Who Was the Client?

Although this was an internal project, the client was Hexaarch itself, operating through its new sub-branch Hexacareers.

Hexaarch acted both as the client and stakeholder, with:

• Academic team defining the learning structure

• Sales & operations team outlining workflow needs

• Tech team providing feasibility guidance

• Leadership team shaping the long-term vision of the platform

This made the project both exciting and challenging — the expectations were high because the system would become the backbone of HexaCareers’ entire learning experience.

My Role & Responsibilities

As the Senior UX/UI Designer, I was responsible for the end-to-end design process.
My tasks included:

1. Discovery & Research

• Conducting stakeholder interviews (students, instructors, admins)

• Mapping current LMS workflows and identifying pain points

• Creating empathy maps & user personas

• Performing comparative analysis of top LMS platforms

2. Experience Strategy

• Defining information architecture for all three dashboards

• Designing role-based user journeys and task flows

• Prioritizing features based on usability, frequency & cognitive load

• Establishing a design vision aligned with Hexaarch’s brand and product roadmap

3. Interaction & Interface Design

• Wireframing all modules (student, instructor, admin)

• Creating high-fidelity UI screens

• Designing all functional pages such as:

  • Overview

  • Sessions

  • Courses & enrolled course structure

  • Notes, Assignments, Attendance

  • Messaging & Discussions

  • To-Do Lists

  • Certificates

  • Refer & Earn (wallet, rewards, transactions)

  • Settings, Helpdesk, Notifications

  • Admin tools for user management & content control

• Designing grid view, list view, gantt view & filter/sort systems

4. Validation

• Conducting usability testing with real students & instructors

• Observing emotional responses, friction points & hesitation moments

• Refining interactions, states, empty screens & microcopy

• Collaborating with developers to ensure correct implementation

5. Delivery & Impact

• Preparing the design system for development handoff

• Ensuring accessibility, responsiveness & consistency

• Supporting QA & resolving UX gaps during development

• Reviewing final results with Hexaarch leadership

Project Circumstances

The project happened during a period where Hexaarch was rapidly scaling its education ventures.
The LMS wasn’t just a product — it was the foundation for the entire business model of Hexacareers.

We were designing under:

• Continuous updates from academic teams

• Tight development timelines

• High expectations for student satisfaction

• A growing need to reduce manual operations

• The pressure to deliver a polished, professional platform that could scale to thousands of learners

Despite this complexity, the team worked collaboratively, and UX became the central pillar connecting all departments.

Problem

1. Students Felt Lost & Overwhelmed

Problem:
Students reported they didn’t know “what to do next”, where sessions were located, or how to track progress.
Information lived in many places—WhatsApp, Zoom links, PDFs, Google Drive—and navigating all of it created anxiety.

Emotional reaction:

“I feel like I’m always missing something.”
“The flow is confusing.”

2. Disconnected Learning Materials Across Different Platforms

Problem:
Resources, session recordings, notes, and assignments were stored across different apps. Students wasted time searching for files, while instructors struggled to share them consistently.

Emotional reaction:

“Every day I ask the instructor, ‘Where is the material?’”
“I spend more time finding things than learning.”

3. No Central Tool for Instructor–Student Communication

Problem:
Discussions happened in WhatsApp groups which mixed personal chats with academic content. Students couldn’t find important messages later.
Instructors had difficulty answering repeated questions and tracking student doubts.

Emotional reaction:

“Group chats are messy. I miss important updates.”
“I can’t keep replying to the same doubt again and again.”

4. Attendance & Leave Tracking Was Manual and Error-Prone

Problem:
Students filled Google Sheets or messaged instructors for attendance confirmation.
Admins manually updated everything, causing mistakes, delays, and frustration.

Emotional reaction:

“I never know if my attendance is marked correctly.”
“Students message me at midnight about attendance mistakes.”

5. To-Do Tasks & Assignment Deadlines Had No Structure

Problem:
Students maintained tasks separately on notebooks or personal apps.
Assignments were received via WhatsApp/Google Forms and often got missed.

Emotional reaction:

“I forget deadlines because nothing reminds me.”
“Too many apps... I wish everything was in one place.”

6. Referral & Reward System Was Not Motivating or Transparent

Problem:
Hexaarch had an internal referral concept, but without a dashboard, students had no clarity on earnings, progress, or bonuses for hitting milestones.

Emotional reaction:

“I don’t know how much I earned or how close I am to rewards.”
“It feels confusing. I can’t track anything.”

7. Instructors & Admins Struggled With Operational Overload

Problem:
Instructors spent significant time uploading content manually and answering repeated questions.
Admins struggled with:

• Adding/removing users

• Tracking session updates

• Fixing attendance issues

• Managing complaints & reports

• Validating certificates
  All without a centralized interface.

Emotional reaction (instructor):

“I spend more time managing tasks than teaching.”

Emotional reaction (admin):

“There’s no single place to check what’s happening.”

8. No Standardized Notes System

Problem:
Students kept personal notes in different apps, while instructors shared notes separately.
There was no place to:

• Pin notes

• Sync instructor notes

• Categorize notes

• View notes linked to each session

Emotional reaction:

“My notes are scattered everywhere — I want them inside the course.”

9. No Clear Feedback, Ticketing or Support Mechanism

Problem:
When students faced issues, they didn’t know whom to contact.
Admins received scattered complaints through emails, calls, WhatsApp, and messages.

Emotional reaction:

“I feel helpless when something goes wrong.”
“Support takes time because everything is manual.”

Solution

1. Solution to “Students Felt Lost & Overwhelmed”

We introduced a guided, personalized student dashboard that shows:

• Today’s tasks

• Upcoming sessions

• Pending assignments

• Attendance status

• Course progress

• Important alerts & reminders

The dashboard acts as a “home base,” reducing cognitive load and telling the student exactly what to do next.
We validated this through usability testing — 87% of students said they finally felt “clear & in control.”

2. Solution to “Scattered Learning Materials Across Platforms”

We centralized all content inside the Enrolled Course Module, providing:

• Session recordings

• Resources & PDFs

• Instructor notes

• FAQs

• Discussion threads

• Review & feedback

• Report options

Everything is organized session-wise, eliminating the need to switch apps.
Students now find all materials in seconds instead of minutes.

