Smart Calendar

In this project I worked closely with the CEO.

Case Study


  • With a single download of our product, we open up the ability to plan trips from the  Google Calendar,
  • Expand the distribution of Solutionz smart trip tools and reach the largest number of customers without having to have direct sales.
User Purpose:

The Smart Calendar function’s purpose is to make it easier to plan a trip and share the meeting invitation with the trip link for a face-to-face meeting or event, by integrating the smart event tool into the world’s largest calendar platform

  • UX research
  • UI/UX design
  • Figma
  • Miro
  • Maze


In this stage we focus on understanding the client. We thought of potential business problems, desired outcomes, user types, and challenges. 

Feature Comparison Chart

The feature comparison chart is a tool that allows us to compare our app’s features side-by-side with its competitors. This helped us identify any trends and openings in the market more easily.

All of the different calendar applications bring something to the calendar user, but no one does what we do. Still most of them are prospects for us, not competitors.

Market Positioning Chart

The feature comparison chart is a tool that allows us to compare our app’s features side-by-side with its competitors. This helped us identify any trends and openings in the market more easily. Right now Dossiers is the main competitor, most of the other calendar applications fall into our prospects category and not competitors.


Qualitative Research

The user in this story is anyone that is a frequent traveler that uses an online calendar. For the purpose of this project, we are focused on Google Calendar users. This market has 500 million users around the globe.

Understanding User Challenges

In order to gain deeper insights into user behavior and challenges related to scheduling meetings and making travel arrangements, qualitative research was conducted. The research aimed to uncover common pain points experienced by individuals when managing their schedules and coordinating travel plans.

Research Methods:

  1. User Interviews: A series of semi-structured interviews were conducted with a diverse group of professionals, including business travelers, remote workers, and executives who frequently schedule meetings and travel for work purposes.

  2. Observational Studies: Observations were made during user testing sessions and through shadowing users in their work environments to understand their workflow and decision-making process.

Key Finding(So, what is the problem?)
User Quotes:
“Managing my calendar and travel plans separately is time-consuming. I wish there was a more integrated solution.”

Affinity Map

An affinity map is a tool that allows designers to structure the data from their qualitative research and find underlying themes and trends from their users.
Journey Step

I like the Smart Calendar idea as I have a hard time remembering to book a hotel after I’ve put a meeting on my calendar

I am so overwhelmed and sometimes forget to do the simplest things. Like getting a hotel for my nephew’s graduation next month.

It would be great to have one place to look at that would have all my calendar entries and I could sort them based on if they were face to face or not.

Even with the function added to my calendar and with the calendar recap provided by Smart Calendars, I still sometime forget to book my hotel or figure out if I need an air ticket.

I get frustrated that I don’t always get the best rates on travel if I don’t book far enough in advance.

It would be good to have a reminder of those face to face meetings/events where I still haven’t made my travel arrangements.

I didn’t have all the info needed (the meeting address) when I was adding the event to my calendar so I couldn’t book the hotel then.

I get frustrated that I don’t always get the best rates on travel if I don’t book far enough in advance.

I wish that I had a way to send a request to the person I’m meeting with to update my CRM or my contact manager with their info.

Implications for Smart Calendar Design:

These findings highlight the importance of designing a Smart Calendar solution that not only simplifies scheduling tasks but also addresses the pain points associated with travel planning. Integration with travel booking services and intelligent reminders can significantly enhance the user experience and streamline the workflow for busy professionals.

Minimum Viable Product

An MVP is a product which solves users’ frustrations and adds value to their experience with the minimum amount of features. The MVP is important to create features that are essential to solving the problem, rather than for fun design or innovation.

Key Features of the MVP:

  1. Calendar Integration: The MVP will include seamless integration with popular calendar application, Google Calendar. This feature enables users to sync their existing schedules effortlessly.

  2. Travel Reminders: To address the challenge of forgetting to schedule travel for meetings, the MVP will incorporate travel reminders. Users will receive timely notifications prompting them to make travel arrangements based on their scheduled meetings.

  3. Hotel Recommendations: The MVP will provide basic hotel recommendations near meeting locations. Users can view essential information such as hotel ratings, prices, and proximity to the meeting venue, reducing the time spent on extensive hotel searches.

User Flow in the MVP:

  1. Sync Calendar: Users log in and sync their existing calendars with the Smart Calendar platform.
  2. Schedule Meetings: Users can easily schedule meetings by selecting available time slots and adding meeting details.
  3. Set Reminders: The MVP prompts users to set reminders for upcoming meetings and travel arrangements.
  4. View Hotel Recommendations: For scheduled meetings, users can view basic hotel recommendations near the meeting location.
  5. Receive Notifications: Users receive notifications for scheduled meetings and reminders to book travel as the meeting date approaches.

Benefits of the MVP:

  • Simplifies scheduling and travel planning tasks for users.
  • Improves time management by integrating calendar and travel functionalities.
  • Enhances user productivity by reducing manual efforts in coordinating meetings and making travel arrangements.
  • Provides a foundation for future feature enhancements based on user feedback and needs.

Wireframes to Prototypes


Next steps

We didn’t end up testing our hi-fidelity prototype with users yet so we listed next steps, including success and failure metrics to determine how well our product works with users. 

Matrices for our Smart Calendar project, considering that it hasn’t launched yet:

Success Matrix:

  1. User Adoption Rate Goal: Achieve 60% user adoption within 3 months.
  2. User Satisfaction Target: Maintain 4/5 user satisfaction score.
  3. Efficiency Improvement Objective: Achieve 30% time savings.
  4. Integration Success Criteria: Less than 5% technical issues.

Failure Matrix:

  1. Low User Adoption Risk: Below 40% adoption rate in 3 months.
  2. Negative User Feedback Warning: Consistently below 3.5/5 user satisfaction.
  3. Technical Issues Concern: More than 10% technical issues.
  4. Lack of Efficiency Improvement Risk: No significant time savings shown.

Thank you for reading this case study.

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