WorkinSync

Hundreds of enterprises have trusted WorkInSync as a reliable, flexible workplace platform
B2B SaaS Product

Overview

A suite of intuitive products to enable smart companies to adopt the hybrid workplace model in the new normal.

  • Seamless Work Scheduler

  • Floor Occupancy Monitor

  • Strong Security Module

  • Contactless Access Control

  • Desk Booking Console

  • Office Space Navigator

WorkInSync is a B2B SaaS platform trusted by hundreds of enterprises to streamline hybrid workplace management. It offers solutions like desk booking, scheduling, commute management, floor occupancy monitoring, and contactless access control to help businesses adapt to the post-pandemic work model.

The Problem

The COVID-19 pandemic shifted the workplace paradigm. Many companies adopted hybrid work models, requiring flexible scheduling, employee tracking, and health-compliant infrastructure. However, legacy systems lacked the flexibility to:

  • Plan employee presence and resource booking efficiently.

  • Track real-time occupancy and movement.

  • Manage employee queries and communication centrally.

WorkInSync needed a user-friendly, scalable solution to help companies adapt quickly and effectively.

The Goal

Design a seamless, intuitive user experience for multiple stakeholders—employees, team managers, HR, and admin—to manage hybrid workspaces effectively.
Ensure the platform supports:

  • Planning, booking, and scheduling.

  • Real-time tracking.

  • Communication and alerts.

  • Reporting and analytics.

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UX Strategy

It aligns design with business goals and user needs, ensuring a seamless experience.
It drives innovation and fosters continuous improvement across platforms.

UX Research

Qualitative Methods

  • User Interviews

    • Conducted with BPO Team Managers, Admins, and HR professionals across metro cities.

    • Objective: To uncover daily challenges, motivations, and workflows.

  • Contextual Inquiry

    • Observed managers and admins using existing systems/tools to schedule and monitor office attendance.

    • Provided insight into real-time challenges and workarounds.

  • Usability Testing

    • Performed on prototype features like Desk Booking, Bus/Cab Scheduling, and Profile Management.

    • Measured ease of navigation and task success rates.

To understand user needs, pain points, and behaviors in managing hybrid workplaces to improve the overall experience of the WorkinSync platform for team managers, HR admins, and facility managers.

Quantitative Methods

  • Surveys & Feedback Forms

    • Sent to 100+ users post-interaction with the app features.

    • Gathered data on satisfaction, feature usage, and pain points.

  • Analytics Review

    • Tracked user activity: peak login times, most-used features, and drop-off points in journeys.

    • Revealed areas of friction and underutilized capabilities.

User Segments Studied

  • Team Managers (e.g., Saketh Kumar)

    • Responsible for team attendance, scheduling, and dispute resolution.

  • Facility & Admin Managers (e.g., Niranjan K)

    • In charge of occupancy tracking, employee onboarding, compliance, and facility operations.

User Segments Studied

  • Inability to book for multiple employees simultaneously.

  • Lack of real-time visibility of team presence.

  • Manual and scattered booking systems (via email or spreadsheets).

  • No centralized complaint resolution system.

  • Limited insights into resource utilization (desks, transport, parking).

Define & Ideate

  • Pain Points Identified:

    • No consolidated dashboard for team-wide scheduling.

    • Manual processes for conflict resolution.

    • Fragmented communication with HR & Facilities.

  • Design Solutions:

    • Unified dashboards with role-based access.

    • Visual calendars for team planning.

    • Smart alerts for deviations and booking conflicts.

    • In-app messaging for dispute resolution.

Competitor Analysis

Competitor analysis helps identify strengths, weaknesses, and opportunities by comparing WorkinSync with similar hybrid workplace solutions, guiding strategic design and product decisions.

USER PERSONA

Age: 30

Location Bangalore, Delhi, Mumbai

Occupation BPO Team Manager

Family Married

Reporters: 40 - 2 Teams

Saketh Kumar

Bio: "Concentrate" a BPO company, He handles 2 teams of 20 members and is responsible for their job, tasks assigned, time arrival, leave management and acts as a bridge between HR and the employees. He also resolves any disputes HR may have.

Frustration

Goals

Actions

  • Can't book/schedule for multiple days for multiple employees

  • Can't track all employees in a simplistic view.

