Office Management System Project In Php

Creating an Office Management System involves several components, including a MySQL database schema, file structure, layout design using Bootstrap 5, and complete PHP scripts for user authentication and management. Below is a comprehensive guide to help you set up your system.

Project Introduction

The Office Management System is designed to enhance the efficiency and productivity of office operations by providing a centralized platform for managing various aspects of office activities. This system allows users to manage documents, tasks, projects, meetings, resources, attendance, expenses, and notifications seamlessly. By utilizing a MySQL database, the system ensures secure storage and easy retrieval of data, making it an essential tool for administrators, managers, and employees in any organization.

Project Objectives

To create a user-friendly interface for managing office documents and tasks.
To enable efficient project management, including task assignment and tracking.
To facilitate scheduling and management of meetings within the organization.
To manage office resources effectively, ensuring availability and proper allocation.
To track employee attendance and manage leave requests efficiently.
To handle expense management, including submission and approval processes.
To implement a notification system to keep users informed about important updates and tasks.

Project Modules

User Management: Handles user registration, login, and role-based access control for admins, managers, and employees.
Document Management: Allows users to upload, manage, and track documents associated with various projects and tasks.
Task Management: Enables the creation, assignment, and tracking of tasks related to different projects.
Project Management: Manages project details, including descriptions, timelines, and associated tasks.
Meeting Management: Facilitates scheduling and management of meetings, including notifications for participants.
Resource Management: Tracks office resources, including equipment, rooms, and supplies, ensuring their availability.
Attendance Management: Monitors employee attendance, including status updates for present, absent, or on leave.
Expense Management: Manages employee expenses, including submission, approval, and tracking of expense reports.
Notification System: Sends notifications to users regarding tasks, meetings, and other important updates.

1. MySQL Database Schema


CREATE DATABASE office_management_system;
USE office_management_system;
-- Table for users
CREATE TABLE users (
    id INT AUTO_INCREMENT PRIMARY KEY,
    username VARCHAR(50) NOT NULL UNIQUE,
    password VARCHAR(255) NOT NULL,
    email VARCHAR(100) NOT NULL UNIQUE,
    role ENUM('admin', 'manager', 'employee') DEFAULT 'employee',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);
-- Table for documents
CREATE TABLE documents (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id `INT` NOT NULL,
    document_name VARCHAR(255) NOT NULL,
    file_path VARCHAR(255) NOT NULL,
    version INT DEFAULT 1,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE
);
-- Table for tasks
CREATE TABLE tasks (
    id INT AUTO_INCREMENT PRIMARY KEY,
    project_id `INT` NOT NULL,
    assigned_to `INT` NOT NULL,
    title VARCHAR(255) NOT NULL,
    description VARCHAR(255),
    status ENUM('pending', 'in_progress', 'completed') DEFAULT 'pending',
    due_date DATETIME,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (assigned_to) REFERENCES users(id) ON DELETE CASCADE
);
-- Table for projects
CREATE TABLE projects (
    id INT AUTO_INCREMENT PRIMARY KEY,
    name VARCHAR(255) NOT NULL,
    description VARCHAR(255),
    start_date `DATE` NOT NULL,
    end_date `DATE` NOT NULL,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);
-- Table for meetings
CREATE TABLE meetings (
    id INT AUTO_INCREMENT PRIMARY KEY,
    title VARCHAR(255) NOT NULL,
    scheduled_time `DATETIME` NOT NULL,
    location VARCHAR(255),
    created_by `INT` NOT NULL,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (created_by) REFERENCES users(id) ON DELETE CASCADE
);
-- Table for resources
CREATE TABLE resources (
    id INT AUTO_INCREMENT PRIMARY KEY,
    resource_name VARCHAR(255) NOT NULL,
    resource_type ENUM('equipment', 'room', 'supplies') NOT NULL,
    availability TINYINT(1) DEFAULT TRUE,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);
-- Table for attendance
CREATE TABLE attendance (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id `INT` NOT NULL,
    date `DATE` NOT NULL,
    status ENUM('present', 'absent', 'leave') DEFAULT 'present',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE
);
-- Table for expenses
CREATE TABLE expenses (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id `INT` NOT NULL,
    amount DECIMAL(10, 2) NOT NULL,
    description VARCHAR(255),
    date `DATE` NOT NULL,
    status ENUM('pending', 'approved', 'rejected') DEFAULT 'pending',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE
);
-- Table for notifications
CREATE TABLE notifications (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id `INT` NOT NULL,
    message VARCHAR(255) NOT NULL,
    is_read TINYINT(1) DEFAULT FALSE,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE
);

