Building a Smart Shift & Task Management System
Building a Smart Shift & Task Management System
Building a Smart Shift & Task Management System
Category
SAAS, B2B
Role
Lucy Rivera
Duration
1 month
1 and a half months
Company
Elasticrun
Projected Impact
Faster shift allocation workflows
Faster shift allocation workflows
The platform was designed to enable faster shift allocation workflows by centralizing staffing visibility, attendance tracking, and shift coordination into a single operational dashboard. This helped managers assign shifts more efficiently, reduce manual follow-ups, and respond quicker to workforce gaps across locations.
The platform was designed to enable faster shift allocation workflows by centralizing staffing visibility, attendance tracking, and shift coordination into a single operational dashboard. This helped managers assign shifts more efficiently, reduce manual follow-ups, and respond quicker to workforce gaps across locations.
Context
Operations managers relied on manual coordination and fragmented tools for shift planning, attendance, and task management, leading to staffing gaps and delayed operations.
The platform was designed to centralize workforce operations into a single dashboard experience that enables faster shift planning, real-time monitoring, and smoother operational coordination.
Operations managers relied on manual coordination and fragmented tools for shift planning, attendance, and task management, leading to staffing gaps and delayed operations.
The platform was designed to centralize workforce operations into a single dashboard experience that enables faster shift planning, real-time monitoring, and smoother operational coordination.
Operations managers relied on manual coordination and fragmented tools for shift planning, attendance, and task management, leading to staffing gaps and delayed operations.
The platform was designed to centralize workforce operations into a single dashboard experience that enables faster shift planning, real-time monitoring, and smoother operational coordination.
My Key Contributions
Meet the Operations Manager Behind the Challenge
Meet Mr. Sahil - a Shift Operations Manager overwhelmed by manual staffing coordination, attendance tracking, and task follow-ups.
Meet Mr. Sahil - a Shift Operations Manager overwhelmed by manual staffing coordination, attendance tracking, and task follow-ups.
Target Users
Target Users
Key Operational Challenges
Key Operational Challenges
Manual shift
coordination
Manual shift
coordination
Manual shift
coordination
Fragmented task
management
Fragmented task
management
Fragmented task
management
Delayed
approvals
Delayed
approvals
Attendance tracking
difficulties
Attendance tracking
difficulties
Shaping the Strategy
Shaping the Strategy
UX Decisions Shaping the Experience
Design Direction -
UI Design Consideration
Dense Data Layout
Dense Data Layout
The table-heavy structure makes workforce monitoring feel cluttered and difficult to scan quickly.
The table-heavy structure makes workforce monitoring feel cluttered and difficult to scan quickly.
Weak Visual Hierarchy
Weak Visual Hierarchy
Weak Visual Hierarchy
All sections carry similar visual weight, making important information harder to prioritize.
All sections carry similar visual weight, making important information harder to prioritize.
Information Overload
Information Overload
Too much structured data appears at once, increasing cognitive load for managers.
Too much structured data appears at once, increasing cognitive load for managers.
Limited Quick Actions
Limited Quick Actions
High-frequency tasks like approvals and shift coordination require more effort than necessary.
High-frequency tasks like approvals and shift coordination require more effort than necessary.
Unclear Workflow Prioritization
Unclear Workflow Prioritization
Operational actions and workforce insights compete for attention without clear focus areas.
Operational actions and workforce insights compete for attention without clear focus areas.
Key Feature Redesign - Core Experience
Key Feature Redesign -
Core Experience
FROM
TO
WHAT LOOKS BETTER
WHAT PERFORMS BETTER
FROM
FROM
WHAT LOOKS BETTER
WHAT LOOKS BETTER
The Shift View organizes workforce schedules into daily, weekly, and monthly views with details such as shift timings and departments.
The Task Dashboard provides structured task and sub-task management with task counts and status tracking.
The Shift View organizes workforce schedules into daily, weekly, and monthly views with details such as shift timings and departments.
The Task Dashboard provides structured task and sub-task management with task counts and status tracking.