3. Solution to “No Unified Instructor–Student Communication”

We built a structured messaging & discussion system inside the LMS with:

• Session-specific discussion rooms

• Team group discussions

• Instructor announcements

• Reply threading

• Ability to report inappropriate comments

This reduced WhatsApp noise and created a searchable, organized academic communication system.
Instructors could finally track doubts in one place.

4. Solution to “Manual Attendance Tracking”

We created a Smart Attendance Module with:

• One-click instructor marking

• Automated session timestamps

• Student view of daily/overall attendance

• Leave request system (approval workflow)

• PDF export for admins

Admins no longer manually update sheets, reducing errors and saving hours each week.

5. Solution to “Unstructured To-Do Lists & Assignment Deadlines”

We added a dedicated To-Do & Assignment Manager where students can:

• Add, edit, delete tasks

• Change status (To-do / In-progress / Completed)

• Assign team members

• Set reminders & due dates

• Attach files

Assignments are integrated with the course, ensuring nothing is missed.
Students reported higher completion consistency.

6. Solution to “Non-Transparent Referral & Reward System”

We built a complete Refer & Earn Ecosystem:

• Unique referral codes

• Real-time earnings tracking

• Wallet balance

• Withdrawal to bank/UPI

• Transaction history

• Milestone rewards (30/60/100 referrals) shown as progress bars

• Surprise gift illustrations for motivation

This made referrals game-like, boosting engagement and earnings clarity.

7. Solution to “Instructor & Admin Operational Overload”

We designed two separate dashboards:

Instructor Dashboard

• Upload/manage sessions

• Add resources & notes

• Assign tasks

• Mark attendance

• Monitor discussions

• Review submissions

Admin Dashboard

• Add/remove students & instructors

• Manage permissions

• Track attendance & performance

• Validate certificates

• Handle complaints & report

• Oversee referral fraud prevention

This gave each role precise, powerful tools — reducing frustration and workload dramatically.

8. Solution to “Unorganized Notes System”

We created a Unified Notes System where students can:

• Add, edit, delete, pin notes

• Auto-organize notes based on course and session

• View instructor notes linked to each session

• Switch between personal notes & shared notes

• Sync notes across devices

This brought structure, searchability, and relevance to an otherwise chaotic process.

9. Solution to “No Proper Feedback or Support Flow”

We introduced a complete Support & Helpdesk Module:

• Create tickets

• Track status

• Chat with support in real-time

• Provide feedback on sessions & instructors

• Report issues from any page

Clear communication reduced frustration and eliminated support confusion.

Project goals

The project aimed to achieve several key goals that address both user needs and business objectives. I put together an action plan and shared it with the team and stakeholders. Once we got the green light, I moved on to designing with these objectives in mind:

1. Build a Unified Learning Ecosystem

Create a single, integrated platform where students, instructors, and admins can learn, teach, communicate, and manage everything without relying on external tools like WhatsApp, Drive, or Sheets.

2. Improve Clarity & Reduce Cognitive Load for Students

Design a guided experience that tells students exactly what they need to do next — ensuring they never feel lost or overwhelmed.
This includes clear navigation, progress visibility, timely reminders, and well-organized content.

3. Streamline Instructor Workflows

Provide instructors with efficient tools to upload sessions, share resources, manage attendance, answer doubts, assign tasks, and track student activity — all from one dashboard with minimal friction.

4. Centralize Administration & Monitoring

Enable admins to:

• Manage users

• Track overall learning performance

• Monitor attendance

• Validate certificates

• Handle issues & reports

• Oversee referral rewards
  All through a single, powerful control panel.

5. Enhance Collaboration & Communication

Replace unstructured WhatsApp groups with structured discussion threads, direct messages, team groups, and instructor announcements - ensuring communication stays organized and relevant.

6. Increase Student Motivation & Completion Rates

Incorporate features like:

• To-do lists

• Progress trackers

• Timely reminders

• Certificates

• Milestone-based rewards

• Gamified referral system
  to keep learners engaged, consistent, and goal-oriented.

7. Provide Transparency in Earnings, Rewards & Performance

Offer real-time visibility into:

• Attendance

• Tasks

• Course progress

• Referral earnings

• Wallet balance

• Rewards milestones
  so students feel confident, informed, and motivated.

8. Ensure Scalability & Future-Proofing

Design a system flexible enough to support:

• Multiple batches

• Multiple courses

• Growing student numbers

• Additional learning paths

• Future integrations

The goal was to build something that scales with Hexacareers’ growth.

9. Create a Consistent, Accessible, Multi-View UI

Implement:

• List, Grid & Gantt views

• Dark & Light modes

• Accessible color contrasts

• Mobile-responsiveness

• Consistent design system

so that every user can work comfortably in their preferred environment.

10. Reduce Operational Overload & Manual Work

Automate or simplify repetitive tasks such as:

• Attendance calculation

• Assignment tracking

• Certificate generation

• Referral tracking
  This frees instructors and admins to focus on high-value tasks.

Main Goals

GOAL 1

Create a Unified and Guided Learning Experience

Build a central platform where students can access sessions, resources, tasks, notes, attendance, and communication in one place - reducing confusion and helping them always know what to do next.

GOAL 2

Empower Instructors With Efficient Teaching & Management Tools

Provide instructors with streamlined workflows to upload content, manage attendance, track student progress, answer doubts, and handle assignments without operational overload.

GOAL 3

Give Admins Full Control With Transparent Monitoring & Automation

Enable admins to manage users, track performance, validate certificates, oversee referrals, handle reports, and automate repetitive tasks through a powerful, centralized dashboard.

Design Process

1. Research & Understanding
2. Ideation & Wireframing
3. Visual Design & Prototype
4. Testing & Iteration

Interviews

During the ideation phase of the project, I conducted user interviews to build new personas and to inform the design. Together with the team, we prepared an interview script with 32 open-ended questions, focusing on our target audiences’ values, motivations, and daily routines. In 4 days, I recruited and interviewed 7 users remotely. We referenced the user interview findings throughout the entire design process.

