#2CBCAF

+70 Web Screens

+60 App Screens

Galsa

Problem It Solves

Coaching sessions were often managed through fragmented and manual processes, making the experience inefficient for both coaches and users. Coaches needed a better way to manage their schedules, control their availability, and organize session bookings without unnecessary complexity.

At the same time, users lacked a simple and clear way to find the right coach, understand the available sessions, and book a suitable time based on their own schedule. This often led to friction in the booking journey and made the overall experience feel less convenient than it should be.

Since the sessions were conducted online, attendance also depended heavily on timely communication and reminders. Without a reliable system in place, missed sessions and scheduling confusion could easily happen.

This system was created to solve these challenges by providing a smoother, more structured experience that supports both efficient session management for coaches and effortless booking for users.

• identify how coaches currently manage their sessions, schedules, and availability

• understand the difficulties users face when searching for coaches and booking sessions

• explore the main friction points in online session scheduling and attendance

• discover what builds trust and clarity for both sides during the booking process

• understand the role of reminders and notifications in reducing missed sessions

• define the key user needs that the platform should solve for both coaches and users

Research Objectives

Qualitative Research:

For Coaches:

• How do you currently manage your coaching sessions and appointments?

• What challenges do you face when organizing your schedule?

• How do you define and update your available time slots?

• What usually causes confusion or mistakes in the booking process?

• How do you communicate session details with users?

• What problems do you face with online session attendance?

• How do missed sessions or late users affect your workflow?

• What would make session management easier for you?

• What information do you need to see clearly before confirming a booking?

• How do you prefer to manage your daily or weekly schedule?

For Users:

• How do you usually search for a coach or service provider?

• What helps you decide which coach is right for you?

• What information do you expect to see before booking a session?

• What difficulties do you usually face while booking an appointment?

• How do you choose a time that fits your schedule?

• Have you ever missed an online session? What was the reason?

• How important are reminders before a booked session?

• What makes the booking experience feel easy and trustworthy?

• What would make you more confident while booking an online session?

• What frustrates you most in similar booking experiences?

Design Methodology

Design Thinking Process

Empathize

Quantitative Research:

From the past intro we got 3 different personas

Personal Details

Name: Hader Ali

Age: 38

Role: Life Coach

Experience: 7 years

Goals

• Manage her sessions in a more organized way

• Set and update her availability easily

• Reduce missed sessions and last-minute confusion

• Have a clear overview of her bookings

Pain Points

• Managing bookings manually takes too much time

• Difficulty keeping availability updated across appointments

• Missed sessions affect her productivity

• Lack of a clear system creates scheduling confusion

Needs

• A simple dashboard to manage sessions and availability

• Clear booking details for each appointment

• A system that reduces manual effort

• Better communication and reminders for users

Behavior

• Works with multiple clients every week

• Adjusts her availability based on her daily schedule

• Conducts sessions online

• Needs a reliable way to track confirmed appointments

Personal Details

Name: Omar Mohamed

Age: 29

Role: Senior Tech

Experience: 5 years

Goals

• Find the right coach quickly

• Understand available sessions clearly

• Book a time that matches his schedule

• Get reminders so he does not miss the session

Pain Points

• Difficulty choosing the right coach

• Confusion when available slots are unclear

• Booking flows can feel long or complicated

• Sometimes forgets session times without reminders

Needs

• Clear coach profiles and session information

• A simple and smooth booking flow

• Easy access to available dates and times

• Timely reminders before the session starts

Behavior

• Compares more than one coach before booking

• Prefers online sessions because they are more flexible

• Books based on availability and convenience

• Relies on reminders for important appointments

“I need a simple way to manage my schedule without spending too much time on coordination.”

“I want booking a coaching session to feel quick, clear, and stress-free.”

Personal Details

Name: Lina

Age: 30

Goals

• Book coaching sessions in a safe and comfortable way

• Maintain a sense of privacy while using the platform

• Choose when and how much personal information to share

• Access private sessions when discussing sensitive topics

Pain Points

• Feeling uncomfortable sharing too much personal information too early

• Worrying that privacy may not be fully respected during the process

• Hesitating to book sensitive sessions without enough reassurance

• Needing a more private experience for certain topics

Needs

• The option to book private sessions

• A booking experience that feels secure and respectful

• Clear privacy settings and confidentiality cues

• Control over what information is visible to the coach

Behavior

• Prefers online sessions for more comfort and flexibility

• Tends to be more cautious before booking a coach

• Looks for clear signs of trust, confidentiality, and professionalism

• May avoid booking if the experience feels too exposed or intrusive

“Sometimes I need a private session and also want to keep my privacy from the coach until I feel comfortable.”

