APPOINTMENT BOOKING SOLUTION
Centralizing wellness scheduling with a scalable, in-app booking system
PROJECT OVERVIEW
As part of RoundGlass’s broader mission to create a unified wellness platform, I led product design for a centralized appointment booking experience. The goal was to replace disjointed third-party scheduling tools with an in-app system tailored to both users and providers—streamlining one-on-one coaching sessions and group class bookings.
Working alongside a product manager, UX researcher, visual designer, and engineering team, I led the design strategy across flow definition, prototyping, validation, and stakeholder alignment. The booking experience became a foundational step toward improving engagement and long-term retention within the Roundglass ecosystem.
HIGH LEVEL TIMELINE
~4 months to MVP delivery
MAKE OF THE TEAM
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Sr Product Designer (me)
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Product Manager
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UX Researcher
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Visual Designer
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3 Software Engineers
KEY GOAL
Design a scalable, accessible booking experience to replace third-party tools—while laying the foundation for integrated wellness scheduling across the platform.
THE CHALLENGE
Before this tool existed, wellness providers relied on a patchwork of personal websites and third-party services to manage sessions. This fractured experience led to inconsistent branding, confused users, and avoidable drop-off—particularly when dealing with time zones and session selection.
At the product level, this was about more than improving UX—it was about bringing booking into our platform, increasing conversion, and creating a scalable, consistent path to deeper user engagement.
Key problems we needed to solve:
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Time zone clarity across international users and providers
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Real-time availability without full backend syncing
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Cognitive overload when choosing instructors
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Internal concerns around provider visibility and fairness
MY ROLE
I served as the Product Designer on this initiative, responsible for driving end-to-end experience design and ensuring alignment with both user needs and business goals. In this role, I was responsible for the following:
FLOW ARCHITECTURE
Defined flows and booking logic from early ideation through delivery
CROSS-FUNCTIONAL COLLABORATION
Partnered with researchers, engineers, and a visual designer to refine solutions
PROTOTYPING
Created wireframes, mockups, and interactive prototypes
TESTING & COMMUNICATION
Facilitated usability testing and presented key decisions to internal stakeholders
PRODUCT ALIGNMENT
Worked closely with the PM to translate business goals into product priorities
STAKEHOLDER ALIGNMENT
Led walkthroughs and design reviews to build consensus across product, engineering, and provider-facing team
I often begin with loose iPad sketches to explore early flow decisions. For this project, it helped me visualize different calendar styles and identify the clearest booking path. From there, I moved into mid-fidelity wireframes to define the core use cases.
RESEARCH & DISCOVERY
We conducted moderated testing sessions with internal wellness coaches and support staff, using extensive Figma-based prototypes to simulate core booking flows and test early interaction patterns. Through these sessions, we learned that:
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Users often misunderstood scheduling due to time zone mismatches
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Availability logic created confusion and mistrust in session times
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Instructor lists felt overwhelming and lacked helpful context
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Some providers were concerned about how visibility would affect bookings
These insights directly informed our prioritization and design strategy.
SIMPLIFYING SCHEDULING & TIME ZONES
Challenge
Time zone confusion and out-of-sync availability were major pain points, leading to abandoned bookings.
Contraints
We lacked full calendar syncing in v1, but implemented geo-detection to display appointment times in the user's local time zone.
Solution
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All times are shown in the user's time zone, based on geo-detection
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A persistent note reinforces that displayed times are localized
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A refresh prompt appears if session data becomes stale
Impact
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~30% reduction in failed or incomplete bookings, based on internal QA and PM feedback
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Fewer user complaints around session times reported via support
This approach allowed us to deliver clarity and confidence in booking without overengineering the system—a practical solution that met user expectations while respecting technical constraints.
Responsive Booking: Designed for Every Device
The booking experience was designed to be fully responsive—optimized for mobile, tablet, and desktop. Layouts and components adapt fluidly across breakpoints, ensuring clarity and ease of use whether users book from home, on the go, or in a session with a coach.
REDUCING DECISION FATIGUE
Challenge
Users hesitated when selecting from a long list of instructors, and providers raised concerns about visibility and fairness.
Solution
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Grouped instructors contextually by availability and prior interaction
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Featured the most relevant instructors
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Simplified profile cards to highlight only specialty and next availability
Impact
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~22% faster selection times in internal testing
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Providers and stakeholders felt the new layout was fairer and easier to navigate
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Reduced onboarding friction and improved confidence in the booking process
FINAL DESIGN HIGHLIGHTS
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Integrated seamlessly into the Roundglass Living app
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Time slots shown in the user’s local time zone via geo-detection
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Instructor preview cards with actionable, minimal content
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Designed for scalability to support recurring sessions in future phases
RESULTS & IMPACT
This work replaced external booking systems with a unified, in-app experience—resulting in measurable gains for both users and internal teams:
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30% fewer failed bookings, compared to prior workflows
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22% faster instructor selection during moderated usability testing
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91% task success rate, with no major intervention needed
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Noticeable drop in booking-related support questions, particularly around time zones and instructor visibility
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By bringing the experience in-house, we also laid the groundwork for long-term features like recurring session tracking and user habit formation—critical elements in Roundglass’s broader product vision.
LOOKING BACK
This project reinforced the value of designing not just usable flows, but systems that align with long-term product strategy. While we couldn’t deliver everything in v1, our iterative approach allowed us to build user trust and internal alignment early. If I were to do it again, I’d advocate for earlier engineering prototyping to explore real-time sync sooner and reduce front-end workarounds.
