An attendance app that uses beacons and an admin app for event management.
Product Overview
WCM Here! is a mobile application that lets Weill Cornell Medicine community members interact with institutional events more conveniently. Available for both iOS and Android, WCM Here! Utilizes a location-based technology called “beacons” to identify the campus event the attendee is participating in and allows event organizers to provide timely information, such as presentation files and surveys, by simplifying attendance.
Problem Statement
The Weill Cornell Medicine (WCM) community faces challenges in efficiently engaging with institutional events. Attendees often struggle to access relevant event materials, such as presentation files and surveys, while event organizers lack an effective way to manage and track attendance.
Solution
To address the problem, WCM Here! a mobile application available on both iOS and Android, was introduced. The app leverages location-based beacon technology to identify the event an attendee is participating in, enabling seamless access to essential event information. This solution enhances the overall event experience by providing timely updates, simplifying attendance tracking, and improving organizer-attendee interactions.
My Role
As a Sr. UX designer for Weill Cornell Medical’s Events Management and Attendance Tracking Applications (WCM Here!), I work closely with key stakeholders and business analysts to thoroughly grasp the existing process and user requirements. I follow the Double Diamond UX approach, which includes performing user research, creating personas and user journey maps, creating visual design solution mockups, and running usability testing with users. I collaborate with the engineering and quality assurance teams to enhance the product’s usability and ensure it complies with WCM brand guidelines.
User Research I Visual Design I Interaction Design
Project Duration – 4 Months | Team Size – 6 Members
For Mobile App Users
Event Information: The app provides details such as date, time, location, agenda, speakers, and performers. Users can also access directions to the event.
Event Categorization: Users can efficiently organize and manage their events using a calendar view, while nearby and upcoming events provide timely suggestions to increase engagement and convenience.
Personalized Agendas: Users can now easily create custom schedules by selecting the sessions and activities they want to attend. They can also receive notifications when the event schedule changes.
Event Reminders: Allow attendees to personalize event reminders based on their interests, ensuring they maximize their experience.
Downloading Materials: Attendees can download presentation materials such as slides, research papers, handouts, and reference documents to engage with valuable content during and after events.
Navigation and Attendance Tracking: Attendees can easily navigate and indicate attendance at sessions and exhibitor booths with real-time directions.
For Desktop Users
Event Planning and Organization: Manage event details such as budget, venues, dates, agenda, speaker, tasks, deadlines, and progress.
Schedule Management: The event manager can oversee drafts, unpublished and published updates, and event edits. Admin rights can be granted to manage or publish events in emergencies.
Event Materials and Resources: Upload and distribute event materials such as presentations, documents, and handouts; showcase sponsor materials and exhibitor information with digital exhibits.
Manage Attendee List: Use Bluetooth beacons strategically placed throughout the event venue to track attendee movements and provide location-specific information.
Security and Access Control: Define access levels and permissions for team members to ensure data security and privacy.
Beacon Technology: Use Bluetooth beacons strategically placed throughout the event venue to track attendee movements and provide location-specific information
Mobile UI Design
My primary objective while designing the Weill Cornell Medicine event information and attendance tracking application is to prioritize simplicity, usability, and adherence to the institution’s branding guidelines. My design solution aims to create a lasting positive impression on the users, encouraging them to explore the application further.
User Experience
I design an app with a simple interface for easy navigation and minimal visual distractions.
Consistent UI Patterns
When creating designs, it is crucial to be consistent in UI patterns, button styles, form elements, and navigation throughout the app.
Visual Style
When designing the application, adhere to the Weill Cornell Medicine style guide and IOS and Android design principles to create a cohesive appearance.
Navigation and Usability
I have designed efficient navigation layouts to help users navigate efficiently. My card-based layout is intended to display upcoming events, making it easier for users to find relevant information. The card highlights the Event name. Speaker, title, date, venue details, and event time. Additionally, clear calls to action buttons will encourage users to view more information about the event.
Users can now easily view nearby, completed, and upcoming events on the homepage. Clear call-to-action buttons guide location navigation and generate interest in events.
I provided a solution to enhance the Navigation map experience when users were near the venue.
Attendance Tracking
When users arrive at the event venue, the Beacon device detects their mobile Bluetooth and sends attending details, including how long they stayed at the venue. The system calculates time-based on their presence, proving attendance.
Desktop Features
Event Planning and Organization: Manage event details such as budget, venues, dates, agenda, speaker, tasks, deadlines, and progress.
Schedule Management: The event manager can oversee drafts, unpublished and published updates, and event edits. Admin rights can be granted to manage or publish events in emergencies.
Event Materials and Resources: Upload and distribute event materials such as presentations, documents, and handouts; showcase sponsor materials and exhibitor information with digital exhibits.
Manage Attendee List: Use Bluetooth beacons strategically placed throughout the event venue to track attendee movements and provide location-specific information.
Security and Access Control: Define access levels and permissions for team members to ensure data security and privacy.
Beacon Technology: Use Bluetooth beacons strategically placed throughout the event venue to track attendee movements and provide location-specific information
My Design Process
We are Utilizing the Double Diamond UX Design Framework to design and develop this solution.
Discover Phase
Understand the Business Goals and Objectives
Stakeholders Interview
Research plays a crucial role in understanding various issues and opportunities. We surveyed with the help of the WCM Events team, which included 125 participants, including students, faculty, and visiting/research professors. The study’s objective was to identify the challenges faced by attendees and the reasons for their absence. Below are the percentages of reasons for absence that we identified.
Amelia
The Senior Event Coordinator (key stakeholder for this business interview.)
Amelia manages events and activities for the Medicine and Cardiology departments at Weill Cornell Medicine in New York. She calculates attendance and collects feedback on events and seminars. In the interview, Amelia discusses business issues and challenges in her role.
Trends and Best Practices
Technological advancements and evolving attendee expectations have significantly impacted event management and attendance tracking. Our team researched to identify critical trends and best practices for the Weill Cornell Medicine Event Management team.
Add Your Heading Text Here
Define Phase
Problem Definition
Weill Cornell Medical College hosts various events such as conferences, workshops, seminars, and training programs to promote medical education, research, and healthcare practices. Managing and keeping track of attendance for these events is a critical administrative task. The current methods involve third-party event management applications, making it complicated for department administrators to manage event creation and execution. Users also need help attending events, registering, scheduling alerts, and downloading event materials. To streamline and enhance the process, Weill Cornell Medical College is looking for a modern digital solution to ensure accurate digital attendance tracking.
S.W.O.T Analysis
User Persona
User Journey Map
Develop Phase
Beacons Working Model
Flow Diagram for Mobile Application
Prototype Usability Testing
Updated Mobile UI Design