Mary Joey Intas: UX Designer, Product Lead from Cebu Philippines
Designing an on-demand room booking experience with iAdea panels
Timeline
Early 2022 - June 2023
Platform
iAdea + ServiceNow
My Role
Lead UX Designer
Project summary
As part of a workplace rebrand, our team was also tasked with designing an intuitive, on-demand room booking experience using iAdea touchscreen panels installed outside meeting rooms. The goal was to enable employees to quickly find and reserve available spaces in real time, directly at the point of need—without relying on external systems or desktop tools.
The challenge involved simplifying the interaction flow while working within the technical constraints of the iAdea hardware and existing scheduling system integrated with the workplace portal. I led the UX design process from research to prototyping, visual design, and collaboration with developers and testers, ensuring the interface was accessible and visually aligned with the organization’s broader design standards.
The final solution significantly reduced meeting room conflicts and walk-ins without bookings, while improving employee confidence in using meeting spaces efficiently.
Research
Designing an app for a handheld device without direct access to the hardware was certainly a unique challenge. However, through thorough research—including watching various videos and referencing the iAdea website—I was able to gain a solid understanding of the device’s appearance and functionality.
I created a flow to visualize how the process would be like.
MVP
Our design team presented several versions for the initial draft, but the business ultimately chose the layout I made featuring a dedicated timetable section on the right side of the screen. They were also particularly enthusiastic about the dark UI concept. Since the actual device includes a status light on the back, the dark interface will help accentuate these visual cues more effectively.
Enhancements
As the product moved through assessment and development phases, I implemented several enhancements to ensure accessibility, usability, and resilience across a variety of edge cases.
Key design considerations included:
Accessible color contrast on dark UI
To support inclusive design, I applied WCAG-compliant color contrast principles tailored for a dark interface. This ensured readability for users with visual impairments and optimized usability in various lighting environments, including low-light meeting spaces.
Responsive design for multiple orientations
Given that the device could be installed in both portrait and landscape modes, I also designed a separate vertical layout that adapts seamlessly to orientation changes, maintaining usability and visual coherence regardless of how the device is mounted.
Designing for edge cases and system states
I worked closely with product and development teams to identify and design for critical edge cases—including special timetable use cases, connectivity issues, and admin-disabled booking states. Each scenario was addressed with clear messaging to reduce friction and user confusion.
Final designs
As we continued to support the product and incorporate user feedback, the following designs were successfully implemented and released to production.
This project was particularly meaningful to me, and I feel a strong sense of pride seeing my design installed in every meeting room across the office. It was truly a collaborative effort—made possible by the brilliant contributions of the product owners, developers, and my fellow designers who helped shape the workplace and booking experience.
If you’d like to see more, you can check out other stories like this in my ✨portfolio✨.