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.