Smart Scheduler: A Unified Intelligent System for Automated Task Management and Prioritization

Smart Scheduler: A Unified Intelligent System for Automated Task Management and Prioritization

Mehvish Rajas Shaikh School of Computing, MIT-ADT University, Pune, Maharashtra,India,

Abstract

Managing tasks across different platforms like Gmail, Google Classroom, or company apps has become a daily challenge for students and professionals. Important updates often get buried in emails or forgotten between tabs, leading to missed deadlines and last-minute scrambles. This paper introduces Smart Scheduler, a unified and intelligent task management system designed to simplify daily planning. It brings together all your tasks, assignments, and meeting updates into one place, automatically pulling key information from your apps and syncing it with Google Calendar. The system prioritizes tasks, sends timely re- minders, removes completed works, and even adapts when meetings are rescheduled or new instructions arrive. With Smart Scheduler, users get a clear view of whats new, whats urgent, and what needs attentionmaking time management smarter, simpler, and more effortless.

Keywords

Smart scheduling, task management, productivity tools, calendar integration, automated reminders, Google Classroom, Gmail sync, digital assistant, intelligent workflow, conceptual framework.

1. INTRODUCTION

   In an age where technology is meant to make our lives easier, managing time and tasks has oddly become more complicated. Whether its a student juggling class assignments, emails, and club meetings, or a working professional trying to keep track of projects and deadlines, the struggle remains the same too many platforms, too many updates, and no single place to bring it all together.

   Current tools like Google Calendar, Notion, and email reminders can help, but they still depend on manual input and constant switching between tabs. Whats missing is an intelligent system that not only pulls together all this scattered information, but also helps make sense of it by prioritizing, updating, reminding, and even removing completed work.

   This paper introduces Smart Scheduler a conceptual solution designed to unify task management in academic and professional spaces. It acts like a digital assistant that connects apps like Google Classroom, Gmail, or company platforms, extracts important information, and updates it in your Google Calendar. It goes a step further by highlighting whats urgent, reminding you at the right time, and even removing tasks once theyre done. Whether it's a rescheduled meeting or a newly received assignment, Smart Scheduler adapts in real time to make sure you're always on top of your schedule.

2. RELATED WORK

   Over the years, several tools have emerged to help individuals manage tasks and schedules, but none have fully addressed the need for a unified, intelligent system that integrates multiple platforms in real time. For instance, Google Tasks and Notion are popular productivity tools, allowing users to manually add tasks and set reminders. While they are useful for organizing indi- vidual to-do lists, they don't automatically pull data from other apps like Gmail or Google Classroom leading to fragmented scheduling and missed updates.

   Apps like Trello and Todoist offer more sophisticated task management, allowing users to track projects and assign due dates. However, they still rely heavily on user input, requiring individuals to constantly update their tasks and deadlines. Additionally, these platforms lack the ability to automatically adapt to changes for example, a rescheduled meeting or an updated task deadline without the user having to manually update everything.

   Some educational tools, like Google-Classroom, provide streamlined integration for classroom assignments but are limited to academic contexts and dont cater to broader professional or personal needs. There are also several enterprise-level systems designed for workflow management, but these are often too complex or specialized for individual use.

   None of these solutions offer the seamless integration and adaptability that Smart Scheduler aims to provide. By pulling in updates from multiple sources, automating task prioritization, and dynamically adapting to schedule changes, Smart Scheduler offers a unique and much-needed solution that simplifies task management across both academic and professional settings.

3. PROPOSED SYSTEM

   Managing time across multiple platforms can often feel like juggling. Between Google Classroom for assignments, Gmail for meeting invites, and personal calendars for appointments, its easy to miss something important or become overwhelmed with reminders. Smart Scheduler is designed to bring all these fragmented tools into one unified system that not only collects and organizes your tasks but also adapts to real-time changes and helps prioritize whats most important at the moment

   At its core, Smart Scheduler connects various platforms, like Google Classroom for students or company apps for profession- als, to automatically pull data from emails, assignments, and updates. Once the system collects this information, it syncs eve- rything with Google Calendar, creating a unified view of the user's schedule. No more switching between tabs or apps to check for upcoming deadlines or meetings.

