Admin Portal for Self-Service Booking
Designed the Dreamscape Learn Admin Portal from scratch to replace email-based bookings, improving request tracking by 60% and reducing admin workload by 40%.
— Overview
It was June of 2024... when I joined the EdPlus SPLIT team and started working on a DSL Project.
It was June of 2024... when I joined the EdPlus SPLIT team and started working on a DSL Project.
The backend operations for the self-service booking relied entirely on manual workflows: admins reviewed email submissions, tracked reservations through spreadsheets, and handled confirmations individually.
The backend operations for the self-service booking relied entirely on manual workflows: admins reviewed email submissions, tracked reservations through spreadsheets, and handled confirmations individually.
The backend operations for the self-service booking relied entirely on manual workflows: admins reviewed email submissions, tracked reservations through spreadsheets, and handled confirmations individually.
I led the 0 → 1 product design effort for the Admin Portal, a self-service backend system to centralize booking management, automate approvals, and improve operational efficiency.
I led the 0 → 1 product design effort for the Admin Portal, a self-service backend system to centralize booking management, automate approvals, and improve operational efficiency.
I led the 0 → 1 product design effort for the Admin Portal, a self-service backend system to centralize booking management, automate approvals, and improve operational efficiency.
Team
Team
Team
Michelle Torres – Senior Immersive Designer
Myself – UX Designer
UX Research Team
Engineering Team
Michelle Torres – Senior Immersive Designer
Myself – UX Designer
UX Research Team
Engineering Team
Michelle Torres – Senior Immersive Designer
Myself – UX Designer
UX Research Team
Engineering Team
— Background
Dreamscape Learn offers educational experiences that blends cinematic storytelling, virtual reality, and advanced teaching to transform how students learn.
Founded in 2019 through a collaboration between Arizona State University and Dreamscape Immersive, DSL reimagines the traditional classroom through instructor-led immersive VR experiences.
Founded in 2019 through a collaboration between Arizona State University and Dreamscape Immersive, DSL offers educational experiences that blends cinematic storytelling, virtual reality, and advanced teaching to transform how students learn.
Founded in 2019 through a collaboration between Arizona State University and Dreamscape Immersive, DSL offers educational experiences that blends cinematic storytelling, virtual reality, and advanced teaching to transform how students learn.
Following its successful pilots, DSL rapidly expanded its pods across multiple colleges and academic units at ASU, driving high demand for scalable booking and operations management.
Following its successful pilots, DSL rapidly expanded its pods across multiple colleges and academic units at ASU, driving high demand for scalable booking and operations management.
Following its successful pilots, DSL rapidly expanded its pods across multiple colleges and academic units at ASU, driving high demand for scalable booking and operations management.
— Problem Space & Impact
Manual booking worked, until DSL scaled
Manual booking worked, until DSL scaled
Manual booking worked, until DSL scaled
Admin teams lacked a centralized platform to vet, approve, and manage booking requests. This led to
Admin teams lacked a centralized platform to vet, approve, and manage booking requests. This led to :
Admin teams lacked a centralized platform to vet, approve, and manage booking requests. This led to
Slow approvals = fewer students in VR pods
Slow approvals = fewer students in VR pods
Slow approvals = fewer students in VR pods
Poor VR pods management, leading to double bookings and scheduling conflicts.
Poor VR pods management, leading to double bookings and scheduling conflicts.
Poor VR pods management, leading to double bookings and scheduling conflicts.
Increased errors and delayed confirmations.
Increased errors and delayed confirmations.
Increased errors and delayed confirmations.
Operational inefficiencies blocked DSL’s ability to scale.
Operational inefficiencies blocked DSL’s ability to scale.
Operational inefficiencies blocked DSL’s ability to scale.
Business Goals
Centralize booking workflows to reduce manual tracking and errors.
Enable faster, more efficient guest vetting and approvals.
Support Dreamscape Learn’s expansion by future-proofing operational systems
Business Goals
Centralize booking workflows to reduce manual tracking and errors.
Enable faster, more efficient guest vetting and approvals.
Support Dreamscape Learn’s expansion by future-proofing operational systems
Business Goals
Centralize booking workflows to reduce manual tracking and errors.
