Scheduling Calendar App with Integrated Video Meetings

In an era where remote work and virtual collaboration have become standard, scheduling tools with integrated video conferencing play an essential role in keeping teams connected and productive. Our team was tasked with building a scheduling calendar app designed to streamline the scheduling of virtual meetings, manage time zones, and integrate seamlessly with video conferencing platforms.

Our role spanned the entire product development lifecycle—from concept ideation, user research, and UX/UI design to development, testing, and deployment. By working closely with end-users and leveraging feedback loops, we developed a scheduling solution that provides flexibility, reduces scheduling friction, and creates a unified experience for remote teams.

Key App Features:

1. Flexible Calendar Integration

The app integrates with popular calendar services (e.g., Google Calendar, Microsoft Outlook) to provide users with a unified view of their schedule. Users can manage all meetings and appointments within one app, with color-coded events and customizable views to match personal preferences.

2. One-Click Video Meeting Links

Each scheduled meeting generates a unique video link, allowing participants to join meetings directly from the calendar interface. The app integrates with leading video conferencing providers (such as Zoom, Google Meet, and Microsoft Teams), making it easy to add video links without leaving the app.

3. Automated Time Zone Detection

With automated time zone detection, the app recognizes participants’ locations and adjusts the meeting times accordingly. This feature reduces the chance of miscommunication around scheduling, which is especially beneficial for global teams.

4. Customizable Meeting Types and Availability

Users can create different types of meetings (e.g., 15-minute check-ins, 1-hour deep-dive sessions) with preset options, allowing invitees to choose times that align with predefined availability. Users can also set custom availability hours and buffer times between meetings to prevent meeting overload.

5. Smart Notifications and Reminders

To reduce no-shows, the app sends automated reminders to all participants ahead of scheduled meetings. These reminders are customizable by the user and can be set to send via email, SMS, or in-app notification. Post-meeting follow-ups and feedback forms are also options for those who want to enhance meeting effectiveness.

6. Integrated Analytics and Reporting

The app includes a dashboard with analytics on meeting frequency, duration, and attendee participation. This feature helps team leaders and HR to monitor meeting loads and gauge virtual meeting effectiveness. It also provides users with insights into their productivity trends.

7. Embedded Chat and Collaboration Features

Users can share files, take notes, and chat with participants directly within the meeting, minimizing the need for external tools. This feature promotes a seamless flow of communication and collaboration in one unified space.

8. Secure, Privacy-Compliant Storage

With encryption and secure authentication protocols, the app ensures that users’ data remains private and secure. The app complies with GDPR and other privacy regulations, ensuring that meeting links and shared documents remain secure.

Core Technology Stack:

1. Front-End Mobile App Technologies:

• iOS and Android apps built with SwiftUI, Swift, Kotlin, Compose for responsive, dynamic UI that scales and adapts to all screen sizes.

• WebRTC for embedded video and chat functionality, ensuring low-latency video calls directly in the browser.

2. Back-End Technologies:

• Node.js with Express for scalable server-side processing.

• Socket.IO for real-time communication, enabling live notifications and seamless chat functionality.

• MongoDB for data storage, allowing scalable and efficient handling of user information and meeting data.

3. Integrations:

• OAuth 2.0 for secure integration with Google Calendar, Outlook, and other third-party services.

• RESTful APIs to connect with video conferencing services like Zoom, Google Meet, and Microsoft Teams.

• Twilio for SMS and push notification functionality.

4. Deployment & Security:

• Docker containers to ensure consistent deployment and smooth scaling.

• AWS for hosting, leveraging its secure environment and load balancing.

• TLS/SSL encryption for data protection, ensuring all communications remain secure.

Impact & Results

Our app combines scheduling ease, video integration, and data insights, making it uniquely suited for professionals who value streamlined workflows and in-depth meeting analytics. By focusing on security, user experience, and interoperability, we’ve positioned it as a versatile tool for the modern workplace.