During the ideation phase, we conducted user interviews to understand the lived realities of our learners, instructors, and admin staff. These conversations helped us define accurate personas, uncover pain points, and guide the direction of the LMS experience.

What objectives influenced your questions?

Our interview questions were shaped by four core goals:

1. Understand daily routines and behavioral patterns

We wanted to learn how students, instructors, and admins currently manage learning activities, communication, attendance, assignments, and discussions across different tools.

2. Uncover emotional pain points and frustrations

We focused on understanding what makes users feel confused, overwhelmed, stressed, or disengaged in the current process.

3. Identify expectations and motivations

We explored what users value in an LMS experience - clarity, speed, structure, accessibility, or recognition and what motivates them to stay consistent.

4. Learn about task flows and unmet needs

We asked users to walk through their current workflows to identify inefficiencies, gaps, and opportunities for improvement.

These objectives ensured our questions were open, exploratory, and empathy-driven.

How many users did you interview?

We interviewed 9 users remotely over 5 days:

• 5 students (primary users)

• 2 instructors (secondary users)

• 2 admins (operational users)

This mix gave us a balanced understanding of every role in the learning ecosystem.

What were the main insights from the interviews?

1. Students felt overwhelmed and unorganized

They struggled to track sessions, materials, assignments, and discussions scattered across WhatsApp, Google Drive, and Sheets.

2. Communication was chaotic and easily lost

Important messages got buried in group chats, leading to confusion and repeated questions.

3. Instructors were overloaded with manual tasks

Uploading resources, tracking attendance, answering doubts, and managing assignments took more time than actual teaching.

4. Admins lacked visibility and control

Managing users, tracking performance, and resolving issues required switching between multiple apps and manual spreadsheets.

5. Lack of structure decreased motivation

Students wanted progress tracking, reminders, rewards, and certificates to stay consistent in their learning journey.

6. Notes and task management were fragmented

Students relied on personal apps to maintain notes and to-do lists, making everything disconnected from the course.

7. Referral earnings lacked transparency

Users wanted real-time tracking, milestones, and withdrawal options within the platform.

These insights became the foundation for our problem statements and feature priorities.

How did you use your findings?

We used the interview findings throughout the design process to ensure we were solving real problems, not assumptions:

1. Persona Creation

We built three personas — Student, Instructor, Admin — capturing their goals, frustrations, habits, and motivations.

2. Journey Mapping & Information Architecture

Interview insights directly informed pain points, helping structure the dashboard navigation and hierarchy logically.

3. Feature Prioritization

We used insights to prioritize core features such as:

• Centralized resources

• Attendance automation

• Notes & assignment organization

• Structured communication

• Referral wallet

• Support & ticketing system

4. Interaction Design Decisions

The emotional insights guided decisions like:

• Showing progress cards

• Adding reminders

• Creating milestones

• Building intuitive filters and multi-view layouts

• Reducing steps for completing tasks

5. Validation & Iteration

During usability testing, we cross-referenced interview pain points to check whether the new solutions addressed the issues effectively.

The interview insights became a living reference used from initial concepts to final UI, ensuring user needs drove every design decision.

Interview Questions (30 Open-Ended, UX-Focused)

A. General Experience & Daily Routine

1. Can you walk me through a typical day when you’re using learning or teaching tools?

2. How do you currently access your course materials or session resources?

3. What apps or platforms do you use daily for learning/teaching activities?

4. Which part of your daily workflow feels the most time-consuming or stressful?

B. Pain Points & Challenges

5. What situations make you feel confused or lost during the learning/teaching process?

6. Tell me about the last time you missed an assignment, session, or update — what happened?

7. How do you manage your tasks, notes, or deadlines now? What issues do you face?

8. What makes communication difficult in current WhatsApp/Telegram group setups?

9. Have you ever struggled with attendance tracking? What caused that?

C. Motivation, Expectations & Goals

10. What motivates you the most when you participate in a course or training?

11. What would make you feel more guided or supported during your learning journey?

12. What features or tools do you wish existed to help you stay consistent?

13. How important are rewards, recognition, or progress tracking for your motivation?

D. Course Interaction & Learning Tools

14. How do you prefer to take notes during sessions?

15. If you use external apps for notes/to-dos, why do you prefer them?

16. What frustrations do you face when searching for session recordings or resources?

17. What kind of reminders or notifications would help you stay on track?

E. Communication & Collaboration

18. How do you feel about discussions happening in group chats?

19. What problems do you face when asking questions to instructors?

20. How do you currently collaborate with classmates or team members?

F. Assignments, To-Do Lists, & Task Management

21. What challenges do you face in keeping track of assignments or deadlines?

22. Can you recall a moment when poor task visibility caused a delay or mistake?

23. How do you prefer to organize your tasks — visually, lists, or timelines?

G. Attendance, Certificates & Progress

24. How confident are you in the accuracy of your attendance records?

25. What do you expect from a progress dashboard or overview page?

26. How do you feel when certificate availability is delayed or unclear?

H. Referral & Wallet Systems

27. What makes a referral program trustworthy and motivating for you?

28. How do you prefer tracking earnings, rewards, or withdrawal details?

29. What would make you more likely to refer others actively?

I. Feedback & Support

30. Can you share a time when you needed support but didn’t know whom to contact? How did it make you feel?

FINDING 1

Navigation Confusion

Users struggled to locate key actions due to unclear labels and clutter.
Impact: Simplified navigation and improved visual hierarchy.

FINDING 2

Slow Task Completion

Users felt common tasks required too many steps.
Impact: Reduced steps and added quicker interaction options.

FINDING 3

Lack of Personalization

Experience felt generic and didn’t adapt to user needs.
Impact: Added personalized dashboards, suggestions, and saved preferences.

Surveys

After the project kickoff, we defined our research strategy and objectives. Understanding the target audience and their challenges were our priority. First, we built an online survey and shared it in various relevant communities. In just a few days, I received 25 submissions. Based on these, I identified 6 common pain points, which lead us to the next step.

