tapouts Coach Management System

SHIPPED

Optimizing Coach Scheduling & Student Performance Tracking

I was the Lead UX Designer on Tapouts Coach Management System (CMS), I was responsible for strategizing and executing the UX Design for this B2B SaaS product.

My work encompassed UX strategy, information architecture, interaction design, usability research, and design systems development, ensuring a scalable and intuitive experience for coaches managing training schedules and student engagement.

Product

tapouts Coach Management System(CMS)

Role

UX Design Lead

Timeline

08.2024-Present

User Research & Data-Driven Design

UX Strategy & Vision Alignment

Complex Workflow Optimization

High-Fidelity Prototyping & Iteration

Scalable Design System Development

Involvement

A Critical SaaS internalTool for Coaches

What is tapouts Coach Management System (CMS)?

Tapouts Coach Management System (CMS) is an essential SaaS tool, allowing coaches to efficiently schedule, modify, and track their training sessions while keeping a clear record of student engagement. Coaches use this platform daily, often multiple times per day, making its usability and efficiency mission-critical.

Our vision for Tapouts CMS is to empower coaches with a streamlined, intelligent, and data-driven training management system.

Vision & Strategy

  1. Seamless Scheduling & Adaptability – Ensure an intuitive and frictionless scheduling experience where coaches can instantly modify their classes without disrupting their workflow.

  2. Intelligent Student Engagement Tracking – Provide data-driven insights that enable coaches to personalize lesson plans and foster deeper student connections.

  3. Scalability & Future Expansion – Build a modular system that can integrate advanced analytics, AI-driven scheduling recommendations, and automation features as the platform evolves.

Context - User Story & Problem Discovery

Meet Alex, a dedicated Tapouts coach who manages multiple training sessions each week.

His role requires him to juggle class schedules, adapt lesson plans, monitor student progress, and adjust bookings when needed. However, the existing system made these tasks unnecessarily time-consuming and inefficient, leading to daily frustrations.

How might we create a seamless, intelligent, and intuitive system that empowers coaches to efficiently manage their training schedules, track student engagement, and personalize lesson planning—without adding complexity to their workflow?

Project Goal

Efficiency Gains

  • 📉 Reduction in time spent on scheduling tasks

How We Measure Our Success

Adoption & Engagement

  • 📊 % of coaches actively using past session tracking

Impact on Coaching Quality

  • 🏆 Positive feedback from coaches on improved workflow and ease of use

Coaches experience were fragmented and inefficient.

Main Pain Points

Through user interviews and behavior tracking, we identified key pain points:

Pain Point 1: No Past Session Visibility

🔹 Problem: Coaches couldn’t access past training sessions, leading to frustration when they needed to reference student progress.
🔹 Impact: Without historical data, coaches were unable to tailor future lessons based on previous performance.

Pain Point 2: Lack of Student Participation Tracking

🔹 Problem: Coaches needed a better way to quickly assess how students were engaging in past sessions.
🔹 Impact: Without engagement insights, lesson planning lacked personalization, reducing student retention and class effectiveness.

Pain Point 3: Session Availability & Scheduling Flexibility

🔹 Problem: Scheduling conflicts made it difficult for coaches to find available slots, leading to missed training opportunities.
🔹 Impact: Coaches often had to manually communicate with administrators to swap schedules, making the process inefficient.

Final Solutions - A Day in the Life of a Tapouts Coach

🕘 10:00 AM – Reviewing Past Sessions for Lesson Planning

Task: Quickly access past training sessions to track student progress.

🕘 2:30 PM – Preparing for Class with Student Engagement Insights

Task: Assess student participation levels to customize lesson plans.

🕘 5:30 PM – Booking Additional Training Sessions

Task: Assess student participation levels to customize lesson plans.

Measurable Results & Success

Impact

The redesigned Tapouts Parent Portal successfully launched for 2 months:

+95%

→ Before the redesign, 0% of coaches could access past sessions, forcing them to rely on manual notes or memory. Now, 95% of coaches access past session data at least once per week, reducing lesson prep time by 40%.

Increase in past session accessibility

+80%

adoption of the engagement tracker

→ With the new student participation insights, coaches now adjust lesson plans 65% more frequently, leading to higher student retention and personalized coaching strategies.

-35%

reduction in scheduling conflicts

→ The self-service booking system allowed coaches to adjust sessions independently, cutting manual admin intervention by 45% and reducing scheduling errors significantly.

📌 Request Full Case Study

Interested in a deeper dive into the research insights, design decisions, and iterations behind the Tapouts Parent Portal?

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