Enable faster, more efficient guest vetting and approvals.
Support Dreamscape Learn’s expansion by future-proofing operational systems
— Solution: A streamlined, automated, and scalable booking system for admins
Tab-Based Request Management on the dashboard
This reduced cognitive load and eliminated clutter.
This modular view helped admins focus on specific tasks without distraction.
Scalable IA & Admin-first UX
From the start, I approached the portal with an “admin-first” mindset.
I worked closely with the ops team to understand how they mentally grouped actions, and used that to inform a clear information architecture.
Each interaction was designed to minimize clicks and reduce training time; key for future team onboarding.
Integrated Calendar View
I designed a clean, responsive calendar system that allowed admins to see all scheduled events by day, week, or month.
Event cards were clickable for quick review. This provided a big-picture view and helped prevent double bookings or overlooked requests.
Badge System for Booking Context
We needed a quick way to identify the status of the event. I designed a color coded badge system, enabling admins to instantly filter and assess bookings based on event staus reducing time spent scanning request details.
Design System Considerations
The portal components were created with modularity in mind, enabling future reusability across other DSL tools.
I ensured alignment with the broader design system while introducing new patterns tailored to admin needs.
— Behind the scenes - Understanding the problem in depth
In order to dig deeper, I started with foundational research and since it was an internal tool that needed to be built quickly due to tight timelines, I adopted a lean research process focused on understanding users and their core challenges.
Research Process
Understanding Existing Workflows
Conducting a High-Level Audit
Identifiying User Pain Points
Defining Product Vision and Goals
How the DSL was managing booking requests?
When I joined the Dreamscape Learn Self-Service Admin Portal project, the booking system was live for end users, but there was no defined backend experience for admins
Back then, the admin team relied on a simple system: students emailed their booking requests, and admins tracked everything manually in spreadsheets. It was fine until it wasn’t.
The admin teams were manually tracking guest requests through emails, spreadsheets, and disconnected tools.
As demand for Dreamscape Learn exploded, that fragile setup started cracking. Requests got lost. Approvals were delayed. The system just couldn’t keep up and the people running it were feeling the strain.
Identifying inefficiencies in the existing workflow
To design a system that met real-world needs, I audited admin workflow, uncovering gaps in information flow, approval bottlenecks, and fragmented user touchpoints.
Friction Points
High administrative burden – Manual approvals created inefficiencies.
No real-time visibility – Admins lacked insights into guest bookings.
Compliance risks – No way to track minors in bookings.
Repetitive tasks – Affiliates manually scheduled each event.
Understanding challenges through user interviews
I analyzed feedback from various stakeholders to identify key pain points and expectations.
As this was a live internal tool for admins, I worked directly with real users. Instead of formal personas, I built empathy through interviews and observations, focusing on their actual workflows and pain points.
User Frustations
Lack of visibility into guest details
Cumbersome manual processes
Difficulty managing growing booking volumes.
These insights validated the need for a centralized, intuitive platform to streamline approval workflows.
Turning challenges into product vision and goals
Based on the findings from the audit and research sessions, I worked on bridging the user needs and design solutions with a focus on five core goals:
Centralized Management
Efficient Vetting Flows
Clear Visibility
Scalable Infrastructure
Minimal Training Required
— Ideation & Design
Task flow of an admin across the booking lifecycle
To translate the product vision into actionable design, I first mapped the tasks of an admin across the booking lifecycle,
This helped clarify the decision points, necessary inputs, and system responses throughout the booking management process.
Why
It ensured we captured real-world scenarios and prioritized efficiency in every interaction from viewing pending requests to approving or denying them.
Information Architecture
Based on the user flows, I defined the portal’s information architecture.
This included grouping actions and data based on how admins mentally categorize their tasks (e.g., by request status, calendar view, or guest type).
Why
A clear IA helped reduce cognitive load and made it easier for users to find what they need without excessive clicks or confusion.
Low-Fidelity Wireframes
With the IA in place, I created low-fidelity wireframes to explore layout, hierarchy, and task flows.
These wireframes were used in early design reviews to gather feedback from internal teams.