What type of surveys did I use?

I created a mixed-format online survey using multiple-choice, ordinal scale (rating), and open-ended questions to collect both quantitative trends and qualitative insights.

How many people filled out the survey?

A total of 25 users completed the survey within a few days.

What conclusions did I draw from the answers?

From the responses, I identified 6 recurring pain points related to navigation clarity, task completion difficulty, content accessibility, lack of progress visibility, poor personalization, and inconsistent communication.

How did I apply my findings throughout the project?

These survey insights guided the prioritization of features, shaped the information architecture, validated design decisions, and acted as a baseline for defining the user flows and wireframes.

INSIGHT 1

68% of users struggled with navigation clarity, making it hard to find key actions quickly.

INSIGHT 2

72% felt common tasks required too many steps, leading to frustration and slower completion.

INSIGHT 3

64% wanted a more personalized experience, including tailored content, progress visibility, and communication.

6 Common Insights from User Interviews

1. “I get confused because there are too many steps on the screen.”

2. “I just want a clean flow without unnecessary information.”

3. “I need clear guidance—sometimes I don’t know what to do next.”

4. “The platform feels slow or overwhelming at first glance.”

5. “I want important actions (like submit / next step) to stand out more.”

6. “I prefer layouts that work well on both mobile and desktop.”

Personas

To deeply understand our users’ motivations, behaviours, and pain points, we created 2 personas for each user segment - Students, Instructors, and Admins. These personas became a reference point throughout the entire project.

Why did I decide that we need personas?

I needed personas to ground the design in real human needs, avoid assumptions, and ensure the final LMS experience served students, instructors, and admins with clarity and empathy.

What data did I use to build the personas?

The personas were built using:

• Insights from 9 user interviews

• Findings from 25 survey submissions

• Observations from usability feedback shared by early testers

• Contextual inquiries about their daily workflow and digital habits

  
  

What information did I specify for each persona?

For each persona, I outlined:

• Background & role

• Goals and motivations

• Daily routines and behaviours

• Technical comfort level

• Pain points and frustrations

• Key tasks they perform in the LMS

• Expectations from an ideal learning or teaching platform

• Emotional drivers and decision-making patterns

  
  

How did the personas affect the design process?

The personas helped us:

• Prioritize features that truly matter

• Simplify complex workflows for students and instructors

• Tailor navigation paths for different user groups

• Make empathetic design decisions grounded in real needs

• Communicate user realities to stakeholders

  
  

At which stages of the design process did I reflect back on the personas?

I revisited the personas during:

• Ideation → To validate whether concepts aligned with user motivations

• Information architecture → To define intuitive, role-specific navigation

• Interaction design → To shape task flows that matched users’ real behaviour

• Usability testing → To check whether the solution worked for each persona type

• Final refinements → To ensure the visual and functional experience matched their emotional needs

  
  

Persona 1: Student

Name: Aarav Sharma
Age: 24
Occupation: Working professional enrolled in upskilling courses
Goals:

• Complete courses efficiently while managing work

• Track learning progress and tasks easily

• Access resources and notes anytime

Frustrations:

• Overwhelmed by complex LMS dashboards

• Difficulty locating sessions, notes, and assignments

• Confused by referral and reward systems

Behaviors:

• Checks LMS daily for updates and sessions

• Prefers clear, visual progress tracking

• Uses multiple devices (laptop, tablet) for learning

How the design helps:

• Consolidated dashboards reduce confusion

• Quick-access notes, attendance, and tasks

• Gamified referral system motivates engagement

Persona 2: Instructor

Name: Neha Kapoor
Age: 32
Occupation: Corporate trainer managing multiple courses
Goals:

• Monitor student progress and attendance

• Share resources, notes, and assignments efficiently

• Communicate with students and teams easily

Frustrations:

• Hard to track student activity across multiple sessions

• Time-consuming task management

• Limited visibility into student engagement

Behaviors:

• Uses LMS to upload sessions, notes, and resources daily

• Frequently interacts with students for feedback

• Prefers dashboards with clear overviews and analytics

How the design helps:

• Role-based dashboard with student activity tracking

• Easy task assignment and attendance marking

• Centralized session hub for resources, notes, and discussions

  
  

Customer Journey

To understand how users discover, interact with, and return to the LMS, I created a customer journey map for Students, Instructors, and Admins. This helped visualize their emotions, struggles, and motivators throughout the entire learning lifecycle.

What did I want to find out with customer journey mapping?

I wanted to uncover hidden pain points, emotional friction, and workflow gaps across the LMS experience—especially how users feel during onboarding, learning, completing tasks, and returning for long-term engagement.

What stages in the journey did I examine?

I examined the full funnel:

1. Awareness – discovering the LMS

2. Consideration – evaluating features and expectations

3. Onboarding – first-time setup and navigation

4. Engagement – daily usage of dashboards, tasks, attendance, notes, etc.

5. Completion – completing courses, assignments, and certifications

6. Loyalty – referrals, feedback, long-term usage, and re-engagement

   
   

What were the main touchpoints at each step?

• Awareness: website, landing pages, referrals

• Consideration: course preview pages, FAQs, demos

• Onboarding: login, first-time dashboard walkthrough, settings setup

• Engagement: sessions, notes, attendance, tasks, messages, resources

• Completion: certifications, reviews, course progress snapshots

• Loyalty: referral program, support & helpdesk, notifications, wallet

  
  

What did I suggest to resolve these pain points?

• Simplified onboarding with guided tour and contextual hints

• Reduced cognitive load by reorganizing the dashboard hierarchy

• Added quick actions for frequent tasks (notes, attendance, assignments)

• Strengthened emotional connection with clear progress tracking

• Improved retention with gamified referrals and milestone rewards

• Created a more human experience through better support flows (live chat, tickets, FAQs)

  
  

What new features or design changes came from mapping the customer journey?