   The systems dashboard provides daily updates, showing whats new, which deadlines are approaching, and which tasks should be prioritized. It uses intelligent algorithms to sort tasks by urgency, allowing the user to focus on what matters most. For example, if a meeting gets rescheduled or an assignments deadline changes, Smart Scheduler automatically updates the cal- endar, adjusting notifications and reminders accordingly.

   Furthermore, once a task is completed, Smart Scheduler automatically removes it from both the app and the calendar. This feature helps users stay focused on upcoming tasks, avoiding clutter from completed items.

   Smart Scheduler also adapts to the users workflow: whether youre a student managing academic deadlines or a professional handling project meetings, the system is flexible and personalizable to fit various needs.

4. SYSTEM ARCHITECTURE

   The architecture of Smart Scheduler is built to be efficient, user-friendly, and modular, ensuring that the system functions seamlessly across various platforms. Think of it like the nervous system of the app collecting, processing, and distributing data to keep everything running smoothly. Lets break it down into simple layers to understand how it all works:

   • Input Layer: Collecting Data from Multiple Sources:

     The first step in the process is gathering data from various sources. Smart Scheduler integrates with apps like Gmail, Google Classroom, and any other work-related platforms you may be using (such as a company's internal apps). These apps continu- ously feed in updates about tasks, emails, meetings, assignments, and deadlines. Instead of you manually adding each of these to your calendar, the system pulls them automatically, ensuring nothing is overlooked.

   • Processing Layer: Organizing and Categorizing Tasks:

     Once the data comes in, the next job is making sense of it. This is where the magic happens. The Processing Layer takes all the incoming information and organizes it by category. For example, if theres an assignment from Google Classroom, the system will recognize it as an academic task, or if there's an email about a meeting, it wil be classified as a work task. This step ensures that each item is correctly categorized, making it easier to prioritize and manage.

   • Calendar Integration Layer: Syncing with Google Calendar

   Now that the tasks are organized, its time to update the users calendar. The Calendar Integration Layer takes all the cate- gorized tasks and integrates them into Google Calendar. Whether its a school deadline, a work meeting, or a personal event, everything gets automatically synced into one place. This means you dont need to jump between apps to check your calendar anymore its all there, updated in real-time, ready for you to see.

   • Notification Layer: Reminders and Alerts:

   This is where Smart Scheduler makes sure you never miss a thing. The Notification Layer sends timely alerts and reminders to keep you on top of your schedule. Whether its a reminder to complete an assignment or a heads-up that a meeting is ap- proaching, these notifications make sure you stay aware of whats coming next. And the best part? The notifications are smart

   • they dont overwhelm you, but give you just the right nudge when you need it.

     • User Interface Layer: The Dashboard You Control:

   The final layer is the user interface (UI) where you interact with the system. The UI is designed to be simple and intuitive, with sticky-note-style boxes that display all the important updates: whats new, which deadlines are coming up, and what tasks need your immediate attention. The UI helps you visually prioritize tasks, so you can see at a glance what needs to be done today, whats urgent, and what can wait.

   As you complete tasks, Smart Scheduler automatically removes them from your calendar and task list, so you can focus on the next item. The UI is flexible, letting you customize it based on your preferences, and it ensures you stay organized without feeling cluttered.

5. KEY FEATURES AND WORKFLOW

   1. Key Features of Smart Scheduler

      Smart Scheduler is designed to make task management as effortless as possible. Here are some of the key features that set it apart:

      • Cross-Platform Integration: It seamlessly pulls data from Google Classroom, Gmail, and other work-related apps, en- suring that all updates, tasks, and deadlines are automatically collected in one place. No more switching between apps to check assignments, emails, or meetings.

      • Automatic Task Categorization: Whether its a meeting, an assignment, or an email update, Smart Scheduler catego- rizes and sorts each task, making it easy to prioritize and manage them based on urgency and importance.

      • Google Calendar Sync: The system automatically updates your Google Calendar with events, deadlines, and meetings. You no longer need to manually add anything everything is synced and updated in real-time.

      • Prioritization & Task Management: The app offers sticky-note-style reminders that display your most urgent tasks, whats due today, and which tasks should be prioritized. Its like having a personal assistant who keeps you focused and organized.

