Case study · System Designer
Freetime Matcher & Attendance Check-in
Two internal tools for the Digital Solution Lab: matching shared free time across teams and recording attendance.
- Timeframe
- 2024 · Digital Solution Studio / Lab
- Team & role
- Internal tooling · my role: System Designer
Context
Lab teams wasted the first ten minutes of every week deciding when to meet, and attendance for lab activities was recorded on paper.
Problem
- Overlapping free time across several people is tedious to compute by hand.
- Paper attendance cannot be summarised or audited later.
Approach
01
Model time as slots, not events
Each member marks availability as discrete slots; intersecting sets of slots produces candidate meeting windows ranked by how many people can attend.
02
One check-in flow, two surfaces
Designed a single check-in interaction that works on both web and mobile, plus an administrator report view for after the session.
Architecture & stack
- Figma design system shared by both tools for consistent components.
- Relational schema: member, availability slot, session, attendance record.
- System design
- Figma
- Web & mobile
- Database design
Outcome
- Scheduling became a shared link instead of a group chat negotiation.
- Attendance data became reportable per person and per session.
What I learned
- Choosing the right data granularity up front removes most of the algorithm work later.