Our company is looking for a PHP/MySQL/AJAX web based solution for organizing board meetings.
The idea is to have a website where a manager can enter multiple dates and times when he's available for a meeting and enter the list of people that he expects to attend the meeting.
The manager also enters a brief Agenda of the topics that will be discussed during the meeting.
Each participant receives an email with the Agenda and a link to a private page that he can only open. He can then choose among the available dates which ones are better for him. The software must verify that he won't be in two meetings at the same time.
Based on the results of the poll, a date for the meeting is chosen and a confirmation email is sent to all participants.
Before the meeting, a reminder is sent to the participants.
Every participant at any time can view the list of meetings he is supposed to attend.
The participants have the possibility to upload some files to the website. The files will be available for download only to participants.
At the end of the meeting, the manager has the possibility to write the meeting minutes in a form inside the website and send it to all the participants.
As a reference, the software should be functionally similar to this: [url removed, login to view]
The software shall make heavy usage of AJAX and CSS to make it both fast to use and graphically pleasant.
The db schema shall follow best practices in database design: informations shouldn't be redundant.
The web interface shall be as user friendly as possible, at least on the same level as the reference website.
The manager must have the ability to modify the list of participants at any time.
The manager must have the ability to keep a contact list with additional information about each participant (i.e. Title, Phone number)
The code shall follow all security best practices. Only authorized people can view information about meetings, participants, etc.