Jour of adv research in dynamical & control systems, vol.

12, Issue-02, 2020

Online Seminar Hall Booking Application Using

Service Now
Chandra Sekhar Maganty, T Jhansi Rani, P Amulya, P Hima Pallavi
Department of CSE, KoneruLakshmaiah Education Foundation, Vaddeswaram, Guntur, India

Abstract: The objective of the project is to develop a system which is fully automated for the online booking of the seminar hall. To
book a seminar hall for a meeting in an organization, there is a lot of paperwork needed to be done manually. To reduce the
paperwork, to automate the system and to make it online we propose a new methodology using service now platform. In our
proposed method the user fills the form with all the details. These details are sent as a request to the authorized person through
email. They can approve or reject the request and it is notified to the user who requests through email. This helps in the efficient use
of time.

Keywords: Service Now, Seminar hall booking, automate, request, authorized person.

Introduction
The main objective of the project “Online seminar hall booking system” is to automate the process of booking seminar hall online
instead of all the paperwork and manual work.

The existing techniques are started from scratch and need to be done manually which requires a lot of manpower and time.
Through solving the same problems using ServiceNow need not be started from scratch because there are certain features provided
by the platform which don’t require much technical knowledge, interface is user friendly and automates all the tasks efficiently
which eventually saves time.

ServiceNow enables users to use the wide range of features available in it. These features include forms, scripting at client side and
server side, workflows for the backend operations. The outlook can be managed through a service portal.

Forms are used to display fields and values of different records. Scripts act as interaction medium

between user and the forms. Workflows provide the facility of automating multistep processes across the platform. Portal
enables the user to design the entire outlook according to their requirement.

Achievement of optimal efficiency is the aim of today’s IT sector. Service management software is provided as service by
ServiceNow as a company. The specializations of ServiceNow are Information Technology Service management (ITSM),
Information Technology Business Management (ITBM), Information Technology Operation Management (ITOM). Other tools
can be easily integrated by ServiceNow.

Servicenow is an IT cloud based tool. There are many features of servicenow some of them are good support to customers with
lowest cost for maintenance, Data Integrity, Operational tracking, Implementation using an instance and real time reporting. Uses
of Servicenow are simple, platform is fast, powerful and ubiquitous.

Through servicenow we can implement scripting also. Scripting in Servicenow falls under two categories. They are client
side and server side scripting.Client side scripting can be done through client script and UI policies. Server side scripting
can be done through Business rules and Script Include.

Products of Servicenow are IT service automation application, application for business management, custom service
management, HR management and enterprise response security engine. ITSM core applications are incident, problem,
change service catalog and configuration.

Scoped application development process analysis, design, development, test and deployment.

1934
DOI: 10.5373/JARDCS/V12I2/S20201237
*Corresponding Author: Chandra Sekhar Maganty
Article History: Received: Feb 09, 2020, Accepted: May 02, 2020
 Online Seminar Hall Booking Application Using Service Now

Modulede Scription
A. Signup/Login

In this module if the user hasn’t registered before, first the user has to register using his details like first name, last name and a valid
email address. After registering the request will be moved into the pending user registrations table. Then the authorized person can
accept or reject the request of the user through the links given in this module. If the user clicks on the create user, an email will be
sent to the registered person with username and password. Now the user can login with the given username and password and can
reset the password. If the authorized person clicks on reject, the request will be rejected. This process is done through a plugin
called user registration.

B. Homepage

After logging in to the portal the user will have 3 options to choose

● Form to book the seminar hall

● To check the status of his/her request

● To check the vacancy of seminar halls

1. Form: In the form the user should fill his/her details (Id, Email, Phone number etc.,) and alsothe details of the seminar hall
(Name of the Seminar Hall, Date, Time etc.,). This form validates each and every field the user fills and displays error and
alert messages by using client scripts and it also validates the requested date and time of the seminar hall by the user
through business rules.
2. Check the status of his/her request: The user can check the status of his/her request by clicking on this icon link in the
home page. After clicking on this icon the user is redirected into another page where he/she can see a table with the details
of his/her request and a field called state which shows his/her request is rejected or accepted. The details in the table
cannot be edited by the user.
3. To check the vacancy of the seminar hall: When the user clicks on this icon link in the homepage, he/she will be
redirected to another page where the user can check the details regarding the dates and timings of the seminar halls which
are already booked. This will be in the form of a table that only contains the details of all approved user requests.

