KR BAIS

KRacilities Bot – a smart, hassle-free solution for CCA Leaders and JCRC members to book, manage, and visualise facility reservations in seconds. With other scalable and extensible features.

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Inspiration

Managing facility bookings at Kent Ridge Hall has always been a challenge, with overlapping reservations, miscommunication, and a lack of a centralized system. We wanted to create a seamless, automated, and transparent solution that makes booking easy for CCA Leaders while giving JCRC members administrative control.

What it does

The KR Facility Booking Bot is a Telegram-based automated booking system that allows CCA Leaders to:

  • View real-time availability of facilities (MPSH, Reading Room, Comm Hall, Gym, KR Courts, Dance Studio, Choir Room, Band Room).
  • Book facilities in just a few steps, selecting date, time, and duration.
  • Receive conflict alerts, ensuring smooth scheduling.
  • Enable JCRC overrides for administrative control.

It also exports booking data to Excel and generates visual weekly schedules, making tracking easy.

How we built it

We built the bot using:

  • Python & Telegram API for handling interactions.
  • Pandas & OpenPyXL for managing booking data and exporting to Excel.
  • Matplotlib to generate weekly booking visualizations in a timeline format.
  • A robust logic flow for verifying user roles, preventing conflicts, and automating booking confirmations.

Challenges we ran into

  1. X-Axis Alignment Issue – Ensuring Monday appeared correctly in the booking visualization took several iterations.
  2. Telegram Image Caching – We had to implement dynamic filenames to ensure fresh images were displayed.
  3. Handling Edge Cases – Dealing with overlapping bookings, incorrect inputs, and permission handling for JCRC members.

Accomplishments that we're proud of

  • Successfully built a fully automated, real-time booking system.
  • Overcame technical challenges in visualizing weekly schedules.
  • Optimized for usability, making booking effortless and conflict-free.
  • Created a scalable and maintainable solution for the KR Hall community.

What we learned

  • How to integrate the Telegram API effectively for automation.
  • Best practices in data visualization using Matplotlib.
  • Handling user roles & permissions efficiently.
  • Debugging & problem-solving through iterative testing.

What's next for KR BAIS

  • Multi-Facility View: Allow users to see all facility bookings in one place.
  • Automated Notifications: Send reminders before booked time slots.
  • Google Calendar Integration: Sync bookings directly with Google Calendar for better event management.
  • Improved Conflict Resolution: Implement smart auto-suggestions for resolving booking clashes.

KR Facility Booking Bot is just the beginning! We aim to refine and expand its features to make facility management at KR Hall smoother than ever!

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