Why
Wireframing enabled rapid iteration without overinvesting in high-fidelity visuals. It allowed us to test structural ideas and quickly align across stakeholders before refining the UI.
Usability Testing
Usability testing was conducted by the internal research team to assess portal effectiveness. I led multiple sessions to analyze feedback, prioritize issues, and apply learnings to refine the design.
Note: Blurred report excerpts were included in documentation to protect confidentiality while highlighting our testing approach.
Outcome
Informed actionable UI updates through impact-based prioritization
Improved admin task speed, clarity, and confidence
Enabled smoother validation of key interaction changes
— Impact
Measurable Outcomes
4.8/5 Admin Satisfaction Score Improved usability and reduced errors in booking management
4× Faster Request Processing Booking approvals dropped from 48 hours to 12 hours
85% Faster Guest Confirmation Guests received booking confirmations within hours instead of days
Retrospective
The redesigned system dramatically improved administrative efficiency and booking visibility, while also elevating the guest and affiliate experience.
Reflection
Challenging yet rewarding
This project deepened my understanding of how user-centered design can drive organizational scale, even in the background systems that often go unnoticed.
Prototype
Explore the Admin Portal Experience
I created an interactive prototype to demonstrate key workflows, including:
Viewing and managing booking requests
Approving or denying guest entries
Navigating the calendar and identifying scheduling conflicts
Surfacing guest details such as contact info, minors, and group size
More projects
More projects
More projects
— Solution: A streamlined, automated, and scalable booking system for admins
Tab-Based Request Management on the dashboard
Tab-Based Request Management on the dashboard
Tab-Based Request Management on the dashboard
This reduced cognitive load and eliminated clutter.
This reduced cognitive load and eliminated clutter.
This reduced cognitive load and eliminated clutter.
This modular view helped admins focus on specific tasks without distraction.
This modular view helped admins focus on specific tasks without distraction.
This modular view helped admins focus on specific tasks without distraction.
Scalable IA & Admin-first UX
Scalable IA & Admin-first UX
Scalable IA & Admin-first UX
From the start, I approached the portal with an “admin-first” mindset.
From the start, I approached the portal with an “admin-first” mindset.
From the start, I approached the portal with an “admin-first” mindset.
I worked closely with the ops team to understand how they mentally grouped actions, and used that to inform a clear information architecture.
I worked closely with the ops team to understand how they mentally grouped actions, and used that to inform a clear information architecture.
I worked closely with the ops team to understand how they mentally grouped actions, and used that to inform a clear information architecture.
Each interaction was designed to minimize clicks and reduce training time; key for future team onboarding.
Each interaction was designed to minimize clicks and reduce training time; key for future team onboarding.
Each interaction was designed to minimize clicks and reduce training time; key for future team onboarding.
Integrated Calendar View
Integrated Calendar View
Integrated Calendar View
I designed a clean, responsive calendar system that allowed admins to see all scheduled events by day, week, or month.
I designed a clean, responsive calendar system that allowed admins to see all scheduled events by day, week, or month.
I designed a clean, responsive calendar system that allowed admins to see all scheduled events by day, week, or month.
Event cards were clickable for quick review. This provided a big-picture view and helped prevent double bookings or overlooked requests.
Event cards were clickable for quick review. This provided a big-picture view and helped prevent double bookings or overlooked requests.
Event cards were clickable for quick review. This provided a big-picture view and helped prevent double bookings or overlooked requests.
Badge System for Booking Context
Badge System for Booking Context
Badge System for Booking Context
We needed a quick way to identify the status of the event. I designed a color coded badge system, enabling admins to instantly filter and assess bookings based on event staus reducing time spent scanning request details.
We needed a quick way to identify the status of the event. I designed a color coded badge system, enabling admins to instantly filter and assess bookings based on event staus reducing time spent scanning request details.
We needed a quick way to identify the status of the event. I designed a color coded badge system, enabling admins to instantly filter and assess bookings based on event staus reducing time spent scanning request details.
Design System Considerations
Design System Considerations
Design System Considerations
The portal components were created with modularity in mind, enabling future reusability across other DSL tools.
The portal components were created with modularity in mind, enabling future reusability across other DSL tools.