2. File and Folder Structure


office_management_system/
│
├── config/
│   └── db.php
│
├── public/
│   ├── index.php
│   ├── login.php
│   ├── register.php
│   ├── dashboard.php
│   ├── documents.php
│   ├── tasks.php
│   ├── projects.php
│   ├── meetings.php
│   ├── resources.php
│   ├── attendance.php
│   ├── expenses.php
│   ├── notifications.php
│   └── admin_dashboard.php
│
├── includes/
│   ├── header.php
│   ├── footer.php
│   └── functions.php
│
├── assets/
│   ├── css/
│   │   └── styles.css
│   ├── js/
│   │   └── scripts.js
│   └── images/
│
└── vendor/
    └── (Bootstrap and other libraries)

3. Layout Based Design with Bootstrap 5

Header (includes/header.php)


<!DOCTYPE html>
<html lang=`en`>
<head>
    <meta charset=`UTF-8`>
    <meta name=`viewport` content=`width=device-width, initial-scale=1.0`>
    <link href=`https://cdn.jsdelivr.net/npm/bootstrap@5.1.3/dist/css/bootstrap.min.css` rel=`stylesheet`>
    <link rel=`stylesheet` href=`assets/css/styles.css`>
    <title>Office Management System</title>
</head>
<body>
    <div class=`container`>
        <header class=`my-4`>
            <h1>Office Management System</h1>
        </header>
        <nav class=`navbar navbar-expand-lg navbar-light bg-light`>
            <div class=`container-fluid`>
                <a class=`navbar-brand` href=`index.php`>Home</a>
                <button class=`navbar-toggler` type=`button` data-bs-toggle=`collapse` data-bs-target=`#navbarNav` aria-controls=`navbarNav` aria-expanded=`false` aria-label=`Toggle navigation`>
                    <span class=`navbar-toggler-icon`></span>
                </button>
                <div class=`collapse navbar-collapse` id=`navbarNav`>
                    <ul class=`navbar-nav`>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`documents.php`>Documents</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`tasks.php`>Tasks</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`projects.php`>Projects</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`meetings.php`>Meetings</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`resources.php`>Resources</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`attendance.php`>Attendance</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`expenses.php`>Expenses</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`notifications.php`>Notifications</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`login.php`>Login</a>
                        </li>
                        <li class=`nav-item`>
                            <a class=`nav-link` href=`register.php`>Register</a>
                        </li>
                    </ul>
                </div>
            </div>
        </nav>
        <main class=`my-4`>

Footer (includes/footer.php)


        </main>
        <footer class=`text-center my-4`>
            <p>© 2023 Office Management System. All rights reserved.</p>
        </footer>
    </div>
    <script src=`https://cdn.jsdelivr.net/npm/bootstrap@5.1.3/dist/js/bootstrap.bundle.min.js`></script>
</body>
</html>

4. PHP Code for User Authentication

Registration (public/register.php)


<?php
require '../config/db.php';
require '../includes/header.php';
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $username = $_POST['username'];
    $email = $_POST['email'];
    $password = password_hash($_POST['password'], PASSWORD_DEFAULT);
    $stmt = $conn->prepare(`INSERT INTO users (username, email, password) VALUES (?, ?, ?)`);
    $stmt->bind_param(`sss`, $username, $email, $password);
    $stmt->execute();
    $stmt->close();
    header(`Location: login.php`);
}
?>
<form method=`POST` action=``>
    <div class=`mb-3`>
        <label for=`username` class=`form-label`>Username</label>
        <input type=`text` class=`form-control` id=`username` name=`username` required>
    </div>
    <div class=`mb-3`>
        <label for=`email` class=`form-label`>Email</label>
        <input type=`email` class=`form-control` id=`email` name=`email` required>
    </div>
    <div class=`mb-3`>
        <label for=`password` class=`form-label`>Password</label>
        <input type=`password` class=`form-control` id=`password` name=`password` required>
    </div>
    <button type=`submit` class=`btn btn-primary`>Register</button>
</form>
<?php require '../includes/footer.php'; ?>


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $username = $_POST['username'];
    $password = $_POST['password'];
    $stmt = $conn->prepare(`SELECT * FROM users WHERE username = ?`);
    $stmt->bind_param(`s`, $username);
    $stmt->execute();
    $result = $stmt->get_result();
    $user = $result->fetch_assoc();
    if ($user && password_verify($password, $user['password'])) {
        $_SESSION['user_id'] = $user['id'];
        $_SESSION['role'] = $user['role'];
        header(`Location: dashboard.php`);
    } else {
        echo `Invalid credentials.`;
    }
}
?>
<form method=`POST` action=``>
    <div class=`mb-3`>
        <label for=`username` class=`form-label`>Username</label>
        <input type=`text` class=`form-control` id=`username` name=`username` required>
    </div>
    <div class=`mb-3`>
        <label for=`password` class=`form-label`>Password</label>
        <input type=`password` class=`form-control` id=`password` name=`password` required>
    </div>
    <button type=`submit` class=`btn btn-primary`>Login</button>
</form>
<?php require '../includes/footer.php'; ?>