• Personalized dashboard views based on student/instructor/admin needs

• Quick-add widgets for tasks, notes, and attendance

• Progress-based referral rewards tracking

• Session-level discussion space with reporting features

• Multi-view options (grid, list, gantt) to fit different working styles

• Light/dark mode to support long study hours

• Improved helpdesk structure with tickets + live chat

• Smarter notification center to reduce noise and highlight important actions

  
  

Img. User Customer Journey

User Journey

To ensure that users could move through key LMS actions smoothly—such as enrolling in a course, accessing sessions, completing tasks, and downloading certificates—I created a current-state user journey map. The goal was to remove friction, eliminate unnecessary steps, and increase overall engagement and completion rates.

How and why did I choose which paths to map?

I selected the highest-impact journeys that directly affected engagement and completion:

• Course enrollment → session access

• Starting a session → completing tasks/assignments

• Completing course requirements → downloading certificate

• Visiting dashboard → interacting with To-Dos, notes, attendance

These journeys mattered most because they represented the core learning loop. Any friction here meant frustration and drop-offs.

How did I test and validate the map?

I validated the user journey by:

• Conducting walkthroughs with real users (students & instructors)

• Comparing mapped steps with analytics from interviews and survey patterns

• Running task-based mini usability tests to see where users hesitated or backtracked

• Consulting with instructors and admins to confirm system expectations

This ensured the journey map reflected actual behavior, not assumptions.

What did the journey mapping reveal?

The journey map revealed:

• 2–3 redundant steps in accessing sessions and resources

• Users switching between multiple pages to complete simple tasks

• Emotional frustration during task-heavy workflows (assignments, notes, attendance)

• Confusion during certificate download and referral tracking

• Lack of guidance when navigating through multi-level course structures

  
  

What were the main pain points of the user?

The biggest pain points identified were:

• Unclear path from dashboard → session → required tasks

• Too many clicks to reach important features (notes, assignments, resources)

• Visibility issues around progress, deadlines, and attendance

• Lack of feedback after completing key actions

• Inconsistent navigation patterns between modules (e.g., To-Do, Notes, Sessions)

  
  

What changed in the design due to user journey mapping?

The mapping led to several important design improvements:

• Introduced Quick Access shortcuts for assignments, notes, attendance & messages

• Simplified the course flow into a single consolidated session overview

• Added clear progress indicators on every screen

• Reduced multi-click actions into one-step interactions (e.g., Add Note, Add Task)

• Created smart recommendations to guide users toward pending actions

• Improved certificate and referral reward flows with straight, predictable paths

• Added role-based navigation to ensure students, instructors, and admins see only what they need

These changes eliminated friction, boosted task completion, and created a smoother, more intuitive learning experience.

Img. User Journey

Competitive Research

To understand how HexaCareers could differentiate itself in a crowded LMS landscape, I conducted an in-depth competitive analysis of the leading platforms used by online learning institutions and coaching academies. This helped identify opportunities, gaps, and benchmark expectations for students, instructors, and admins.

How many competitors have you analyzed?

I analyzed 4 direct competitors, focusing on platforms with comparable student dashboards, instructor management tools, and admin-level controls.

What comparison criteria did you define?

I created a 45-point comparison matrix based on functionality, usability, and UX quality. The criteria included:

• Nielsen’s 10 Usability Heuristics (visibility, feedback, consistency, error prevention, etc.)

• Dashboard clarity & personalization

• Course structure & navigation patterns

• Assignment and assessment workflows

• Note-taking and resource management

• Attendance tracking & task management

• Messaging, discussion rooms, and collaboration tools

• Referral, rewards, and gamification systems

• Admin controls and permission levels

• Multi-view support (grid/list/gantt)

• Accessibility, responsiveness, and performance

• Support systems (chat, ticketing, FAQs)

• Certificate generation & progress tracking

• Light/dark mode support

List the weaknesses and strengths of your competitors!

Competitor Strengths

• Strong course delivery structure

• Clean navigation in some dashboards

• Good analytics & reporting tools

• Reliable video and resource upload systems

• Active community forums

Competitor Weaknesses

• Overly complex navigation with inconsistent flows

• Limited personalization options

• Lack of integrated tools (notes, tasks, attendance all separated)

• Weak referral or reward mechanisms

• Static dashboards with no adaptive learner guidance

• Poor collaboration features at session level

• No multi-view options for different work styles

• Slow support response & no built-in live chat

Did you find a market gap?

Yes. The biggest gaps identified were:

• Lack of holistic dashboards combining tasks, notes, attendance, messages, progress

• Missing personalized learning paths and dynamic recommendations

• Weak or nonexistent referral-based earning systems

• Limited collaboration tools between students, instructors, and teams

• Poor emotional experience due to sterile, non-human interfaces

• No unified workflow for course → tasks → notes → certificate

What possibilities did you find?

The analysis revealed several opportunities to differentiate HexaCareers:

• Build a highly integrated all-in-one dashboard

• Add gamification and milestone-based rewards (referrals & retention)

• Provide multi-view modes to support different productivity styles

• Create deep collaboration spaces within each session

• Offer real-time support with tickets + live chat

• Design empathy-driven UX flows supporting long study hours

• Allow extensive role-based customization for students, instructors, and admins

How did the findings affect the overall strategy?

The competitive insights shaped the design strategy by guiding us to:

• Position HexaCareers as a human-centric, integrated LMS, not just a course viewer

• Focus heavily on smooth workflow transitions

• Build features that rival multiple platforms simultaneously (LMS + task manager + collaboration tool + wallet system)

• Differentiate through personalization, speed, simplicity, and emotional engagement

• Add referral, milestone rewards, and progress gamification to boost retention

• Prioritize frictionless navigation to outperform bloated competitors

Overall, the competitive research ensured that Hexacareers stands out with a more connected, supportive, and modern learning experience compared to existing LMS systems.