      • Smart Reminders & Notifications: Youll receive timely alerts for upcoming deadlines or meetings. Notifications are smart, meaning youll get reminders at just the right moment, ensuring you stay on top of your tasks without feeling overwhelmed.

      • Automatic Task Removal: Once a task is completed, it is automatically removed from both the app and your calendar. This keeps your interface clean and helps you focus on what's next, instead of dealing with unnecessary clutter.

   2. Workflow of Smart Scheduler

      Smart Scheduler works like a well-oiled machine, guiding you through each task and ensuring everything is organized and up- to-date. Heres how the system works in a typical workflow:

      • Data Collection: As soon as you get a new assignment in Google Classroom, an email in Gmail, or a work-related update,

        Smart Scheduler automatically collects this data.

      • Categorization: The system processes the incoming data, categorizing each task according to its type (e.g., work task, meeting, school assignment). This ensures everything is organized before it moves to the next step.

      • Calendar Syncing: Once the tasks are categorized, they are synced with your Google Calendar, so all your deadlines, meetings, and events are in one place, automatically updated without you having to do anything.

      • Prioritization: The system then sorts the tasks based on urgency, using intelligent algorithms. Important tasks are dis- played in sticky-note-style boxes on your dashboard, so you can focus on what matters most.

      • Notifications: As the deadline approaches or a meeting is scheduled, Smart Scheduler sends timely reminders, ensuring youre always in the loop and never miss an important task or event.

      • Completion and Removal: Once you complete a task, its automatically removed from the system both from the app and your calendar. This helps you stay organized and focused on the tasks that remain.

      • Continuous Updates: If any updates happen like a meeting getting rescheduled or an assignment deadline changing

        Smart Scheduler will automatically adjust, keeping your calendar and reminders up-to-date without you lifting a finger.

6. USE CASES

   The true strength of Smart Scheduler comes from how it simplifies life for different users. Whether you're a student trying to manage assignments, a professional balancing meetings, or just someone who needs help staying organized, this tool has some- thing to offer. Here are a few scenarios where Smart Scheduler can make a real difference:

   1. For Students

      Imagine being a student with assignments, emails, and projects piling up. You have Google Classroom for your coursework, Gmail for communication, and your calendar to track deadlines. But keeping track of it all can be overwhelming, right? Thats where Smart Scheduler steps in:

      • Automatic Task Collection: As soon as a new assignment is posted on Google Classroom, Smart Scheduler grabs all the relevant details and puts it straight onto your Google Calendar, so you dont have to worry about manually adding it.

      • Prioritization: The system also checks how close the deadline is and categorizes the task making sure the most urgent ones are front and center.

      • Smart Reminders: As your deadline approaches, Smart Scheduler sends timely reminders, nudging you at just the right time to get started on that assignment, so you never miss a due date.

      • With Smart Scheduler, you can breathe easy knowing everything is automatically sorted, and youre reminded in time to complete everything on your to-do list.

   2. For Professionals

      Now, picture yourself as a busy professional juggling work meetings, emails, and deadlines. Between your company's internal apps, Gmail, and your Google Calendar, its easy to lose track of whats happening. Thats where Smart Scheduler comes in to streamline your day:

      • Centralized Data: Whether its a meeting invite in your Gmail or a project update from your companys app, Smart Sched- uler pulls all the relevant information in one place, so you dont have to check multiple apps.

      • Task Categorization: Once the data is collected, the system categorizes tasks, separating meetings from important work updates. Youll always know whats on your plate.

      • Real-time Syncing: All the information is then synced with your Google Calendar, so your day stays organized, and you know exactly where you need to be and when.

      • Priority Alerts: As a meeting or deadline nears, Smart Scheduler sends you smart notifications, ensuring you stay ahead of your responsibilities without missing a beat.

        For professionals, Smart Scheduler takes the stress out of managing work tasks and keeps everything organized, ensuring you stay on top of your game.

   3. For Busy Individuals

      Even if youre not a student or a professional, Smart Scheduler can help you manage everyday tasks. Whether youre handling personal errands, planning family events, or just keeping track of your hobbies, the system can streamline it all:

      • Integration with All Apps: Whether its your personal calendar, work-related apps, or anything else, Smart Scheduler pulls updates from all sources to keep everything organized in one spot.

