Fitness equipment is quite the investment for fitness centers. Therefore, facility managers and their staff are very proactive with the upkeep of their equipment not only to prolong equipment life, but create a welcoming environment for their members. However, most of these task lists are maintained offline within the facilities. Through client interviews, it has been discovered the need for digitizing preventive maintenance tasks for easy distribution among staff and tracking.


Facility managers and staff need an easy way to assign, complete, and track preventive maintenance tasks for all equipment.  


UX and UI Designer

UX Researcher



Adobe Illustrator



Initial research and project requirements were gathered from product management and stakeholders. At a high level requirements were per persona and included:

Persona Facility Manager.jpg

Facility Manager

  • Assign tasks to different staff members

  • Track complete/incomplete tasks

  • Get an overview of tasks on a monthly basis

  • Add, Edit, Delete assigned tasks

  • Create custom tasks for competitor equipment


Staff member

  • Organized view of all assigned tasks

  • Complete assigned tasks

  • Receive notifications for assigned or incomplete tasks beyond due date


We then started conducting competitive research on the design. Asking key questions that are relevant to the goals of our personas including, but not limited to, easily tracking goals and coordinating day-to-day operations.

Smart Principals.jpg


user flows

Through the competitive research, we began ideating on task flows for the users. With this project, researching on different task management tools prior to ideating on user flows was very helpful. We were able to close gaps and think beyond the requirements to create a well-rounded experience for our user base.


User testing

Based off the many rounds of user testing, we were able to reach a 88% success rate, which was up from a 63% success rate from previous user testing. From previous user testing we improved many things from having an auto-save function, including microcopy as support throughout the experience, gamification to create more motivation for users beyond completing daily tasks, and more.

The greatest takeaway from the final round of testing included:

  • 50% of users could not recall where to add a custom schedule, and the other 50% recalled from recently coming across it

    • We want to decrease as much cognitive load on our users as possible; therefore, we will need to pull out “Add Custom Schedule” onto the Calendar landing page

Key Screens

Assigning Pre-determined Tasks

Viewing Tasks on Calendar

Viewing Tasks on Calendar

Adding Custom Tasks

Adding Custom Tasks

Staff Member View of Daily Tasks

Key Takeaways

  • As our team continues to validate and understand user behavior, we hope to continue enhancing this feature for current personas and potentially others based on need

  • One of the many call outs during user testing was how can we populate this calendar with other features? We hope to continue understanding how the calendar feature can continue providing a better experience for our users either through including custom tasks unrelated to equipment or even scheduling software updates