Strengths & Weaknesses:

Market Gaps Identified:

• Lack of role-based dashboards catering separately to students, instructors, and admins

• Limited gamification and referral reward mechanisms

• Few platforms offer multi-view task & course management (grid, list, Gantt)

• Collaboration tools (discussion, messaging, team tasks) are not deeply integrated

Opportunities & Strategy:

• Design role-specific dashboards with modular panels and intuitive navigation

• Introduce gamified referral and reward system to boost engagement

• Provide flexible multi-view options with filters and sorting for tasks and courses

• Integrate session-level collaboration (notes, discussions, messaging)

• Offer comprehensive support and helpdesk features

Outcome for Hexacareers LMS:

• Positioned as user-centric, gamified, and fully collaborative LMS

• Addresses competitor gaps while maintaining comprehensive course management

• Improves engagement, retention, and task efficiency across all roles

Card Sorting

To ensure the LMS information architecture matched how students, instructors, and admins naturally expect content to be organized, I conducted 5 remote card-sorting sessions using FigJam. This helped reveal mental models and create a more intuitive navigation structure.

What did I want to achieve with card sorting?

I wanted to identify how users mentally group features and tasks, so I could restructure the LMS into clear, predictable categories that reduce cognitive load and make navigation effortless.

What type of card sorting method did I work with?

I used Open Card Sorting, allowing participants to freely group items and name categories in their own words. This helped reveal natural patterns instead of forcing predefined assumptions.

Summarize how the participants grouped information!

Participants consistently grouped items into:

• Learning-related tasks (sessions, notes, resources, assignments)

• Progress & reports (attendance, deadlines, certificates)

• Support & communication (messages, tickets, FAQs)

• Personal tools (to-do list, settings, notifications)

• Rewards & financials (referrals, wallet, withdrawal history)

They naturally separated action-based tools from status-based information, which shaped a cleaner structure.

What have I learned about their mental model?

Users think in task flows, not categories.
They expect:

• Everything needed during learning to be bundled together

• Support tools to be easily accessible when stuck

• Rewards and earnings to have a dedicated space

• Settings and personalization to be clearly separated

• A predictable left-to-right or top-to-bottom workflow

Their mental model emphasized speed, clarity, and action-first navigation.

How did the new structure improve the design?

The new IA resulted in:

• 10 clearly defined main categories with 4–5 subcategories each

• A simplified navigation bar aligned with user expectations

• Faster discovery of features like notes, attendance, assignments, and wallet

• A more intuitive and predictable dashboard layout

• Reduced confusion and fewer back-and-forth clicks

• Higher usability during testing due to task-based grouping

Overall, the redesigned structure created a clean, human-centered navigation system that matched the way users think and work.

1. Information Architecture (IA)

Top-Level Sections (Student Dashboard)

• Overview

• Explore Sessions

• My Courses

• To-Do List

• Attendance

• Notes

• Assignments

• Messages

• Certificates

• Refer & Earn

• Terms of Service

• Privacy Policy

• Documentation

• Light & Dark Mode Toggle

• Settings

  • Enrolled Courses

  • Support & Helpdesk

    • My Tickets

    • Live Chat

  • Provide Feedback

  • Notifications View

Student Course Section (per enrolled course)

• About the Course

• Resources

• Notes

  • Personal Notes

  • Instructor Notes

• FAQs

• Discussions

• Reviews & Ratings

• Report Comments

Instructor Dashboard

• Overview

• Manage Students

• Upload Sessions

• Upload Notes & Resources

• Assign Tasks

• Mark Attendance

• View Reports & Analytics

• Messages & Feedback

Admin Dashboard

• Overview

• Manage Students

• Manage Instructors

• Assign Roles / Access

• Monitor Tasks & Courses

• Review Analytics

• Support & Feedback

2. User Flows (Student Example: Accessing a Session and Adding Notes)

Flow:

1. Login / Dashboard

2. Navigate → My Courses

3. Select course → Session Hub

4. Options:

   • View Resources

   • Add / Edit Notes

     • Choose Personal or Instructor Notes

     • Save / Pin / Edit / Delete

   • Participate in Discussion

5. Mark Task as Complete in To-Do List (optional)

6. Exit session → Dashboard

Key UX Highlights:

• Quick access via breadcrumbs

• Persistent top navigation for session switching

• Inline notes editing and pinning

3. Task Flows (Student Example: Completing a To-Do Task)

Flow:

1. Dashboard → To-Do List

2. Click Add Task

   • Fill Task Title, Due Date, Assign Team Members

   • Save Task

3. Task appears in list → Change Status (Pending → In Progress → Completed)

   • Drag-and-drop or click status dropdown

4. Optionally Edit or Delete Task

5. Task completion automatically updates Team Members’ view

Instructor Task Flow:

1. Dashboard → Manage Tasks

2. Select student/team → Assign task

3. Track status → Send reminders or notifications

4. Mark as complete / evaluate submission

4. Sitemap (High-Fidelity)

Hexacareers LMS Sitemap – Student View:

Dashboard
├─ Overview
├─ Explore Sessions
├─ My Courses
│   ├─ Course 1
│   │   ├─ About
│   │   ├─ Resources
│   │   ├─ Notes
│   │   │   ├─ Personal Notes
│   │   │   └─ Instructor Notes
│   │   ├─ FAQ
│   │   ├─ Discussion
│   │   ├─ Reviews
│   │   └─ Report Comments
│   └─ Course 2 …
├─ To-Do List
├─ Attendance
├─ Notes
├─ Assignments
├─ Messages
├─ Certificates
├─ Refer & Earn
│   ├─ Wallet
│   └─ Referral Progress
├─ Terms of Service
├─ Privacy Policy
├─ Documentation
└─ Settings
    ├─ Enrolled Courses
    ├─ Support & Helpdesk
    │   ├─ My Tickets
    │   └─ Live Chat
    ├─ Provide Feedback
    └─ Notifications

Sketches

To quickly explore ideas and validate early assumptions, I started the design process with low-fidelity sketches and wireframes. These helped me visualize complex LMS workflows without investing time in high-fidelity design too early.

What was the main purpose of my sketches?

The primary purpose was brainstorming and testing new layouts fast, helping the team align on structure, flow, and priorities before moving into detailed UI design.

What information was the basis for my sketches?

My sketches were guided by:

• Insights from user interviews and surveys

• The business goals of reducing friction and improving engagement

• Findings from heuristic evaluation

• Pain points revealed in early journey and task mapping

This ensured every idea was anchored in real user needs—not guesswork.

If I made multiple versions, what were their main differences?

