CMS: Session & Attendee Management
UI UX
Web Design
System Design
Managing academic sessions efficiently is crucial for Project Academy’s course operations, but existing third-party event management tools lacked flexibility for bulk session duplication, enrolment tracking, and low-attendance monitoring. This redesign reduces admin workload, improves session visibility, and enhances operational efficiency for Project Academy.
Client
Project Academy
Tool
Figma
Year
Jan 2025 - March
Role
Product Designer
CMS
(Context)
©2025
CMS
(Context)
©2025
CMS
(Context)
©2025
Context
(CMS)
01
Problem statment
🔴 Inefficient session duplication: Creating similar sessions required repetitive manual entry. 🔴 No unified enrolment view: Admins couldn’t see a student’s enrolment across subjects. 🔴 Lack of low-attendance alerts: Making timely decisions on resource allocation was difficult.
01
Problem statment
🔴 Inefficient session duplication: Creating similar sessions required repetitive manual entry. 🔴 No unified enrolment view: Admins couldn’t see a student’s enrolment across subjects. 🔴 Lack of low-attendance alerts: Making timely decisions on resource allocation was difficult.
01
Problem statment
🔴 Inefficient session duplication: Creating similar sessions required repetitive manual entry. 🔴 No unified enrolment view: Admins couldn’t see a student’s enrolment across subjects. 🔴 Lack of low-attendance alerts: Making timely decisions on resource allocation was difficult.
01
Problem statment
🔴 Inefficient session duplication: Creating similar sessions required repetitive manual entry. 🔴 No unified enrolment view: Admins couldn’t see a student’s enrolment across subjects. 🔴 Lack of low-attendance alerts: Making timely decisions on resource allocation was difficult.
02
Goal
✅ Enable bulk session editing and duplication to reduce repetitive tasks. ✅ Provide a multi-level dashboard for enrolment tracking at global, subject, and session levels. ✅ Improve attendee visibility and management across subjects. ✅ Identify low-enrolment sessions early to optimise teacher allocation.
02
Goal
✅ Enable bulk session editing and duplication to reduce repetitive tasks. ✅ Provide a multi-level dashboard for enrolment tracking at global, subject, and session levels. ✅ Improve attendee visibility and management across subjects. ✅ Identify low-enrolment sessions early to optimise teacher allocation.
02
Goal
✅ Enable bulk session editing and duplication to reduce repetitive tasks. ✅ Provide a multi-level dashboard for enrolment tracking at global, subject, and session levels. ✅ Improve attendee visibility and management across subjects. ✅ Identify low-enrolment sessions early to optimise teacher allocation.
02
Goal
✅ Enable bulk session editing and duplication to reduce repetitive tasks. ✅ Provide a multi-level dashboard for enrolment tracking at global, subject, and session levels. ✅ Improve attendee visibility and management across subjects. ✅ Identify low-enrolment sessions early to optimise teacher allocation.
03
Success Metrics
📊 50% reduction in time spent on session creation through bulk editing & duplication. 📊 Improved session tracking, allowing admins to quickly identify low-enrolment sessions. 📊 Better attendee management, with centralised tracking across all subjects.
03
Success Metrics
📊 50% reduction in time spent on session creation through bulk editing & duplication. 📊 Improved session tracking, allowing admins to quickly identify low-enrolment sessions. 📊 Better attendee management, with centralised tracking across all subjects.
03
Success Metrics
📊 50% reduction in time spent on session creation through bulk editing & duplication. 📊 Improved session tracking, allowing admins to quickly identify low-enrolment sessions. 📊 Better attendee management, with centralised tracking across all subjects.
03
Success Metrics
📊 50% reduction in time spent on session creation through bulk editing & duplication. 📊 Improved session tracking, allowing admins to quickly identify low-enrolment sessions. 📊 Better attendee management, with centralised tracking across all subjects.
Overview
Overview
Overview
Project Overview
Project Academy’s academic operations depend on efficient session and enrolment management. However, existing third-party tools like Eventbrite and Luma were designed for general event management and lacked key capabilities tailored to educational workflows. As a result, staff spent significant time duplicating sessions, tracking enrolments manually, and identifying low-attendance risks too late.
To address this, we designed a custom CMS that improves operational efficiency, reduces administrative burden, and provides better visibility into enrolment trends across all levels.
Problem
Through interviews with 6 internal admins and marketing staff, we identified three key challenges
Function
Inefficient session duplication
Creating similar sessions required full re-entry of session details, even when only the time changed.
Function
Inefficient session duplication
Creating similar sessions required full re-entry of session details, even when only the time changed.
Function
Inefficient session duplication
Creating similar sessions required full re-entry of session details, even when only the time changed.
Structure
No centralised enrolment tracking
Admins couldn’t easily view total enrolments across all subjects or identify students enrolled in multiple sessions.