C. Requests and Approvals:

After successful login, the user can book the seminar hall by submitting the form with the details about the user, seminar
hall, the date and the timings of the event. The details of the user are validated through client scripts. When the user
submits the details about his booking the request will be sent to the incharge of the specified seminar hall. If they approve,
the request will be sent to the head of the specified department or if the request is rejected an email notification will be sent
to the user that their request is rejected by the incharge of the seminar hall. If the request is approved by the incharge and
then rejected by the head of the department, an email notification will be sent to the user that their request is rejected by the
head of their department. If their request is accepted by both the incharge and the head of the department the user gets an
email that their request is accepted and they can use the seminar hall for the date and time they requested.

D. Automating

To automate the process we use the workflow in the application we developed. As soon as the submits the request, the
request will be moved to the workflow. Multiple steps done by the workflow:
1. The workflow triggers and a request is sent with the details of the user, about theseminar hall booking first to the in charge
of the seminar hall in he form of an email.
2. The in charge of the seminar hall can accept or reject the request sent by the user in the email itself. If the request is
accepted, the request will be forwarded to the head of the department in the form of email.
3. The head of the department can accept or reject the request. If the request is accepted, an email stating that the request is
accepted is sent to the user. If it is rejected, an email stating that the request is rejected is sent to the user.
4.

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 Jour of adv research in dynamical & control systems, vol. 12, Issue-02, 2020

E. Notify the users

To ease the process, notifications are sent to the users and the authorized persons. The approval or rejection of the request is done
by the incharges and the head of the departments using the email notification. The user receives the notification to his/her email
id which is given at the time of registration into the portal. The authorized person himself/herself is a user. The email to the
authorized person for approval is sent to the mail ID which is assigned to them in the workflow.

Flow Chart

This Flowchart illustrates the process of online seminar hall booking using ServiceNow platform. Initially the user should register
into the portal with his/her name and email ID. If the user has already registered, he/she can directly login into the portal with
his/her login credentials. Then the user will be redirected into the page where he/she will have 3 options to choose to book the
seminar hall, to check the vacancy and to check the status of his/her booking. If the user chooses to book a seminar hall, he/she
should fill a form with all the details required. After submitting the details the user will be redirected back to the home page so that
he/she can logout or choose any of the options. The details submitted by the user are sent as a request first to the incharge of the
seminar hall in the form of an email. If the incharge approves the request then again the mail will be sent to his/her head of the
department and then if the HOD approves the request, an email notification will be sent to the user that his/her request is approved.
If the HOD rejects the request, an email notification will be sent to the user that his/her request is rejected.

Results

The Login portal is shown in Fig:1. Here if the user already registered can directly login else he must first register to book
the seminar hall.

1936
DOI: 10.5373/JARDCS/V12I2/S20201237
*Corresponding Author: Chandra Sekhar Maganty
Article History: Received: Feb 09, 2020, Accepted: May 02, 2020
 Online Seminar Hall Booking Application Using Service Now

Fig:1 Register/ Login

Page where new user should register into the portal.Later the credentials will be send to the user to his/her registered mail.

Fig:2 Register

After login into the portal the user can choose 3 options To book seminar hall To check the status of request To check
vacancy

Fig:3 Homepage

This is the form where users should submit the details and according to the requirement of the user and vacancy of the halls
the booking will be done.

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Jour of adv research in dynamical & control systems, vol. 12, Issue-02, 2020

Fig:4 Form to book hall

This is to check the status of the User if his/her request is approved or rejected.Here a field called state which shows the
request is accepted or rejected for seminar hall.

Fig:5 Status of Hall Booking

Before booking the hall if the user wants to check for the vacancy of the seminar halls then the user can view through this
option in thehomepage.

Fig:6 check the vacancy

Workflow is used for automation of activities. For user approvals and for notifications we used the workflow.

1938
DOI: 10.5373/JARDCS/V12I2/S20201237
*Corresponding Author: Chandra Sekhar Maganty
Article History: Received: Feb 09, 2020, Accepted: May 02, 2020
 Online Seminar Hall Booking Application Using Service Now

Fig:7 Workflow
An email notification will be sent to the user which booked the seminar hall whether the request is accepted or rejected.

Fig:8 Acceptance Notification

Conclusion

This paper describes the application that we developed using serviceNow to automate the process of booking seminar hall
online for a particular institution. ServiceNow makes the process of building the application easy, fast and efficient
compared to other techniques or tools.

References
[1] https://www.oreilly.com/

[2] https://docs.servicenow.com/

[3] https://searchitoperations.techtarget.com/definitio
n/ServiceNow

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