Introduction
Overview
Keeping track of repairs across dozens of schools is no small task. This responsive, multi-role platform brings clarity to the process, making it easy for staff to report issues, for maintenance teams to manage tasks efficiently, and for senior managers to get real-time oversight, all in one place.
The Challenge
Withour this system, most incident reporting was done via phone, emails, or even handwritten notes.
This caused:
Design Decisions
Issue Reporting
Initially, I explored a single-page form that presented all the reporting fields at once. While comprehensive, this approach quickly felt overwhelming—especially for non-technical users facing a stressful issue they just encountered.
Before: One long form.
After: Streamlined into three clear steps.
To address this, I applied the principle of gradual disclosure and restructured the form into three simple, guided steps:
Reporter details
Issue details
Repair preferences
This change reduced cognitive load, improved completion rates, and gave users a clearer sense of progress through the reporting process.
Visual Overview
A dashboard that gives managers a quick glance
Status Columns
The kanban-style view groups issues by status. This allows drag-and-drop updates and encourages real-time tracking.
Calendar View
Maintenance staff and managers can both view and assign tasks by day.
This keeps everyone aligned and increases accountability.
Issue Display
Shows all report info in one place, with options to edit or delete for better accuracy and control.
Mobile
Mobile responsiveness was essential, as most reporting and repair actions happen on phones. The design had to stay clear, fast, and easy to use on small screens.
Reflection
Designing a complex system like this was deeply rewarding.
It challenged me to think not only about beautiful UIs, but also about system-level clarity, accessibility, and emotional ease.Using AI tools along the way helped me work faster and more strategically.
Most importantly, I stayed focused on the human experience—crafting a solution that made each user feel seen, supported, and in control.