The portal components were created with modularity in mind, enabling future reusability across other DSL tools.
I ensured alignment with the broader design system while introducing new patterns tailored to admin needs.
I ensured alignment with the broader design system while introducing new patterns tailored to admin needs.
I ensured alignment with the broader design system while introducing new patterns tailored to admin needs.
— Behind the scenes - Understanding the problem in depth
In order to dig deeper, I started with foundational research and since it was an internal tool that needed to be built quickly due to tight timelines, I adopted a lean research process focused on understanding users and their core challenges.
In order to dig deeper, I started with foundational research and since it was an internal tool that needed to be built quickly due to tight timelines, I adopted a lean research process focused on understanding users and their core challenges.
In order to dig deeper, I started with foundational research and since it was an internal tool that needed to be built quickly due to tight timelines, I adopted a lean research process focused on understanding users and their core challenges.
Research Process
Understanding Existing Workflows
Conducting a High-Level Audit
Identifiying User Pain Points
Defining Product Vision and Goals
Research Process
Understanding Existing Workflows
Conducting a High-Level Audit
Identifiying User Pain Points
Defining Product Vision and Goals
Research Process
Understanding Existing Workflows
Conducting a High-Level Audit
Identifiying User Pain Points
Defining Product Vision and Goals
How the DSL was managing booking requests?
When I joined the Dreamscape Learn Self-Service Admin Portal project, the booking system was live for end users, but there was no defined backend experience for admins
When I joined the Dreamscape Learn Self-Service Admin Portal project, the booking system was live for end users, but there was no defined backend experience for admins
When I joined the Dreamscape Learn Self-Service Admin Portal project, the booking system was live for end users, but there was no defined backend experience for admins
Back then, the admin team relied on a simple system: students emailed their booking requests, and admins tracked everything manually in spreadsheets. It was fine until it wasn’t.
Back then, the admin team relied on a simple system: students emailed their booking requests, and admins tracked everything manually in spreadsheets. It was fine until it wasn’t.
Back then, the admin team relied on a simple system: students emailed their booking requests, and admins tracked everything manually in spreadsheets. It was fine until it wasn’t.
The admin teams were manually tracking guest requests through emails, spreadsheets, and disconnected tools.
As demand for Dreamscape Learn exploded, that fragile setup started cracking. Requests got lost. Approvals were delayed. The system just couldn’t keep up and the people running it were feeling the strain.
The admin teams were manually tracking guest requests through emails, spreadsheets, and disconnected tools. As demand for Dreamscape Learn exploded, that fragile setup started cracking. Requests got lost. Approvals were delayed. The system just couldn’t keep up and the people running it were feeling the strain.
The admin teams were manually tracking guest requests through emails, spreadsheets, and disconnected tools.
As demand for Dreamscape Learn exploded, that fragile setup started cracking. Requests got lost. Approvals were delayed. The system just couldn’t keep up and the people running it were feeling the strain.
Identifying inefficiencies in the existing workflow
To design a system that met real-world needs, I audited admin workflow, uncovering gaps in information flow, approval bottlenecks, and fragmented user touchpoints.
To design a system that met real-world needs, I audited admin workflow, uncovering gaps in information flow, approval bottlenecks, and fragmented user touchpoints.
To design a system that met real-world needs, I audited admin workflow, uncovering gaps in information flow, approval bottlenecks, and fragmented user touchpoints.
Friction Points
High administrative burden – Manual approvals created inefficiencies.
No real-time visibility – Admins lacked insights into guest bookings.
Compliance risks – No way to track minors in bookings.
Repetitive tasks – Affiliates manually scheduled each event.
Friction Points
High administrative burden – Manual approvals created inefficiencies.
No real-time visibility – Admins lacked insights into guest bookings.
Compliance risks – No way to track minors in bookings.
Repetitive tasks – Affiliates manually scheduled each event.
Friction Points
High administrative burden – Manual approvals created inefficiencies.
No real-time visibility – Admins lacked insights into guest bookings.
Compliance risks – No way to track minors in bookings.
Repetitive tasks – Affiliates manually scheduled each event.
Understanding challenges through user interviews
I analyzed feedback from various stakeholders to identify key pain points and expectations.
