, the instructions for configuring the programmable control device to:
determine whether an in-progress meeting will extend beyond its currently scheduled ending time;
if the in-progress meeting will extend beyond its currently scheduled ending time, determine whether one or more resources in use by the in-progress meeting will have a conflict with a second meeting caused by over-run of the in-progress meeting; and
if one or more resources in use by the in-progress meeting will have a conflict with the second meeting, send a notification to one or more participants of the second meeting.
20 . The non-transitory program storage device of claim 19 , the instructions further configuring the programmable control device to:
receive a response to the request for permission; and
automatically extend a schedule of one or more of the conflicting resources if permission granted; and
initiate a search for alternatives to the one or more conflicting resources if permission not granted.