CMS: Session & Attendee Management (WIP)
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
Year
Jan 2025 - Present
Role
Product Designer
🔴 Limited session duplication capabilities – Existing platforms were event-focused rather than education-focused, requiring full re-entry of details for each session
🔴 Lack of centralised attendee tracking – Students could enrol in multiple subjects, but there was no unified dashboard to view total enrolment across all sessions.
🔴 Inefficient resource planning
✅ Increase efficiency in session management through bulk editing & duplication.
✅ Improve session visibility with a dashboard tracking enrolments at global, subject, and session levels.
✅ Reduce administrative workload by minimising repetitive data entry.
✅ Optimise teacher resource allocation by identifying low-enrolment sessions.
📊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.
1. Project Overview
Why was this CMS needed?
Project Academy previously relied on third-party event management platforms like Eventbrite and Luma, which lacked flexibility for academic session management. The existing system made session duplication inefficient, requiring manual entry of all details for every new session, even when only the time changed.
This CMS was designed to:
✅ Give Project Academy full control over session & attendee management
✅ Enable efficient session duplication to streamline scheduling
✅ Provide a centralized dashboard for admins & marketers to track attendance and low-enrollment sessions
✅ Optimize resource planning by identifying under-enrolled sessions to better allocate teachers and classroom time
Who are the main users?
👩💻 Admins – Oversee session creation, duplication, and student enrollment.
📈 Marketers – Use data insights to track session popularity and adjust promotions accordingly.
2.Design Process
📂 Information Architecture
The CMS is structured into three levels for better session tracking:
1️⃣ Global View – Overview of all subjects and enrolments across the platform.
2️⃣ Subject Level – Breakdown of sessions per subject (e.g., HSC Biology, Chemistry).
3️⃣ Session Level – Individual class sessions, including attendee details and enrolment status.
🖌️ Dashboard UI Decisions
Key metrics displayed include:
✅ Total enrolled students per subject & session
✅ Sessions nearing full capacity
✅ Low-enrolent sessions requiring adjustments
✅ Bulk edit & duplication options for efficient session management
⚠️ Error Handling & Accessibility
Challenges & Solutions
🛠 UX/UI Challenge: Navigating Multiple Levels Intuitively
❌ Challenge: Balancing hierarchical navigation (global → subject → session) while ensuring users could easily track attendees across different subjects, sessions, campuses, and streams.
✅ Solution: Designed a sidebar layout for quick switching between subjects & sessions while keeping key enrolment data visible.
📊 Managing Attendees Across Sessions
❌ Challenge: Users needed to track students enrolled in multiple subjects while managing them efficiently across different sessions.
✅ Solution: Implemented advanced filtering to sort by subject, session, campus, and stream, allowing quick identification of specific attendees.
🚀 Balancing Simplicity with Admin Power Features
❌ Challenge: Keeping the interface simple while still supporting bulk editing, enrolment tracking, and data export.
✅ Solution: Introduced bulk actions for managing multiple sessions & attendees at once, combined with real-time updates in the dashboard.
6. Results & Impact (Projected Until Final Data Available)
✅TBD