5. Additional PHP Scripts

Dashboard (public/dashboard.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header(`Location: login.php`);
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare(`SELECT * FROM users WHERE id = ?`);
$stmt->bind_param(`i`, $user_id);
$stmt->execute();
$result = $stmt->get_result();
$user = $result->fetch_assoc();
?>
<h2>Welcome, <?php echo $user['username']; ?></h2>
<p>Your role: <?php echo ucfirst($user['role']); ?></p>
<?php require '../includes/footer.php'; ?>

Document Management (public/documents.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header(`Location: login.php`);
    exit();
}
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $document_name = $_POST['document_name'];
    $file_path = $_FILES['file']['name'];
    $target_dir = `uploads/`;
    $target_file = $target_dir . basename($file_path);
    
    // Upload file
    move_uploaded_file($_FILES['file']['tmp_name'], $target_file);
    $stmt = $conn->prepare(`INSERT INTO documents (user_id, document_name, file_path) VALUES (?, ?, ?)`);
    $stmt->bind_param(`iss`, $_SESSION['user_id'], $document_name, $target_file);
    $stmt->execute();
    $stmt->close();
    header(`Location: documents.php`);
}
?>
<h2>Manage Documents</h2>
<form method=`POST` action=`` enctype=`multipart/form-data`>
    <div class=`mb-3`>
        <label for=`document_name` class=`form-label`>Document Name</label>
        <input type=`text` class=`form-control` id=`document_name` name=`document_name` required>
    </div>
    <div class=`mb-3`>
        <label for=`file` class=`form-label`>Upload File</label>
        <input type=`file` class=`form-control` id=`file` name=`file` required>
    </div>
    <button type=`submit` class=`btn btn-primary`>Upload Document</button>
</form>
<h3>Existing Documents</h3>
<table class=`table`>
    <thead>
        <tr>
            <th>ID</th>
            <th>Document Name</th>
            <th>File Path</th>
            <th>Uploaded At</th>
        </tr>
    </thead>
    <tbody>
        <?php
        $stmt = $conn->prepare(`SELECT * FROM documents WHERE user_id = ?`);
        $stmt->bind_param(`i`, $_SESSION['user_id']);
        $stmt->execute();
        $result = $stmt->get_result();
        while ($doc = $result->fetch_assoc()): ?>
        <tr>
            <td><?php echo $doc['id']; ?></td>
            <td><?php echo $doc['document_name']; ?></td>
            <td><a href=`<?php echo $doc['file_path']; ?>` target=`_blank`>View</a></td>
            <td><?php echo $doc['created_at']; ?></td>
        </tr>
        <?php endwhile; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Task Management (public/tasks.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header(`Location: login.php`);
    exit();
}
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $project_id = $_POST['project_id'];
    $assigned_to = $_POST['assigned_to'];
    $title = $_POST['title'];
    $description = $_POST['description'];
    $due_date = $_POST['due_date'];
    $stmt = $conn->prepare(`INSERT INTO tasks (project_id, assigned_to, title, description, due_date) VALUES (?, ?, ?, ?, ?)`);
    $stmt->bind_param(`iisss`, $project_id, $assigned_to, $title, $description, $due_date);
    $stmt->execute();
    $stmt->close();
    header(`Location: tasks.php`);
}
// Fetch users for assignment
$stmt = $conn->prepare(`SELECT * FROM users WHERE role = 'employee'`);
$stmt->execute();
$result = $stmt->get_result();
$employees = $result->fetch_all(MYSQLI_ASSOC);
// Fetch projects for the form
$stmt = $conn->prepare(`SELECT * FROM projects`);
$stmt->execute();
$result = $stmt->get_result();
$projects = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Manage Tasks</h2>
<form method=`POST` action=``>
    <div class=`mb-3`>
        <label for=`project_id` class=`form-label`>Select Project</label>
        <select class=`form-select` id=`project_id` name=`project_id` required>
            <?php foreach ($projects as $project): ?>
            <option value=`<?php echo $project['id']; ?>`><?php echo $project['name']; ?></option>
            <?php endforeach; ?>
        </select>
    </div>
    <div class=`mb-3`>
        <label for=`assigned_to` class=`form-label`>Assign To</label>
        <select class=`form-select` id=`assigned_to` name=`assigned_to` required>
            <?php foreach ($employees as $employee): ?>
            <option value=`<?php echo $employee['id']; ?>`><?php echo $employee['username']; ?></option>
            <?php endforeach; ?>
        </select>
    </div>
    <div class=`mb-3`>
        <label for=`title` class=`form-label`>Task Title</label>
        <input type=`text` class=`form-control` id=`title` name=`title` required>
    </div>
    <div class=`mb-3`>
        <label for=`description` class=`form-label`>Description</label>
        <textarea class=`form-control` id=`description` name=`description` required></textarea>
    </div>
    <div class=`mb-3`>
        <label for=`due_date` class=`form-label`>Due Date</label>
        <input type=`date` class=`form-control` id=`due_date` name=`due_date` required>
    </div>
    <button type=`submit` class=`btn btn-primary`>Add Task</button>
</form>
<?php require '../includes/footer.php'; ?>