I analyzed feedback from various stakeholders to identify key pain points and expectations.
I analyzed feedback from various stakeholders to identify key pain points and expectations.
As this was a live internal tool for admins, I worked directly with real users. Instead of formal personas, I built empathy through interviews and observations, focusing on their actual workflows and pain points.
As this was a live internal tool for admins, I worked directly with real users. Instead of formal personas, I built empathy through interviews and observations, focusing on their actual workflows and pain points.
As this was a live internal tool for admins, I worked directly with real users. Instead of formal personas, I built empathy through interviews and observations, focusing on their actual workflows and pain points.
User Frustations
Lack of visibility into guest details
Cumbersome manual processes
Difficulty managing growing booking volumes.
User Frustations
Lack of visibility into guest details
Cumbersome manual processes
Difficulty managing growing booking volumes.
User Frustations
Lack of visibility into guest details
Cumbersome manual processes
Difficulty managing growing booking volumes.
These insights validated the need for a centralized, intuitive platform to streamline approval workflows.
These insights validated the need for a centralized, intuitive platform to streamline approval workflows.
These insights validated the need for a centralized, intuitive platform to streamline approval workflows.
Turning challenges into product vision and goals
Based on the findings from the audit and research sessions, I worked on bridging the user needs and design solutions with a focus on five core goals:
Based on the findings from the audit and research sessions, I worked on bridging the user needs and design solutions with a focus on five core goals:
Based on the findings from the audit and research sessions, I worked on bridging the user needs and design solutions with a focus on five core goals:
Centralized Management
Centralized Management
Centralized Management
Efficient Vetting Flows
Efficient Vetting Flows
Efficient Vetting Flows
Clear Visibility
Clear Visibility
Clear Visibility
Scalable Infrastructure
Scalable Infrastructure
Scalable Infrastructure
Minimal Training Required
Minimal Training Required
Minimal Training Required
— Ideation & Design
Task flow of an admin across the booking lifecycle
To translate the product vision into actionable design, I first mapped the tasks of an admin across the booking lifecycle,
To translate the product vision into actionable design, I first mapped the tasks of an admin across the booking lifecycle,
To translate the product vision into actionable design, I first mapped the tasks of an admin across the booking lifecycle,
This helped clarify the decision points, necessary inputs, and system responses throughout the booking management process.
This helped clarify the decision points, necessary inputs, and system responses throughout the booking management process.
This helped clarify the decision points, necessary inputs, and system responses throughout the booking management process.
Why
It ensured we captured real-world scenarios and prioritized efficiency in every interaction from viewing pending requests to approving or denying them.
Why
It ensured we captured real-world scenarios and prioritized efficiency in every interaction from viewing pending requests to approving or denying them.
Why
It ensured we captured real-world scenarios and prioritized efficiency in every interaction from viewing pending requests to approving or denying them.
Information Architecture
Based on the user flows, I defined the portal’s information architecture.
Based on the user flows, I defined the portal’s information architecture.
Based on the user flows, I defined the portal’s information architecture.
This included grouping actions and data based on how admins mentally categorize their tasks (e.g., by request status, calendar view, or guest type).
This included grouping actions and data based on how admins mentally categorize their tasks (e.g., by request status, calendar view, or guest type).
This included grouping actions and data based on how admins mentally categorize their tasks (e.g., by request status, calendar view, or guest type).
Why
A clear IA helped reduce cognitive load and made it easier for users to find what they need without excessive clicks or confusion.
Why
A clear IA helped reduce cognitive load and made it easier for users to find what they need without excessive clicks or confusion.
Why
A clear IA helped reduce cognitive load and made it easier for users to find what they need without excessive clicks or confusion.
Low-Fidelity Wireframes
With the IA in place, I created low-fidelity wireframes to explore layout, hierarchy, and task flows.
With the IA in place, I created low-fidelity wireframes to explore layout, hierarchy, and task flows.
With the IA in place, I created low-fidelity wireframes to explore layout, hierarchy, and task flows.
These wireframes were used in early design reviews to gather feedback from internal teams.
These wireframes were used in early design reviews to gather feedback from internal teams.