The Shift View organizes workforce schedules into daily, weekly, and monthly views with details such as shift timings and departments.
The Task Dashboard provides structured task and sub-task management with task counts and status tracking.
TO
TO
WHAT PERFORMS BETTER
WHAT PERFORMS BETTER
The Shift View and Task Dashboard provide pre-built templates that can be quickly customized for timings, working days, subtasks, geofencing, and photo proofs, while displaying active shifts and assigned tasks in a simplified operational view.
The Shift View and Task Dashboard provide pre-built templates that can be quickly customized for timings, working days, subtasks, geofencing, and photo proofs, while displaying active shifts and assigned tasks in a simplified operational view.
The Shift View and Task Dashboard provide pre-built templates that can be quickly customized for timings, working days, subtasks, geofencing, and photo proofs, while displaying active shifts and assigned tasks in a simplified operational view.
Presenting
Shift and Task Management System
Shift and Task Management System
Shift and Task Management System
for Shift Operations Manager (User 1)
for Shift Operations Manager (User 1)
for Shift Operations Manager (User 1)
Task Management
Task Management
Task Management
Problem
Problem
Problem
Fragmented site operations and high manual overhead caused by managers recreating redundant task lists across multiple locations.
Fragmented site operations and high manual overhead caused by managers recreating redundant task lists across multiple locations.
Fragmented site operations and high manual overhead caused by managers recreating redundant task lists across multiple locations.
UX Decision
UX Decision
UX Decision
Developed a centralized "Browse & Deploy" library featuring modular cards, and a one-click "Add to Station" workflow.
Developed a centralized "Browse & Deploy" library featuring modular cards, and a one-click "Add to Station" workflow.
Developed a centralized "Browse & Deploy" library featuring modular cards, and a one-click "Add to Station" workflow.
Impact
Impact
Impact
Projected to reduce task-setup time by 70%.
Projected to reduce task-setup time by 70%.
Projected to reduce task-setup time by 70%.
Shift Management
Shift Management
Shift Management
Problem
Problem
Problem
Manual shift planning and task coordination were slowing down daily workforce operations and creating scheduling conflicts.
Manual shift planning and task coordination were slowing down daily workforce operations and creating scheduling conflicts.
Manual shift planning and task coordination were slowing down daily workforce operations and creating scheduling conflicts.
UX Decision
UX Decision
UX Decision
Introduced template-based shift planning, real-time shift management, and integrated task assignment workflows to simplify workforce coordination.
Introduced template-based shift planning, real-time shift management, and integrated task assignment workflows to simplify workforce coordination.
Introduced template-based shift planning, real-time shift management, and integrated task assignment workflows to simplify workforce coordination.
Impact
Impact
Impact
Projected to improve shift planning efficiency by ~35% using reusable templates and faster workforce allocation.
Projected to improve shift planning efficiency by ~35% using reusable templates and faster workforce allocation.
Projected to improve shift planning efficiency by ~35% using reusable templates and faster workforce allocation.
Attendance Management
Attendance Management
Attendance Management
Problem
Problem
Problem
Managing attendance, leave approvals, and shift swaps manually made workforce tracking slow and difficult.
Managing attendance, leave approvals, and shift swaps manually made workforce tracking slow and difficult.
Managing attendance, leave approvals, and shift swaps manually made workforce tracking slow and difficult.
UX Decision
UX Decision
UX Decision
Designed filter-based attendance tracking, automated replacement assignment during leave approvals, and simplified leave/swap request workflows to reduce manual workforce coordination.
Designed filter-based attendance tracking, automated replacement assignment during leave approvals, and simplified leave/swap request workflows to reduce manual workforce coordination.
Designed filter-based attendance tracking, automated replacement assignment during leave approvals, and simplified leave/swap request workflows to reduce manual workforce coordination.
Impact
Impact
Impact
Projected to reduce leave coordination effort by ~40%.
Projected to reduce leave coordination effort by ~40%.
Projected to reduce leave coordination effort by ~40%.
