Problem

The organization had no dedicated system for managing a large, distributed workforce. Team and technician management was handled entirely through disconnected Excel sheets, which led to:

• Fragmented and hard-to-maintain workforce data

• No clear view of who was assigned where, when, or to which building

• Limited control and visibility for managers

• High cognitive load when updating schedules, shifts, or assignments

• Increased errors as the workforce scaled across multiple buildings and locations

As the number of technicians and sites grew, these spreadsheet-based workflows became increasingly confusing, brittle, and time-consuming. Managers lacked real-time oversight, and even small changes required manual coordination across multiple files.

The product needed to be designed from scratch, with no existing internal tools or clear reference systems in place.

Solution

I designed a UX-first team management platform centered around clarity, time-based visualization, and fast scheduling actions.

The core concept was inspired by familiar calendar mental models—similar to Google Calendar—so managers could reason about people, time, and locations intuitively.

Key UX decisions included:

• A calendar-based grid layout to represent technicians across weekly and monthly views

• Clear visibility into who is assigned to which building, at what time, and for which job

• Hover-based interactions on calendar cells to quickly add, edit, or remove shifts without leaving context

• Drag-and-drop and inline actions to reduce friction when reassigning work

• Manager-level controls to override, adjust, or rebalance schedules in real time

• Progressive disclosure of details (job info, location, timing) to keep the interface clean while supporting complex scenarios

The system was designed to scale with large teams and multiple buildings, while remaining fast to scan, easy to update, and predictable to use.

Outcome

The final product replaced spreadsheet-driven workflows with a centralized workforce management system.

It gave managers real control over scheduling and assignments, improved visibility across teams and locations, and significantly reduced the confusion and manual effort involved in day-to-day operations.

By grounding the experience in a familiar calendar metaphor and pairing it with thoughtful interaction design, the platform made managing a large, dynamic workforce clearer, faster, and more reliable.