Project
Webster
Client
SEBRAE
Year
2023
Role
Product Designer
Overview
Redesign of Webster, an event check-in application originally created for a small local event and later scaled for nationwide use in Brazil.
Problem
The original version was bureaucratic, hard to use, and not accessible. Event staff had to manually type participants’ ID numbers for check-in and configure events without technical support. The system also failed offline: in remote events, staff had to export data to Excel and re-enter it later, wasting time and creating risks of inconsistencies.
Goal
- Simplify event check-in by reducing technical barriers. - Create an intuitive flow that any staff member could operate without extensive training. - Solve offline operation issues with reliable synchronization once internet was available. - Modernize the interface to reflect the organization’s digital transformation and support large-scale events.
Process
1. Field observation: Noticed that staff often avoided using the app and reverted to paper forms plus the web system afterward. 2. Flow redesign: - Event setup moved to the IT team. - Staff only needed to scan a configuration QR code on their phone to enable the event. - Participant check-in was simplified to scanning the badge (QR code). 3. Offline functionality: - The app recorded check-ins offline. - Once internet was available, data synced automatically with the web platform. 4. Administration & management: - Built dashboards for managers to monitor events, check-ins, and integration status. - Reduced integration errors with clear success/failure alerts. 5. Validation: Formalized use-case diagrams to ensure clarity between managers (who created events online) and staff (who performed check-ins).
My Contributions
- Conducted a UX audit of the old version. - Carried out field research at smaller events in Recife, observing five staff members in action. - Documented the check-in flow, mapping pain points and failures. - Proposed and redesigned flows and screens, validating with stakeholders. - Followed the development process through to version 3.0.0 of the app.
Results
- Eliminated manual ID entry → faster check-ins with fewer errors. - QR code check-in adopted as the standard across all events. - Offline mode with automatic synchronization → no more rework with spreadsheets. - Adoption expanded: the app evolved from limited use in Recife to nationwide adoption. - At the Entrepreneur Fair 2024 — one of Brazil’s largest business events, attracting 30,000+ participants — Webster successfully processed thousands of check-ins, proving its robustness and scalability. In this event, we had also three registration methods implemented: 1. Self-service: in less than a minute, visitors entered their CPF at a terminal, generated a QR Code with their name, and printed their badge for immediate access. 2. Assisted registration: for those who had not pre-registered or did not want to use the terminal, there were stations with attendants using the management system to quickly complete the registration. 3. Direct access with QR Code: pre-registered visitors only needed to present their QR Code at the entrance to access the event. This multi-flow setup ensured that different audience profiles — from more digitally savvy individuals to those less familiar with technology — were able to participate in the event easily and without barriers.