Extending the Experience to Frontline Workers
Extending the Experience to Frontline Workers
Extending the Experience to Frontline Workers
While station managers needed centralized operational control, frontline workers required a lightweight mobile experience focused on shifts, attendance, task tracking, and leave coordination.
While station managers needed centralized operational control, frontline workers required a lightweight mobile experience focused on shifts, attendance, task tracking, and leave coordination.
While station managers needed centralized operational control, frontline workers required a lightweight mobile experience focused on shifts, attendance, task tracking, and leave coordination.
Worker Goals
Worker Goals
Worker Goals
Frontline Workforce Journey
Frontline Workforce Journey
Frontline Workforce Journey
Presenting the Frontline Workforce App
Presenting the Frontline Workforce App
Presenting the Frontline Workforce App
Secure login and role-based access designed for admins, supervisors, and workers.
Secure login and role-based access designed for admins and workers.
Secure login and role-based access designed for admins, supervisors, and workers.
Task Execution Workflow
Task Execution Workflow
Task Execution Workflow
Key UX Decisions
Key UX Decisions
Key UX Decisions
Prioritized active tasks first
Reduced task completion friction
Simplified proof upload workflow
Prioritized active tasks first
Reduced task completion friction
Simplified proof upload workflow
Prioritized active tasks first
Reduced task completion friction
Simplified proof upload workflow
Operational Impact
Operational Impact
Operational Impact
Faster task completion updates
Improved workforce accountability
Reduced manual coordination effort
Faster task completion updates
Improved workforce accountability
Reduced manual coordination effort
Faster task completion updates
Improved workforce accountability
Reduced manual coordination effort
Leave/ Swap Requests
Leave/ Swap Requests
Key UX Decisions
Key UX Decisions
Key UX Decisions
Simplified leave and swap request flows to reduce dependency on manual coordination.
Simplified leave and swap request flows to reduce dependency on manual coordination.
Simplified leave and swap request flows to reduce dependency on manual coordination.
Prioritized request status visibility for quicker workforce communication.
Prioritized request status visibility for quicker workforce communication.
Prioritized request status visibility for quicker workforce communication.
Enabled faster shift replacement through streamlined swap interactions.
Enabled faster shift replacement through streamlined swap interactions.
Enabled faster shift replacement through streamlined swap interactions.
Impact
Impact
Impact
Reduced operational effort for managing leave and shift changes.
Reduced operational effort for managing leave and shift changes.
Reduced operational effort for managing leave and shift changes.
Improved visibility into request approvals and workforce availability.
Improved visibility into request approvals and workforce availability.
Improved visibility into request approvals and workforce availability.
Streamlined workforce coordination during shift disruptions.
Leave/ Swap Requests
Projected Operational Impact
Projected Operational Impact
Projected Operational Impact
Reduced dependency on manual coordination and fragmented tools.
Improved coordination between managers and frontline workers.
Improved workforce visibility across shifts, attendance, and tasks
Streamlined leave, swap, and task management workflows
Reduced dependency on manual coordination and fragmented tools.
Improved coordination between managers and frontline workers.
Improved workforce visibility across shifts, attendance, and tasks
Streamlined leave, swap, and task management workflows
Reduced dependency on manual coordination and fragmented tools.
Improved coordination between managers and frontline workers.
Reflections & Closing Note
Reflections & Closing Note
Reflections & Closing Note
Learned how to simplify complex workforce operations into faster and more manageable workflows.
Improved understanding of designing role-based experiences for managers and frontline workers.
Explored how real-time visibility and quick actions can improve operational efficiency.
Learned how to simplify complex workforce operations into faster and more manageable workflows.
Improved understanding of designing role-based experiences for managers and frontline workers.
Explored how real-time visibility and quick actions can improve operational efficiency.
Learned how to simplify complex workforce operations into faster and more manageable workflows.
Improved understanding of designing role-based experiences for managers and frontline workers.
3. Explored how real-time visibility and quick actions can improve operational efficiency.