I explored several versions that differed in:

• Navigation style (side navigation vs. top navigation)

• Dashboard structure (one unified view vs. modular sections)

• Information density (minimal vs. detailed)

• Placement of quick actions for tasks, notes, attendance

• Session page layout (tabs vs. vertical sections vs. collapsible panels)

Each version tested a different way to simplify the experience and reduce clutter.

Which version did I choose and why?

I selected the version with a left-side role-based navigation + clean, modular dashboard panels because:

• It supported predictable browsing patterns

• Users could access high-frequency features faster

• It reduced visual noise and unnecessary scanning

• It worked well across students, instructors, and admins

This layout also scaled easily as new features were added.

Explain the layout and arrangement of the elements!

The chosen layout used:

• A persistent left-side navigation for primary categories

• A top-level header for search, profile, notifications, and theme switch

• A central content area with modular blocks (sessions, tasks, attendance, notes)

• Right-side contextual actions for shortcuts, filters, or quick views

• Clear spacing, grouping, and alignment to support fast scanning

This structure balanced clarity and functionality, helping users focus on what matters.

How did my sketches help me move forward?

The sketches allowed me to:

• Remove distractions early and highlight core pathways

• Align the team around a unified vision quickly

• Validate flow ideas through rapid user feedback

• Identify unnecessary steps before prototyping

• Transition smoothly into mid-fi wireframes with confidence

Overall, the sketches grounded the project in clarity, speed, and user empathy, ensuring the final LMS design stayed true to its purpose.

Wireframes

Using Figma, I translated my first sketches into low-fidelity wireframes. Then, I improved them by adding a few relevant stock images and copies provided by the marketing team. At this stage, the wireframes were defined enough for some user testing. Based on 4 tests, I’ve made a few alternations and moved on to creating high-fidelity prototypes. This stage allowed me to visualize layouts digitally, experiment with structure, and prepare for early user testing without investing in full visual design.

Did I create high- or low-fidelity wireframes?

I created low-fidelity wireframes that focused on layout, content hierarchy, and interaction flow, leaving visual design and branding for the high-fidelity stage.

What tool did I use for wireframing?

I used Figma to build wireframes because it enabled easy collaboration, iteration, and rapid adjustments based on user feedback.

Did I test with the wireframes?

Yes, I conducted 4 usability tests with target users, focusing on navigation, task flows, and the clarity of content organization.

What were my findings?

The tests revealed:

• Users found some navigation labels unclear

• Certain task flows required too many steps

• Users wanted quicker access to frequently used features like notes, attendance, and tasks

• Some dashboard modules were hard to distinguish from each other

These insights guided minor adjustments before high-fidelity prototyping.

How many iterations did I make wireframes?

I made 2 main iterations:

1. Initial wireframes based on sketches

2. Refined wireframes after usability testing, improving navigation, layout clarity, and task efficiency

These iterations ensured that the transition to high-fidelity prototypes was smooth, efficient, and user-focused.

UI Design

After resolving usability issues through wireframes and testing, I moved on to designing high-fidelity UI screens in Figma. The goal was to create a visual identity aligned with Hexacareers’ brand values and ensure an intuitive, engaging, and modern LMS experience for students, instructors, and admins.

What kind of visual style did I follow and why?

I followed a fresh, clean, and modern style with a light theme as default and optional dark mode for long study sessions.

• Why: To create a professional yet approachable interface that enhances readability, reduces cognitive load, and supports prolonged engagement.

• Clean layouts, consistent color palette, and minimal distractions helped users focus on learning tasks.

Did I follow any popular guidelines?

Yes, I incorporated elements from:

• Material Design principles for layout, spacing, and component consistency

• iOS and web interface heuristics for accessibility, responsiveness, and interaction patterns

• Heuristic evaluation learnings from prior UX research to ensure usability and intuitiveness

This ensured familiar, predictable interactions across devices.

What platforms and devices did I design for?

• Web-based desktop platforms (primary focus for Hexacareers LMS)

• Responsive layout for tablets and mobile devices to support flexible learning environments

• Ensured cross-browser compatibility and consistent user experience across devices

How does your final design reflect your learnings about users?

The final UI reflects user research insights by:

• Providing personalized dashboards for students, instructors, and admins

• Streamlining task completion with quick-access actions for notes, tasks, attendance, and sessions

• Supporting collaboration and communication through session-level discussions and messaging

• Visualizing progress, milestones, and referral rewards for motivation

• Offering multiple views (grid, list, Gantt) to match user work styles

• Reducing cognitive load with clear grouping, modular layouts, and intuitive navigation

Overall, the UI bridges business goals, user needs, and brand values, creating a cohesive and engaging LMS experience.

Usability Testing

After completing the high-fidelity prototype in Figma, I conducted usability testing to validate the design, identify remaining issues, and refine workflows for students, instructors, and admins.

How did I prepare for testing?

• Recruited users matching the target audience (students, instructors, admins)

• Prepared task scenarios covering key flows: dashboard navigation, session access, note-taking, assignments, attendance, referrals, wallet, and settings

• Set clear success criteria for each task

• Used interactive Figma prototype to simulate real interactions

How many usability tests did I conduct?

• First round: 3 tests to uncover initial usability issues

• Second round: 3 tests after iterating on identified problems

What were the key findings from the first round?

• Navigation labels were unclear for some features

• Users took too many steps to complete common tasks like adding notes or marking attendance

• Confusion in referral reward tracking and wallet withdrawal

• Multi-view options and filters were hard to locate and use

• Lack of contextual feedback on completed actions

What changes were made after the first round?

• Simplified navigation labels and grouped related features

• Added quick-access actions for frequent tasks

• Streamlined referral and wallet flows with clear progress indicators

• Made view options and filters more visible and intuitive

• Added feedback notifications for completed tasks

What were the findings from the second round?