These wireframes were used in early design reviews to gather feedback from internal teams.
Why
Wireframing enabled rapid iteration without overinvesting in high-fidelity visuals. It allowed us to test structural ideas and quickly align across stakeholders before refining the UI.
Why
Wireframing enabled rapid iteration without overinvesting in high-fidelity visuals. It allowed us to test structural ideas and quickly align across stakeholders before refining the UI.
Why
Wireframing enabled rapid iteration without overinvesting in high-fidelity visuals. It allowed us to test structural ideas and quickly align across stakeholders before refining the UI.
Usability Testing
Usability testing was conducted by the internal research team to assess portal effectiveness. I led multiple sessions to analyze feedback, prioritize issues, and apply learnings to refine the design.
Usability testing was conducted by the internal research team to assess portal effectiveness. I led multiple sessions to analyze feedback, prioritize issues, and apply learnings to refine the design.
Usability testing was conducted by the internal research team to assess portal effectiveness. I led multiple sessions to analyze feedback, prioritize issues, and apply learnings to refine the design.
Note: Blurred report excerpts were included in documentation to protect confidentiality while highlighting our testing approach.
Note: Blurred report excerpts were included in documentation to protect confidentiality while highlighting our testing approach.
Note: Blurred report excerpts were included in documentation to protect confidentiality while highlighting our testing approach.
Outcome
Informed actionable UI updates through impact-based prioritization
Improved admin task speed, clarity, and confidence
Enabled smoother validation of key interaction changes
Outcome
Informed actionable UI updates through impact-based prioritization
Improved admin task speed, clarity, and confidence
Enabled smoother validation of key interaction changes
Outcome
Informed actionable UI updates through impact-based prioritization
Improved admin task speed, clarity, and confidence
Enabled smoother validation of key interaction changes
— Impact
Measurable Outcomes
4.8/5 Admin Satisfaction Score Improved usability and reduced errors in booking management
4.8/5 Admin Satisfaction Score Improved usability and reduced errors in booking management
4× Faster Request Processing Booking approvals dropped from 48 hours to 12 hours
4× Faster Request Processing Booking approvals dropped from 48 hours to 12 hours
85% Faster Guest Confirmation Guests received booking confirmations within hours instead of days
85% Faster Guest Confirmation Guests received booking confirmations within hours instead of days
Retrospective
The redesigned system dramatically improved administrative efficiency and booking visibility, while also elevating the guest and affiliate experience.
Retrospective
The redesigned system dramatically improved administrative efficiency and booking visibility, while also elevating the guest and affiliate experience.
Retrospective
The redesigned system dramatically improved administrative efficiency and booking visibility, while also elevating the guest and affiliate experience.
Reflection
Challenging yet rewarding
This project deepened my understanding of how user-centered design can drive organizational scale, even in the background systems that often go unnoticed.
Challenging yet rewarding
This project deepened my understanding of how user-centered design can drive organizational scale, even in the background systems that often go unnoticed.
Challenging yet rewarding
This project deepened my understanding of how user-centered design can drive organizational scale, even in the background systems that often go unnoticed.
Prototype
Explore the Admin Portal Experience
Explore the Admin Portal Experience
I created an interactive prototype to demonstrate key workflows, including:
Viewing and managing booking requests
Viewing and managing booking requests
Viewing and managing booking requests
Approving or denying guest entries
Approving or denying guest entries
Approving or denying guest entries
Navigating the calendar and identifying scheduling conflicts
Navigating the calendar and identifying scheduling conflicts
Navigating the calendar and identifying scheduling conflicts
Surfacing guest details such as contact info, minors, and group size
Surfacing guest details such as contact info, minors, and group size
Surfacing guest details such as contact info, minors, and group size
Sep'24 - Nov'24
DSL EdPlus
B2B, Saas, 0 → 1 Product Design
Admin Portal for Self-Service Booking
Designed the Dreamscape Learn Admin Portal from scratch to replace email-based bookings, improving request tracking by 60% and reducing admin workload by 40%.
Sep'24 - Nov'24
DSL EdPlus
B2B, Saas, 0 → 1 Product Design
B2B, Saas, 0 → 1 Product Design
DSL EdPlus