Meeting Room Booking App

A modern booking platform that enables employees to seamlessly reserve meeting rooms, auditoriums, and event spaces across multiple locations.

Designed to replace a manual, outdated system, it streamlines booking requests, video conferencing, and catering services.

By enhancing coordination between Central Booking teams and the Group Property department, the platform improves efficiency, user experience, and administrative workflows.

Role

UX / UI Designer

Team

Karlo Ticsay
+
1 x Lead UX Designer
1 x Lead Developer

Duration

Discovery Phase (12 weeks)
+
Delivery Phase (3 weeks)

Tools

Miro
Adobe XD
Microsoft Suite

Project Timeline and Approach

1. Research
Desktop Research

2. Prioritise Problems

3. Define the Problem

4. Collaborative Ideation

5. Create Prototypes

6. Feature Definition

7. Feedback & Deliver

8. Continuous Improvement

01. Overview

A major Australian bank needed a modern meeting room booking system to streamline reservations across multiple cities, including Sydney, Perth, Adelaide, Brisbane, and Melbourne. Employees relied on an outdated, manual web-based system to book meeting rooms and request video conferencing, catering, and AV equipment.

The goal was to enhance efficiency by reducing booking errors, automating manual tasks, and improving coordination between the Central Booking team and Group Property department.

02.  My Role

As the UX/UI Designer, I was responsible for:

  • User Research: Conducting interviews and contextual inquiries to understand pain points alongside the Lead Designer.

  • Journey Mapping & Process Flow Analysis: Identifying inefficiencies in the current system.

  • Prototyping & UI Design: Creating wireframes and interactive prototypes.

  • Stakeholder Collaboration: Running co-design workshops with internal teams.

  • User Testing & Iteration: Validating solutions with real users before finalising designs for delivery.

03.  Understanding the Problem

The existing system was manual and inefficient, leading to:

  • Repetitive form entry – Users had to manually fill out booking forms for every request.

  • Poor alternative room suggestions – No automated way to suggest available rooms if the requested one was booked.

  • Unclear dietary requests – Catering orders were incomplete, causing errors and wasted food.

  • Difficult coordination – Users had to go back and forth with the Central Booking team to finalise reservations.

These issues resulted in time-consuming workflows, frustrated employees, and unnecessary administrative overhead.

Slow and Repetitive Booking Process

Slow and Repetitive Booking Process
Employees found the booking system frustrating due to its manual and time-consuming steps.

Lack of Automated Room Suggestions

Without automated recommendations, employees had to email back and forth with the Central Booking team.

Incomplete Catering
Requests

Missing dietary details led to last-minute changes, inefficiencies, and errors in catering services.

04. Research & Insights

To fully understand user pain points, we conducted:

  • User Interviews: Spoke with employees and booking managers to identify frustrations.

  • Contextual Inquiry: Observed booking, kitchen and food & beverage staff handling real booking requests.

  • Process Flow Mapping: Documented how bookings were currently processed.

  • Pain Point Prioritisation: Ranked key issues based on frequency and business impact.

Findings

05. Designing the Solution

To address these challenges, we developed a user-centred solution through iterative design and testing.

Steps Taken:

  1. Mapped the current and future state workflows to identify pain points and process improvements.

  2. Ran ideation workshops with stakeholders to brainstorm solutions.

  3. Prioritised features based on feasibility vs. value to users.

  4. Built wireframe prototypes for early testing and feedback.

  5. Conducted usability testing with real employees to refine designs.

Key Features Designed

Pre-filled forms

Pre-filled forms reduce the need for repetitive manual input, saving time on bookings.

Smart room suggestions

Smart room suggestions automatically recommend available alternatives, streamlining the booking process.

Catering Requests

Catering request prompts ensure dietary needs are captured upfront, preventing last-minute errors.

06. Solution and Results

The new Meeting Room Booking System replaced a decade-old process with a modern, efficient, and user-friendly platform.

Outcomes:

  • The booking process is now faster and easier for employees.

  • Automated room suggestions reduce unnecessary back-and-forth with the Central Booking team.

  • Catering requests are more accurate, minimising errors and miscommunication.

  • Employees have provided positive feedback, highlighting the improved experience.

The system was successfully implemented in one of the bank’s newly refurbished buildings and is now used across multiple locations.

Pictured above: Views of the site visit and current scenario journey map. The image has been intentionally left unzoomed to protect sensitive information.*
(Left to Right: Site Visit and Contextual Enquiry, Journey Map)

Pictured above: Views of the site visit and current scenario journey map. The image has been intentionally left unzoomed to protect sensitive information.*
(Left to Right: Site Visit and Contextual Enquiry, Journey Map)

*The image has been intentionally left unzoomed, blurred or replaced with placholder to protect sensitive information.