What we got

How might we design a coaching platform that helps coaches manage their sessions efficiently while allowing users to discover, book, and attend online sessions easily, with clear scheduling, timely reminders, and privacy-focused options?

Framing this as a user story

As a coach, I want to manage my sessions, availability, and bookings in one place, so that I can organize my schedule more efficiently.

As a user, I want to easily find the right coach and book a suitable session time, so that the experience feels simple, clear, and convenient.

Ideate

Information Architecture Diagram for Coach Dashboard

Define Phase

Prototype

After sketching on paper, I start building high fidelity screens

Coach Dashboard

The dashboard was designed to give coaches a clear, quick overview of their sessions and daily activity, while enabling them to take immediate actions without friction.

Visual Hierarchy & Clarity

The layout prioritizes the most important information at the top, starting with the upcoming session. This helps coaches quickly understand what’s next without searching through the interface. Key metrics such as total sessions, completed, cancelled, and upcoming sessions are displayed in clear cards, making performance easy to scan at a glance.

Action-Oriented Design

The UI focuses on enabling quick actions. For example, the “Join Now” button for upcoming sessions and “Confirm / Change Time” actions in requests are clearly visible and easy to access. This reduces the time needed to manage bookings and improves workflow efficiency.

Sessions Management

This screen was designed to give coaches full control and visibility over all their sessions in one place, making it easier to track, manage, and take actions quickly.

Overview & Data Clarity

At the top, a clear summary of all sessions is presented, including upcoming, completed, and cancelled sessions. The use of a segmented progress bar helps visualize distribution at a glance without needing to read detailed numbers.

Advanced Filtering & Search

To handle large amounts of data, filtering options such as date, time, country, session type, and status were introduced. This allows coaches to quickly narrow down sessions and find specific bookings easily.

Structured Table Layout

Sessions are displayed in a clean table format with essential information like session name, customer, date, time, duration, price, and status. This structured layout helps coaches scan information quickly and reduces cognitive load.

Availability Management

• Accordion Layout

  Used to organize availability by day, reducing clutter and making it easier to focus on one schedule at a time.

• Flexible Time Slots

  Allowed coaches to add multiple time ranges per day, giving them full control over how they structure their availability.

• Flexible Booking Toggle

  Introduced to give coaches the option to accept sessions outside their set schedule, increasing booking opportunities.

• Weekly Overview

  Added a summary of total available hours to help coaches quickly understand and balance their workload.

• Easy Navigation

  Week switching and view options (List / Calendar) make managing availability faster and more intuitive.

• Clear CTA

  A visible “Update Availability” action encourages regular updates and keeps schedules accurate.

Requests Management

• Centralized Requests View

  Collected all user requests in one place to give coaches full visibility into sessions that are outside their availability.

• Structured Table Layout

  Used a table to display key details (user, time, note) clearly, making it easy to scan and review requests quickly.

• Quick Decision Actions

  Added inline accept/reject actions to allow coaches to respond instantly without extra steps.

• User Notes Visibility

  Displayed user notes directly in the table to provide context and help coaches make better decisions.

Moving to User App

1- Onboarding Screens/Sign in Screen

2- Home Screen

• Personalized Welcome

  Added a greeting with the user’s name to create a friendly and engaging first impression.

• Upcoming Session Priority

  Placed the upcoming session at the top to keep users focused on what matters most next.

• Clear Session Card

  Designed the session card with all key details (coach, date, time, price) in one place for quick understanding.

• Quick Actions

  Added “Join” and “Cancel” buttons directly in the card to enable fast decisions without extra steps.

• Coach Discovery

  Highlighted top-rated coaches to help users explore and choose.

• Search & Exploration

  Included a search bar and categorized sections (coaches, specialties) to make browsing intuitive.

• Bottom Navigation

  Used a simple bottom nav to give easy access to main sections and support smooth navigation.

3-User Bookings / Where he could review,cancel or join his sessions

4-Exploring Coaches,Reviewing Coach Profile and Booking session

At the End

This project was about more than just building a booking system — it was about creating a seamless experience that connects coaches and users in a simple and reliable way.

By focusing on both sides of the journey, the product was able to simplify session management for coaches while making the booking experience clear and effortless for users. Key decisions around structure, clarity, and flexibility helped reduce friction, improve efficiency, and build trust in the overall experience.

Throughout the process, the biggest learning was the importance of balancing two different user needs within one system, while keeping the experience intuitive and easy to use.

Have a project in mind?

I'm always interested in hearing about new projects and opportunities.