HaMeorer is an educational organization that operates a wide range of workshops, lectures, journeys, and seminars across Israel – working with both formal and informal education systems as well as with the security sector.
Product Designer (myself)
Client – Scheduling Manager at HaMeorer
External development team – Product Manager and Developer
Managing hundreds of workshops and hundreds of guides was previously handled through Google Sheets, WhatsApp messages, and scattered tables. This fragmented workflow created confusion, errors, and an overwhelming administrative load on managers.
Duplicate or missing workshops due to manual data entry
Important information lost due to filters or accidental deletions
Constantly updating sheets and coordinating with team leaders
Lack of insight into upcoming shortages, leading to last-minute cancellations
The scheduling manager oversees hundreds of workshops each month, ensuring every session has enough assigned guides and coordinating closely with team leaders.
“I had to cancel three workshops this month at the last minute because I realized there weren’t enough guides.”
“I can’t provide my managers with reliable activity data – neither looking back nor planning ahead.”
“Most of my time goes into fixing and updating the Excel sheet.”
The team lead manages 50–150 guides, reviewing the main schedule and regularly sharing relevant workshops with them via WhatsApp.
“I constantly have to chase guides to get their responses.”
“Workshops are scheduled about two months in advance, but guides don’t mark them in their calendars and end up forgetting.”
“If a workshop disappears from the shared sheet, it’s gone – I have no way to know that something has changed.”
The guide facilitates workshops in the field and undergoes special training for different content areas. As the company’s representative on-site, the guide is the face of the organization.
“I receive workshop lists by email and WhatsApp – it’s really messy.”
“It’s hard to sign up from my phone – I need to be at a computer, but I’m usually out in the field.”
“The schedule keeps changing all the time, and it’s hard to keep up.”
Each feature was designed to address specific workflow challenges identified through user interviews and observation.
Advanced filtering based on each guide’s preferences, saved for future sessions.
Guides can now quickly find workshops that match their skills, location, and availability.
Guides can bookmark interesting opportunities and come back to them when ready to commit.
A simple sharing option lets team leads push specific workshops that need proactive sign up, and allows guides to invite friends to join.
Visibility into who has already signed up gives managers clarity, helps team leads ensure coverage, and encourages guides to join confidently.
A familiar calendar view that helps guides avoid sign-up mistakes and clearly see their availability at a glance.
Built-in summary tables and activity overviews that centralize all data and simplify reporting for payroll and management insights.
A mobile-friendly experience that enables quick, on-the-go workshop sign-ups. Guides in the field can now browse and commit instantly.
Measurable improvements across operations, reliability, and team collaboration
Replaced manual Google Sheets workflows with an automated, centralized system
Fewer last-minute cancellations and better calendar integration
Faster, clearer sign-up flows and proactive reminders
Accurate payroll reporting and meaningful activity insights for managers
Visibility, mobile access, and easier coordination with team leads
Shared visibility and real-time updates between all stakeholders
This was my first full-scale product as an independent designer. It taught me valuable lessons about project scoping, client collaboration, developer communication, and managing a complete UX process from discovery to launch.
The experience reinforced the importance of understanding user pain points deeply before jumping to solutions, and the value of iterative design when working with real-world constraints.