EVENT SCHEDULER
About this project
Our client, BookedOut, serves agencies, brands, and workers for their staffing needs. This feature was built for scheduling hourly workers to large scale events and product launches. The legacy method for scheduling tasks that our users were currently working with was cumbersome and involved navigating back and forth across multiple screens in different applications.
Our client was having difficulty scheduling their event workers for large scale events.
This was a daily use case and thus vital to day to day operational efficiency.
Client: BookedOut Role: UX/UI Programs used: Sketch and Illustrator
Discover
The existing process required the event coordinator to sign into a screen that displayed all available staff, then jump to another screen to see what events needed to be filled. This became frustrating as it was easy to lose their place as they were viewing many screens at once while keeping track of bookings.
Our research included reviewing current calendar systems and finding overlapping needs in similar applications, while considering the context of how our scheduling system would be used.
DEFINE
The primary function was to be able to schedule staff all in one place. One of the major issues was that the user had to sift through hundreds of staff profiles to find a person available for the time slot selected. To solve this, a staff pool was created that would only show the available staff for the selected event time.
improving the Event scheduling process
The new process for scheduling was straightforward. When the user selected a specific grouping of events (a program) within a campaign they were able to select a single event to staff.
DESIGN AND DEVELOP
Staff profile cards were designed to display what time slot the person would be working and the role assigned. This allowed the user to verify what they intended to fill was correct. Only the amount of slots would be displayed that were needed to fill the event. This saved the user time, eliminating the need to manually double check their work in various screens.
Pool is opened when an event is selected, giving the event manager easy access to everyone that is available for the event.
The new staff members are now added. The user can unassign them if needed, and they would return to the pool. User clicks “save and book” to send a booking request to the staff.
In this state, the slotted workers cards are shown minus the “new” label. This means the event has been staffed previously, and can be edited if needed.
There was not a lot of real estate to work with, design decisions were based on fitting the most imperative information for the user to complete the task of scheduling.
calendar views
A visual representation of what needed to be filled and what was good to go helped to eliminate errors along the way.
weekly Schedule
After the event request is filtered, the corresponding events are visible.
open Staff pool
When the event slot is clicked it will turn to green and the pool will be revealed.
staff assigned
The event will be filled after the save and book button is clicked, closing out the pool.
summary
Scheduling staff had become a major headache especially since it was the bulk of their workday. This system allowed for easy, fast, and accurate staff assignments. Our biggest challenge was extracting the most important information and visually placing it in a way that gave direction to the user. This feature resulted in more events filled, more reliable event workers, and overall happier event managers.