      • Automated Reminders: From picking up groceries to scheduling a meeting with friends, the system sends smart reminders and helps you stay on top of every task.

      • Clear Prioritization: The system makes sure the most important tasks stand out, helping you focus on what really matters and letting go of less urgent things.

        Whether you're managing personal or professional tasks, Smart Scheduler keeps you organized, reduces your stress, and lets you focus on whats most important in your life.

7. CONCLUSION

   In todays fast-paced world, staying organized and managing time effectively has never been more important. Whether youre a student juggling assignments, a professional balancing meetings, or someone managing multiple personal tasks, the Smart Scheduler offers a solution that integrates all your important tasks into one place, saving you time and stress.

   By pulling data from multiple sources such as Gmail, Google Classroom, and work-related apps, Smart Scheduler ensures that you never miss a deadline or forget an important task. With features like automatic task categorization, calendar syncing, smart prioritization, and timely reminders, it offers a streamlined approach to managing your day.

   The real strength of Smart Scheduler lies in its simplicity and adaptability. It doesnt just help you stay on top of your work it actively guides you through your day, making sure that you focus on what matters most and allowing you to easily adjust to changes.

   The next step for Smart Scheduler is to continue refining its algorithms and expanding its capabilities. Future versions could include even more integrations, smarter notifications, and a more personalized experience. Ultimately, Smart Scheduler has the potential to transform the way we manage our time, helping individuals and professionals stay organized in an increasingly complex world.

   With its combination of convenience, efficiency, and adaptability, Smart Scheduler is poised to be an invaluable tool for anyone looking to optimize their time and stay ahead of their tasks.

8. ORIGIN OF THE IDEA

   The idea behind Smart Scheduler stemmed from a common frustration that many students and professionals face: juggling multiple apps and platforms to manage tasks. The concept of integrating various platforms into one seamless tool came to me when I was constantly switching between Google Classroom, Gmail, and work-related apps to stay updated on assignments, meetings, and deadlines.

   I realized that while these apps provided great services individually, they lacked the ability to sync with each other and provide a unified view of all the tasks I had to manage. This led to the inspiration for Smart Scheduler: a tool that not only integrates multiple apps but also helps users prioritize and stay on top of their tasks, without the need to switch back and forth between platforms.

   The idea is to simplify time management by automating the collection of data from Google Classroom, Gmail, and other work- related apps, and then updating Google Calendar with tasks and deadlines. By categorizing and prioritizing tasks intelligently, Smart Scheduler ensures that users stay on top of their work with minimal effort.

9. APP RECOMMENDATIONS AND INSPIRATIONS

   When I initially asked if this idea searched and collected data to check if this idea existed, I was directed to look at some existing apps that combine elements of task management, calendar integration, and reminders. While there are some apps that provide partial solutions, none of them fully integrate the variety of platforms I envisioned for Smart Scheduler. Here are a few of the recommended apps that inspired me:

   • Trello: While primarily a task management tool, Trello allows users to create boards for various projects, add deadlines, and assign tasks. However, it doesnt integrate with apps like Google Classroom or Gmail to automatically pull in data from these platforms.

   • Google Keep: Known for its sticky-note-like interface, Google Keep provides reminders and task management but lacks deeper integration with external tools like Google Classroom or corporate apps for professionals.

   • Todoist: A robust task management app that helps you organize tasks and set priorities. Although it does allow for calendar integration, it doesnt feature automatic updates from external platforms such as Google Classroom.

   • Asana: A comprehensive work management tool that helps teams track tasks, projects, and deadlines. Like Trello, it doesnt fully integrate with Gmail or Google Classroom and lacks the level of automation offered by Smart Scheduler

     ACKNOWLEDGEMENTS

     This paper utilized OpenAI's GPT-4 for assistance with generating certain portions of the text. The authors would like to thank the developers of the AI system for their assistance.

10. REFERENCES

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4. Google Keep. (n.d.). Google Keep Help. Retrieved from https://support.google.com/keep

5. Todoist. (n.d.). Todoist Task Management App. Retrieved from https://todoist.com

6. Asana. (n.d.). Asana Project Management. Retrieved from https://asana.com