Course Management Scheduler

Overview

The Course Management Scheduler is a high-velocity SaaS solution engineered to centralize the planning and execution of large-scale, instructor-led training (ILT). Built to replace manual processes, it provides a unified weekly view for complex scheduling across the enterprise.

Company
Paycom
My Role
Product Designer
Timeline
2 Months

Problem

Before this intervention, Learning Specialists relied on disconnected spreadsheets to manage hundreds of sessions. This manual approach created significant business risks, including:

Frequent overlaps in room bookings and trainer availability.

Inconsistent entry of times, locations, and course codes.

A lack of a "single source of truth," making real-time adjustments nearly impossible.

Goal

To transition from error-prone manual tracking to a fail-safe digital ecosystem that prevents scheduling conflicts and ensures 100% accuracy in trainer and venue allocation.

Our Users

Our users are Power Administrators managing hundreds of sessions weekly. They require a "zero-error" interface that provides preventative feedback rather than reactive corrections.

Design Process

Operating from a dedicated project room, the focus was on immediate alignment and information gathering.
I managed the experience design process end to end.

Discovery & Rapid Architecture

Week 1

War Room Efficiency: Direct, in-person access to Product Managers and Developers allowed for instant feedback loops, bypassing traditional meeting schedules.
Iterative Information Architecture: Conducted competitive research and internal product analysis, iterating on the Information Architecture five times in a single week to solidify the project goal.

Low-Fidelity Mapping

Weeks 2 - 3

The project moved quickly into visualizing complex workflows.

Mass Prototyping: Developed 16 low-fidelity flows covering the "red route" and alternative paths.
Roadblock Identification: Used these wireframes to identify technical limitations and the need for new UI components early in the cycle.

Problem Solving & Innovation

Weeks 4 - 5

Data-backed brainstorming led to a major pivot in the user experience.

The Pivot: Identified that the original "drag-and-drop" calendar plan was overwhelming for high-volume scheduling and failed accessibility standards.
The Solution: Developed a hybrid approach using a nested drawer system with multi-select "Add/Edit/Move to" options, improving both usability and efficiency.

High-Fidelity & Parallel Development

Week 5

To meet the aggressive deadline, design and engineering moved in lockstep.

Daily Deliverables: Provided high-fidelity mockups using the company design system on a daily basis, allowing developers to build the back end and front end in parallel with the design process.

Validation & Quality Assurance

Weeks 6 - 9

The final weeks focused on refining the details and ensuring technical accuracy.

Usability Testing: Conducted tests with three SMEs, leading to final refinements in wording, alignment, and informational banners.
Design QA: Oversaw the construction phase, verifying that the final build matched design specifications, micro-interactions, and accessibility standards.

Key Deliverables

To address the limitation we encountered with the drag-and-drop functionality, we implemented a solution I suggested and had previously used in another project, where the user can add or edit a data set using a multi-selection button labeled "Add/Edit/Move to."

We encountered another limitation with the calendar: the component in the UI Dev library was outdated and did not provide all the required functionality for the project. Therefore, we requested the development of a new calendar component. However, due to the timeline, we agreed that developing only the weekly view would address the necessary functionality. We excluded the daily and monthly views from this phase of the project.

Key Learnings

Collaboration focused on a shared objective is essential.

Not much documentation is necessary to achieve a great product.

You appreciate your coworkers more when you are all working in the same room.

Final Impact and Results

The launch of the Scheduler introduced Real-Time Conflict Detection, a game-changer for the department:

Zero-Conflict
Scheduling

Increased User
Confidence

Proven Adoption

The system now identifies and flags logistical errors (double-booked rooms or unavailable trainers) before the user saves the action.

Admins reported a newfound sense of security, knowing the system acts as a safety net for their complex weekly planning.

Following the successful rollout, user trust was so high that they immediately requested advanced integrations with Outlook, validating the product’s essential role in their daily workflow.