Structure
No centralised enrolment tracking
Admins couldn’t easily view total enrolments across all subjects or identify students enrolled in multiple sessions.
Structure
No centralised enrolment tracking
Admins couldn’t easily view total enrolments across all subjects or identify students enrolled in multiple sessions.
Visibility
Lack of low-attendance visibility
Under-enrolled sessions went unnoticed until too late, leading to wasted resources and poor teacher allocation.
Visibility
Lack of low-attendance visibility
Under-enrolled sessions went unnoticed until too late, leading to wasted resources and poor teacher allocation.
Visibility
Lack of low-attendance visibility
Under-enrolled sessions went unnoticed until too late, leading to wasted resources and poor teacher allocation.
Research
Main User
👩💻 Admins – Oversee session creation, duplication, and student enrolment. 📈 Marketers – Use data insights to track session popularity and adjust promotions accordingly.
Research
Main User
👩💻 Admins – Oversee session creation, duplication, and student enrolment. 📈 Marketers – Use data insights to track session popularity and adjust promotions accordingly.
Research
Main User
👩💻 Admins – Oversee session creation, duplication, and student enrolment. 📈 Marketers – Use data insights to track session popularity and adjust promotions accordingly.
Research
Main User
👩💻 Admins – Oversee session creation, duplication, and student enrolment. 📈 Marketers – Use data insights to track session popularity and adjust promotions accordingly.
Goals
Reduce session creation time via bulk duplication and editing
Improve enrolment tracking across global, subject, and session levels
Empower admins to identify low-attendance sessions early
Provide marketers with data to optimise course promotion strategies
Overview
Project Overview
Project Academy’s academic operations depend on efficient session and enrolment management. However, existing third-party tools like Eventbrite and Luma were designed for general event management and lacked key capabilities tailored to educational workflows. As a result, staff spent significant time duplicating sessions, tracking enrolments manually, and identifying low-attendance risks too late.
To address this, we designed a custom CMS that improves operational efficiency, reduces administrative burden, and provides better visibility into enrolment trends across all levels.
Problem
Through interviews with 6 internal admins and marketing staff, we identified three key challenges
Function
Inefficient session duplication
Creating similar sessions required full re-entry of session details, even when only the time changed.
Structure
No centralised enrolment tracking
Admins couldn’t easily view total enrolments across all subjects or identify students enrolled in multiple sessions.
Visibility
Lack of low-attendance visibility
Under-enrolled sessions went unnoticed until too late, leading to wasted resources and poor teacher allocation.
Research
Main User
👩💻 Admins – Oversee session creation, duplication, and student enrolment. 📈 Marketers – Use data insights to track session popularity and adjust promotions accordingly.
Research
Main User
👩💻 Admins – Oversee session creation, duplication, and student enrolment. 📈 Marketers – Use data insights to track session popularity and adjust promotions accordingly.
Goals
Reduce session creation time via bulk duplication and editing
Improve enrolment tracking across global, subject, and session levels
Empower admins to identify low-attendance sessions early
Provide marketers with data to optimise course promotion strategies
Ideation & Solutions
Ideation & Solutions
Research & Discovery
Research & Discovery
Research & Discovery
We began with stakeholder interviews and workflow observations across three internal teams. This helped us understand pain points beyond the UI—such as duplicated admin effort, decision-making delays, and lack of real-time data access.
We began with stakeholder interviews and workflow observations across three internal teams. This helped us understand pain points beyond the UI—such as duplicated admin effort, decision-making delays, and lack of real-time data access.
🧠 Communicating the Multi-Course Sign-Up
Initially considered a cart display (0/4 sessions), but it risked misleading users into thinking they had to choose four courses. Final solution: A placeholder-like prompt that subtly encouraged users to add more courses while keeping the process optional and intuitive.
📂 Information Architecture
The CMS is structured into 3 levels for better session tracking:
The CMS is structured into 3 levels for better session tracking:
The CMS is structured into 3 levels for better session tracking:
Global View
Overview of all subjects and enrolments across the platform
Overspending without realizing it?
Global View
Overview of all subjects and enrolments across the platform
Easy tracking and navigating
Global View
Overview of all subjects and enrolments across the platform
Overspending without realizing it?
Global View
Overview of all subjects and enrolments across the platform
Overspending without realizing it?
Subject Level
Breakdown of sessions per subject (e.g., HSC Biology, Chemistry).
Without real-time updates, it's easy to lose track of spending.
Subject Level
Breakdown of sessions per subject (e.g., HSC Biology, Chemistry).
Attendees can be filtered by - Session - Subject
Subject Level
Breakdown of sessions per subject (e.g., HSC Biology, Chemistry).
Without real-time updates, it's easy to lose track of spending.
Subject Level
Breakdown of sessions per subject (e.g., HSC Biology, Chemistry).
Without real-time updates, it's easy to lose track of spending.