  • Don't have all necessary information to resolve disputes regarding, attendance, commute etc.

  • Planning

  • Booking

  • Scheduling

  • Tracking

  • Leave Management

  • He must be able to oversee WFO bookings.

  • Sub bookings such as parking, cab, etc.

  • He must be able to oversee Bus Bookings.

  • He must be able to oversee Cab Bookings

Communication Channels

  • Employee Experience, THD, HR Admin.

  • He must be able to receive notifications/email from transport team for dispute resolving.

  • He must be able to receive notifications/email if there any deviations from his planning/booking.

Age 35-40

Location Metro, Tier1 cities

Family: Married with 2 kids

Reportes: 2-4, depends on org size

Niranjan K, Facilities & Admin Manager

Frustration

Goals

Key Responsibilities

  • Seamlessly search employees and their details.

  • Manage Realtime employee presence in office.

  • Emails are a difficult way to manage complaints.

  • No effective communication channel.

  • No single view to manage employee bookings.

  • Not able to manage employee profiles. (Tag managers and other details).

  • Be able to track the declaration status of employees.

  • Manage employee movement.

  • Seamless employee onboarding.

  • Compliant Management within SLA.

  • House keeping management.

  • Effective communication to employees.

  • Be able to define the capacities of premises.

  • Manage employee profiles. Follow up on incomplete profiles.

  • Communicate updated to all or specific segment of employees.

  • Manage bookings of employees in the organization.

  • Track the complaints raised by employees and bring them to resolution.

Communication Channels

  • Booking trends over a week.

  • Incomplete profile requests.

  • Pending employee concerns.

  • Resolution of alerts.

  • Utilization of office, parking and transport.

  • Underutilized and overutilized spaces.

User Journey

The user journey maps the end-to-end experience of users interacting with a product, highlighting their goals, actions, pain points, and emotions at each stage.

PROTOTYPE

Usability Testing

  • Conducted with 8 participants across roles

  • Measured task completion rate, ease of navigation, and satisfaction

  • Results:

    • 90% task completion

    • 30% faster booking time

    • 80% positive feedback on dashboard clarity

Outcomes & Impact

  • 50% reduction in helpdesk queries

  • 60% increase in booking efficiency

  • 70% improvement in dispute resolution time

  • Elevated overall employee satisfaction across pilot users

Conclusion

The redesigned WorkInSync platform empowered teams and admins to manage hybrid workplaces more effectively. With a focus on usability, personalization, and real-time functionality, it delivered a frictionless experience that helped organizations transition confidently into the future of work.

Metrics to Measure Success

1. Task Success Rate

  • What it measures: Percentage of users who complete a task successfully.

  • Example: Booking a desk or cab without assistance.

  • Target: ≥ 90%

2. Time on Task

  • What it measures: Average time taken to complete core tasks (e.g., scheduling team for in-office days).

  • Goal: Reduce booking time by simplifying the UI and process.

  • Baseline Improvement: 30% faster compared to previous version.

4. System Usability Scale (SUS)

  • What it measures: Overall usability score from user feedback (via a 10-question survey).

  • Goal: SUS score ≥ 80 (Grade A usability)

5. Net Promoter Score (NPS)

  • What it measures: User satisfaction and likelihood to recommend the platform to others.

  • Goal: NPS ≥ +40

3. Error Rate

  • What it measures: Number of mistakes users make while completing a task (e.g., double-booking, booking wrong date).

  • Goal: Error rate ≤ 5%

6. Retention Rate

  • What it measures: Number of returning users over a specific period.

  • Focus: Daily/weekly engagement from managers and admin users.

  • Goal: ≥ 75% active weekly users

7. Feature Adoption Rate

  • What it measures: Percentage of users using specific features (e.g., transport booking, floor maps, notifications).

  • Goal: Feature use ≥ 65% for key modules

8. Helpdesk / Support Tickets

  • What it measures: Number of support issues raised per user or per task.

  • Goal: Reduce queries by 50% post UX revamp

9. Click Path Length

  • What it measures: Average number of clicks needed to complete a task.

  • Goal: ≤ 4 clicks to complete key workflows

10. Customer Satisfaction Score (CSAT)

  • What it measures: User feedback score right after task completion.

  • Goal: CSAT ≥ 4.5 / 5