FitnessGram client, with an existing user base of 50 lakh users, has approached us to redesign their entire platform. They seek solutions to address the challenges currently faced with the platform while ensuring a seamless transition for existing users accustomed to the current flow. The client's primary objectives include enhancing the platform's user interface (UI) without disrupting the existing flow and streamlining the user experience to facilitate the completion of major tasks. Our task is to identify and alleviate pain points where users encounter difficulties in navigating and utilizing the platform effectively.
After engaging in numerous calls with both clients and administrators of the existing platform, we gained a comprehensive understanding of its functionalities. Subsequently, we commenced the process of preparing user flows. The platform accommodates nine distinct user roles, each assigned specific functionalities and organized within a hierarchical structure. These roles include Super Admin, Admin, State Admin, District Admin, School Admin, Teacher, Student, Parent, and Partner. Notably, users may be assigned multiple roles simultaneously. To ensure a thorough analysis, we initially crafted user flows for each individual role, delineating their respective interactions and pathways within the platform.
Following approval of the user flows from the client, we initiated the design phase. Our approach involved iterative collaboration with the client, presenting prototypes for feedback and incorporating any required changes. Our primary goal in the redesign was to enhance user accessibility and streamline platform usage.
We achieved this by prioritizing each user's primary tasks as the focal point of their home screen. For instance, for users involved in event management, the home screen prominently featured options for creating, viewing, and monitoring event statuses. Similarly, for users requiring access to overall reports, the home screen provided immediate access to relevant data.
To ensure a seamless user experience, we optimized the home screen layout to resemble a professional application interface rather than a traditional web page. Additionally, we streamlined the user interface by hiding rarely used options and incorporating a "view more" feature in the menu for accessing less frequently utilized functionalities.
By tailoring the home screen to each user's specific needs and minimizing clutter, we aimed to enhance usability and efficiency, ultimately improving the overall user experience of the platform.
Initially, access to the platform is granted solely to the super admin, who holds the authority to create, edit, or delete any user account. The onboarding process begins with the super admin creating a state and assigning an admin to oversee it. Subsequently, the super admin proceeds to create multiple districts within the state, assigning an admin to each district. While the state admin retains the capability to add a district admin, they are unable to create districts themselves.
Similarly, within each district, the super admin creates multiple schools and designates a school admin for each. Notably, both the super admin and school admin possess the ability to create classes within the schools, with the option to assign an admin to each class. Following the creation of a class, the school admin assumes responsibility for adding students, as teachers are unable to directly add students but may request their addition.
This hierarchical structure extends to role assignments, where district admins may serve as admins for one or multiple districts, and school admins may concurrently hold roles as teachers and district admins. Likewise, teachers have the potential to serve as school admins and district admins, contributing to a dynamic and versatile organizational framework.
A significant aspect of platform usage revolves around events, categorized into FitnessGram, ActivityGram, and ActivityLog. FitnessGram, the most utilized event type, encompasses various physical activity tests such as Height, Weight, BMI, Pacer 15M, Pacer 20M, Sit & Stretch left, Sit & Stretch Right, Pushup, Trunk Lift, Sit and Reach, Shoulder Stretch, among others.
Users with different roles—teachers, school admins, and district admins—have the authority to create events, which may include multiple tests or a single test. Teachers can create events for their classes, school admins for their entire school or specific classes, and district admins for specific schools or classes across multiple schools.
Regarding event management, the creator (teacher, school admin, or district admin) retains the ability to edit or delete the event they created. However, permissions vary: teachers can edit or delete events they create, while school admins can do so for events they create or oversee, and district admins have sole editing and deletion authority for events they create.
Upon event creation, students proceed to enter their test data. Students, along with teachers, school admins, and district admins, are permitted to input data. Once students submit their data, it undergoes administration by teachers and school admins for approval, editing, or rejection. Teachers and school admins can either accept the results, request revisions, or ask students to redo the test, ensuring accuracy and integrity in data management.
The platform features various reports tailored to user roles. However, the current design lacks user-friendliness, with cumbersome report previews and filter functionalities. Many options are non-functional, necessitating a UI overhaul. To enhance user experience, reports have been categorized based on user needs. For instance, under FitnessGram reports, sub-categories include FitnessGram student report, overview report, completion report, statistics report, and class score report. Similar sub-reports exist for ActivityGram and ActivityLog.
To streamline report generation, filters have been modified according to user requirements. Two filter sets are implemented: commonly used filters readily accessible, while rarely used filters are accessible via a "view more" button. Given the potential for numerous reports, exceeding tens of thousands, the platform previously experienced delays in generating PDF reports. To address this, a list view of reports is introduced, displaying student names and pertinent information within a single line. Users can click on a student to preview or download reports in PDF, CSV, or XPS formats. Additionally, users have the option to email or print reports instantly. These improvements aim to facilitate efficient report management and enhance user satisfaction.
The platform offers a CSV file upload feature to import user data, but its current implementation is complex and not user-friendly. Users often face confusion and complaints due to the potential risk of wiping out existing data if options are selected without careful consideration. Additionally, the mapping process, which requires users to align data fields with the database, is challenging to understand and execute.
To address these issues, the import feature has been revamped into three distinct workspaces: import, mapping, and import history. Mapping, a less frequently used function, is now streamlined. If a CSV template is already mapped, users can proceed with the import without adjustments. However, for unmapped CSV files, users are guided through the mapping process and provided with a CSV template for reference, reducing errors.
In the import section, a step-by-step process has been implemented for ease of use. Rarely used options are hidden by default, ensuring users are less likely to inadvertently select incorrect settings. Users can now select a file, check for errors, and preview error details. If errors are identified, users can edit the fields and reupload the CSV file. Upon successful upload, data is promptly updated in the database, and users can monitor the update status in the import history. Furthermore, users have the option to undo uploads through the import history in case of errors. These enhancements aim to simplify the import process, minimize errors, and improve user experience.
The platform offers a range of additional functionalities tailored to different user roles. For Super Admins, tasks include adding states and partners, as well as districts and schools. They can upload content like audio files and PDFs containing instructions, which are integrated into users' smart coach resources. Super Admins also manage licenses for states, partners, districts, and schools to regulate platform access based on subscription plans.
Single Sign-On (SSO) configuration is performed for all districts, using authorization protocols to streamline user authentication. Users receive notifications for data updates, approval requests, and other relevant information. District Admins have the ability to promote schools after each academic year.
Roles and Privileges functionality empowers users like District Admins, State Admins, and Super Admins to define application usage for their subordinates. This feature enables them to customize access permissions, restricting users from certain actions. For example, a District Admin can revoke a teacher's edit access for FitnessGram events by deselecting the corresponding option, effectively limiting their capabilities within the platform.
The platform offers extensive customization options, allowing users to tailor their experience according to specific requirements. Further exploration of these features can provide deeper insights into their functionalities and benefits.
