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AI-DESIGNED PROJECT
AI-Designing Omnify’s Staff & Resource Management System
About Omnify
- SAAS which helps Service Business(Sports, Recreation, Kids classes, Cooking classes)
- Basically shopify for service business.
- Service Business sells & runs per schedule (timebound).So Schedule management becomes the key offering.EX: Class A: 9AM-10AM, Class B: 11AM-12PM
Dashboard
Sets Up Class
Admin
Assigns Trainer
Class shows
in Storefront
Staff Management
Admin
Different Software to Manage Staff & Space
Frontdesk
Trainer
Checks Calendar
Checks Class09 AM - 10 AM
Manage ClassAttendance
My role on this project
01
My Role
Led the product from problem discovery through solution design, aligning customer needs, business goals, and technical constraints.
02
PM - 1
On scope, prioritization, research and enterprise customer signals
03
Engineers - 2
Directly with engineering director and was introduced to supabase
04
Customer success - 1
Who gave me direct access to enterprise trainers for shadowing and feedback
Business Opportunity
Who Uses It: Admins
Admins primarily to manage staffs and resource, for the overview
What Omnify Already Solved
We already offered scheduling management software.
Class Management: When does it occur?
What Was Missing
Managers still couldn't answer:
Staff Management: Which staff takes care of class
Space Management: Where does the class occur
Product Problem
Business Problem
As businesses scaled, managers had to coordinate staff, resources, and schedules across multiple disconnected tools.
Why it’s Important
- Double bookings, Schedule conflicts, Staff confusion, Attendance gaps and High coordination effort
- All of these issues eventually affected one critical business outcome: Payroll Accuracy. ’ How much should we pay a staff member?’
Problem Statement
How might we create a reliable operational system that helps managers coordinate staff and resources while generating trustworthy shift data for payroll?
Discovery & Key Insight
Initial Assumption
We initially thought the problem was Payroll Management: Calculating compensation based on shifts, roles, and hours worked.
What We Discovered
- Payroll depended on many operational variables, making it a much larger problem than anticipated.
- More importantly, interviews revealed that payroll inaccuracies were only a symptom.
- Managers lacked visibility into: Staff Availability, Time tracking and Resource allocation
Key Insight
Payroll wasn't the problem. Operational accountability was (Tracking shift time)
Established time tracking as the source of truth with core shift infrastructure.
Root Cause
No reliable shift data
No reliable attendance data
No reliable payroll calculations
Prioritization Strategy
Strategic Decision
Instead of building a full payroll system, we focused on solving the foundational problem first:
Operational Accountability: Shift Time Tracking
- Who is available
- What work they are assigned
- When they worked
- What conflicts occurred
Why This Approach
Solving operational accountability would address the majority of payroll disputes while being significantly simpler and faster to deliver.
Priorities
- Set up the Staff Availability
2. View the Staffs Shift
3. Plan & Manage Conflicts
Designing the Workforce Operating System
Set up the Staff Availability
- Can staff work?
- Managers define:Working hours, Days available, Capacity constraints
View the Staffs Shift
- What work should they perform?
- Managers can view: Assigned classes, Tasks, Resources, Shifts In a unified schedule.
Plan & Manage Conflicts in Triage Mode
- What needs intervention?
- Managers can proactively identify:, Missing staff, Double bookings, Shift overlaps
- Set up the Staff Availability
- Inspiration
- Why it works?
- Interaction
- Design System
- View the Staffs Shift
- Plan & Manage Conflicts in Triage Mode
Impacts on Efficiency, Revenue Monetisation
“Replaced three tools with one unified system. Auto-planning cut coordination time by 40% and conflicts by 57%, improving compliance and reducing disputes—unlocking new monetization”
↓ 40%
Avg Manager Time Reduced
Reduces manual coordination, freeing managers to focus on operations and growth.
Improves reliability by minimizing scheduling fixes and disruptions.
Streemlined Staff Attendance Compliance Reduced Payroll Disputes
↓ 57%
Avg conflict reduction rate
Prevents double bookings, ensuring smooth class execution.
Improves space utilization through clearer availability and planning.
CONSTRAINT
Constraints We Had To Work Within
Design Principle: Focus on solving the highest-frequency operational problems first.
01
User Constraints
- Multiple business types, Different operational maturity
- One solution had to work for: Fitness centers, Activity centers
02
Timeline
- Needed an MVP within one quarter
- Couldn't redesign the entire operations platform
03
Technical
- Existing scheduling engine already existed
- Needed to integrate with legacy booking architecture
- Resource and staff data lived in different systems
04
Risks
- Building payroll would significantly increase scope
- Over-complicated setup could reduce adoption
DECISION MAKING
What guided the process
01
Challenge
- Manager need visibility on: Availability, Classes booked and conflicts without overwhelming
- Make sure both staff & resource management is handled without time consuming.
02
Trade Off
- Option A - Build end to end PayrollPros: Directly addresses customer requestsCons: Large scope, Complex business rules, Doesn't solve missing operations
- Option B - Build Workforce AccountabilityPros: Solves root cause, Faster to launch, Creates foundation for payrollCons: Doesn't immediately automate payroll.
03
Collaboration
- Worked closely with: PM to prioritize MVP scope
- Director of Engineer to understand data dependencies
- Customer Success to validate customer pain points
04
Validation
- Customer interviews, Workflow reviews, Internal operational simulations, Early customer feedback sessions
Other Iterations
Solve Staff & Resource Together
Instead of 3 layers: Just one view to Set Availability, Plan and manage Conflicts
Let’s connect I’m open to product design opportunities and conversations
CONNECT
DOWNLOAD
Resume
Link
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Thank You