Session Level
Individual class sessions, including attendee details and enrolment status.
Receive real-time alerts when you're approaching your budget limits.
Session Level
Individual class sessions, including attendee details and enrolment status.
Updating attendee's details, bulk editing available
Session Level
Individual class sessions, including attendee details and enrolment status.
Receive real-time alerts when you're approaching your budget limits.
Session Level
Individual class sessions, including attendee details and enrolment status.
Receive real-time alerts when you're approaching your budget limits.
Design & Prototyping
Inspo
Ideation
Ideation
Ideation
Ideation
Iteration
Iteration
WIREFRAMES
WIREFRAMES
Low-Fidelity Mobile Prototype
We explored multiple dashboard layouts: Tabbed interface, Collapsible panels and Persistent sidebar navigation.
Internal testing with 4 admins revealed the sidebar layout offered the best balance of visibility and ease of navigation, especially when managing multiple subjects or switching between session types.
Low FI wireframe
WIREFRAMES
WIREFRAMES
Accessibility & Usability
We prioritised clear layouts, keyboard navigation, and iconography that made key session states immediately recognisable. Internal testing helped us refine the table and card designs for readability, especially on smaller displays or for users switching between systems.
Accessibility & Usability
We prioritised clear layouts, keyboard navigation, and iconography that made key session states immediately recognisable. Internal testing helped us refine the table and card designs for readability, especially on smaller displays or for users switching between systems.
Iteration
Iteration
Iteration
Iteration
Final delivery
Final delivery
Final delivery
Final delivery
Final Delivery
Final Delivery
Final Delivery
Final UI
Mobile Checkout Flow
UI Highlights
The redesigned Procon checkout experience supports seamless multi-course sign-up on mobile, improving usability and clarity for high school students and parents.
Key enhancements include:
A guided cart flow allowing up to four sessions
Real-time feedback on session availability
A clear order summary with promo code support
Friendly visual cues and a smooth confirmation screen
Sidebar navigation for rapid context switching
Real-time enrolment stats with colour-coded indicators
Bulk editing and duplication tools surfaced directly in-session view
Advanced filters for stream, campus, and enrolment count
Warnings for low-enrolment sessions and scheduling conflicts
Icon-based status indicators for quick session health review
The redesigned Procon checkout experience supports seamless multi-course sign-up on mobile, improving usability and clarity for high school students and parents.
Key enhancements include:
A guided cart flow allowing up to four sessions
Real-time feedback on session availability
A clear order summary with promo code support
Friendly visual cues and a smooth confirmation screen
The redesigned Procon checkout experience supports seamless multi-course sign-up on mobile, improving usability and clarity for high school students and parents.
Key enhancements include:
A guided cart flow allowing up to four sessions
Real-time feedback on session availability
A clear order summary with promo code support
Friendly visual cues and a smooth confirmation screen
🖥️ Before & After
Subject Level
Impact & Result
~50% reduction in time spent on session creation
Centralised enrolment visibility enabled for the first time
Improved attendance rate by flagging low-enrolment sessions early
Reduced tool fragmentation, eliminating need for external platforms like Eventbrite
Improved admin confidence and autonomy, based on internal feedback sessionsDecreased admin reliance on external tools, streamlining internal workflows
💡 Key challenges
💡 Key challenges
Navigating Hierarchical Data
Admins needed to manage data across subjects, sessions, and campuses without getting lost in complexity.
Multi-Session Attendee Management
Students often enrolled in multiple subjects, making tracking fragmented.
Balancing Power Features with Simplicity
Avoid overwhelming non-technical users while enabling advanced operations.
🙌 Major takeaways:
This project pushed me to think beyond UI — to design systems that empower internal teams through clarity and control. I collaborated closely with developers to navigate technical constraints and prioritise meaningful functionality over visual polish alone. The result was not just a smoother admin experience, but a smarter, scalable foundation for Project Academy’s growth.
Impact & Result
~50% reduction in time spent on session creation
Centralised enrolment visibility enabled for the first time
Improved attendance rate by flagging low-enrolment sessions early
Reduced tool fragmentation, eliminating need for external platforms like Eventbrite
Improved admin confidence and autonomy, based on internal feedback sessionsDecreased admin reliance on external tools, streamlining internal workflows
💡 Key challenges
Navigating Hierarchical Data
Admins needed to manage data across subjects, sessions, and campuses without getting lost in complexity.
Multi-Session Attendee Management
Students often enrolled in multiple subjects, making tracking fragmented.
Balancing Power Features with Simplicity
Avoid overwhelming non-technical users while enabling advanced operations.
🙌 Major takeaways:
This project pushed me to think beyond UI — to design systems that empower internal teams through clarity and control. I collaborated closely with developers to navigate technical constraints and prioritise meaningful functionality over visual polish alone. The result was not just a smoother admin experience, but a smarter, scalable foundation for Project Academy’s growth.