Bringing Clarity and Coordination to Scheduling Across Devices

Cut Errors by 25% and 40% Caregiver Satisfaction Increase

Coordinating Care Seamlessly

Redesigning a real-time scheduling system for a national childcare platform.

• Led the redesign of a scheduling system used by thousands of caregivers, teachers, and admins

Business Problem

Scheduling was fragmented and error-prone.

• Manual updates and offline workflows
• Late or missed arrivals due to unclear timing
• Admins intervened frequently to resolve mix-ups
• Poor visibility across roles and platforms

Our Goal

Design a centralized, role-aware scheduling system that works across devices.

• Enable real-time, synced updates for all users
• Tailor the experience to the unique needs of caregivers, teachers, and admins
• Reduce late or missed hand-offs
• Cut down on admin workload and stress

Primary Users & Pain Points

• Juggle multiple schedules and locations
• Need flexibility to update on the go

• Track incoming children by classroom
• Often unaware of changes until too late

• Manage the entire center’s logistics
• Constantly intervene to resolve issues

• No real-time visibility
• High volume of last-minute changes
• Confusing or missing updates

Why It Matters

In childcare, small lapses in clarity have high stakes

Real World Example

• A teacher once called a caregiver about a no-show, only to find the child still in their car
• The caregiver thought the drop-off had already happened
• The child was safe, but the moment highlighted the urgent need for better communication and coordination

The Solution

A flexible, real-time scheduling system built for context and role

• Mobile App (Caregivers): Confirm arrivals and update schedules on the go
• Tablet App (Teachers): Track incoming children in real time by room
• Web Portal (Admins): View center-wide schedule and resolve conflicts quickly
• Each user sees only what they need, reducing noise and confusion

Key Features

• Real-time syncing across all devices
• Availability indicators to show caregiver flexibility
• Drag-and-drop time slots for quick schedule adjustments
• Role-based permissions and views
• Designed for clarity, speed, and trust

Designing for Scale

Smart systems decisions for speed and consistency, reducing friction for both users and designers

• Reused existing components to move fast
• Added only essential new patterns (e.g. availability badges)
• Clarified what belonged in the system vs. one-off designs
• Helped the team scale without adding complexity

Working Around Constraints

Shipped fast despite limited engineering access

• Partnered with an engineer from within our own consulting agency for additional support
• Used async tools: Figma, Miro, DoveTail, structured specs
• Prioritized designs that were dev-friendly from the start
• Adaptable workflows kept us moving and ensured a smooth handoff.

Results & Impact

Quantitative outcomes from client feedback and internal metrics

• 25% reduction in scheduling errors
• 20–30% time savings for staff and caregivers
• 40% increase in caregiver satisfaction
• Strong adoption across mobile, tablet, and web

Why It Worked

• Focused on real user pain points
• Built on top of an evolving design system
• Designed for clarity, not complexity