• Users completed tasks faster and with fewer errors

• Dashboard flows were intuitive and predictable

• Multi-view, filters, and collaboration tools were easier to find and use

• Users expressed higher satisfaction and confidence in completing learning and management tasks

Impact of usability testing

• Reduced task completion time and friction

• Improved navigation clarity and information hierarchy

• Increased user confidence and engagement across students, instructors, and admins

• Validated that the final design met both user needs and business goals

  
  

Problems & Solutions

1. Dashboard Navigation Confusion

Problem: Users struggled to locate key features like To-Do List, Notes, and Attendance. Many clicked multiple times or asked “Where is this?”
Solution: Reorganized the left-side navigation into 10 clear main categories with subcategories, added icons and hover tooltips.
How I came up with it: Based on card sorting results and user mental models.
Validation: Tested with 3 users in the second round; all found features within 2 clicks.

2. Session & Course Access Delays

Problem: Users had to go through multiple steps to access enrolled sessions; some abandoned midway.
Solution: Created a single consolidated session view with quick access to notes, resources, FAQs, and discussion per session.
How I came up with it: Observed repeated backtracking during testing and referred to user journey mapping.
Validation: Measured task completion time—reduced by ~40% in follow-up tests.

3. Task & To-Do List Management Friction

Problem: Adding, editing, deleting tasks, or changing status felt cumbersome; users forgot steps.
Solution: Introduced inline editing, drag-and-drop for status changes, and team assignment shortcuts.
How I came up with it: Feedback during tests highlighted repetitive clicks; used best practices from productivity tools.
Validation: All users completed tasks without guidance in the second round.

4. Notes Functionality Confusion

Problem: Students couldn’t easily pin, edit, or add instructor notes; some didn’t realize notes could be linked to sessions.
Solution: Redesigned Notes section with pin icons, inline edit, and “Add instructor note” buttons per session.
How I came up with it: Tested low-fidelity sketches, then mid-fi wireframes with session-specific note integration.
Validation: Follow-up tests confirmed all users found and used note actions successfully.

5. Referral & Rewards Misunderstanding

Problem: Users didn’t understand progress toward milestone rewards; confusion in wallet and withdrawal process.
Solution: Added progress bars, milestone indicators, and transaction history preview. Introduced gamified “surprise gift” visuals.
How I came up with it: Based on survey insights and interview feedback on reward visibility.
Validation: Users could clearly track progress and simulate withdrawals in testing.

6. Certificate Download & Course Completion Visibility

Problem: Students didn’t easily see which courses were completed and how to download certificates.
Solution: Added completion badges, certificate icons in My Courses, and direct download button.
How I came up with it: Observed hesitation during task testing; improved visibility and affordance.
Validation: 100% of users downloaded certificates in one click during second round tests.

7. Multi-View & Filtering Confusion

Problem: Grid, list, and Gantt views, plus filters/sort options, were hard to locate and use. Users often missed some options.
Solution: Added persistent view selector buttons and filter dropdowns at top of content panels with tooltips.
How I came up with it: Derived from testing heatmaps and feedback on panel visibility.
Validation: Users successfully switched views and applied filters in follow-up usability tests.

Learnings

1. User-Centered Design Matters: Early interviews, surveys, and testing highlighted real user pain points that guided every design decision.

2. Information Architecture is Key: Card sorting and journey mapping emphasized intuitive grouping of features for faster task completion.

3. Simplification Improves Engagement: Streamlined dashboards and workflows reduced cognitive load and improved task success rates.

4. Gamification Drives Motivation: Milestone rewards and referral tracking increased user engagement and retention.

5. Collaboration Tools Are Essential: Session-level discussions, messaging, and team task management enhanced learning and productivity.

6. Iterative Testing Works: Multiple rounds of usability testing revealed issues early, ensuring fewer errors in high-fidelity design.

7. Multi-View Flexibility Helps: Offering grid, list, and Gantt views catered to different user work styles and preferences.

Next Steps

1. Continuous Usability Testing: Schedule periodic tests to refine workflows and adapt to evolving user needs.

2. Mobile Optimization: Enhance the mobile experience for tablets and smartphones to support learning on-the-go.

3. Advanced Personalization: Introduce AI-driven course recommendations and adaptive dashboards.

4. Expanded Gamification: Add more reward tiers, badges, and leaderboards to boost engagement.

5. Enhanced Analytics for Admins: Provide deeper insights on student progress, engagement, and course performance.

6. Integration with External Tools: Enable integrations with calendars, cloud storage, and third-party learning resources.

7. Ongoing Feedback Loop: Maintain in-app feedback collection to iterate and improve features continuously.

Business Impact

The project delivered measurable improvements across several key performance metrics. I collaborated with the marketing team to review existing data and to set up a measurement system in Google Tag Manager and Google Analytics.

Quantifiable Goals:

1. Increase task completion rate for students and instructors by 30%

2. Reduce time to access key features (notes, assignments, sessions) by 40%

3. Boost engagement in referral and reward programs by 50%

How Goals Were Measured:

• Task completion rate: Tracked during usability testing and analytics from LMS prototype interactions

• Time to access features: Measured via click paths and task timers during testing

• Referral engagement: Monitored through referral tracking dashboard and wallet activity

Design Changes Made to Achieve Goals:

• Simplified navigation & modular dashboard: Reduced clicks to access main features

• Consolidated session hub: Streamlined course access and improved task efficiency

• Gamified referral & reward interface: Added progress bars, milestones, and surprise rewards to drive participation

• Enhanced multi-view & filtering: Made grid, list, and Gantt views more discoverable for task management

Impact Results:

• Task completion rate improved by 35% after design implementation

• Time to access features reduced by 42% compared to baseline testing

• Referral program engagement increased by 55%, exceeding initial expectations

• Users reported higher satisfaction and confidence across dashboards

Results :

35%

Task completion rate improved by 35% after redesigning dashboards and workflows.

42%

Time to access key features was reduced by 42% through simplified navigation and consolidated session hubs.

55%

Referral program engagement increased by 55% with gamified rewards and progress tracking.

Client Feedback :

“The Hexacareers LMS redesign has transformed the user experience. Navigation feels seamless, key features are easy to access, and the gamified referral system has motivated users. We’re impressed with how the dashboards cater to students, instructors, and admins alike.”

- Shivakumar, Founder of Hexaarch

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Contact Now :- lohithr5725@gmail.com

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