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Hotel Management Platform: Walk-in Guest Optimization
hotel management platform

Hotel Management Platform: Walk-in Guest Optimization

Find available rooms instantly during busy periods

My role

UX Designer

Project type

Design challenge

Tools

Figma
FigJam
Claude AI

I received a design brief to fix a hotel management table that was causing lost walk-in reservations. Initial analysis revealed poor table design, but deeper investigation showed the real problem: receptionists couldn't quickly assess room availability during time-sensitive scenarios.

I redesigned the platform with a dedicated Available Rooms interface that prioritizes visual scanning over data management, while restructuring the entire system to separate operational tasks from administrative functions.

Approach & Insights

My analysis evolved from interface critique to workflow redesign when I realized table improvements wouldn't solve the core problem.

Initial heuristic analysis
The existing table mixed reservation management with room status, used 8 different font sizes, and failed accessibility standards. More critically, it forced receptionists to scan complex data during high-pressure walk-in scenarios.

Problem reframing
I stepped back to examine the actual user need: during walk-ins, receptionists need instant visual confirmation of available, ready rooms - not comprehensive reservation data. This insight shifted my approach from table optimization to dedicated functionality design.

Key Design Insights:

  • Visual scanning beats data parsing during time pressure

  • Room readiness is more critical than room availability for walk-ins

  • Task separation reduces cognitive load better than information optimization

  • Role-based interfaces prevent feature bloat as hotels grow


👉 Learn more about my brainstorming sessions in FigJam

My analysis evolved from interface critique to workflow redesign when I realized table improvements wouldn't solve the core problem.

Initial heuristic analysis
The existing table mixed reservation management with room status, used 8 different font sizes, and failed accessibility standards. More critically, it forced receptionists to scan complex data during high-pressure walk-in scenarios.

Problem reframing
I stepped back to examine the actual user need: during walk-ins, receptionists need instant visual confirmation of available, ready rooms - not comprehensive reservation data. This insight shifted my approach from table optimization to dedicated functionality design.

Key Design Insights:

  • Visual scanning beats data parsing during time pressure

  • Room readiness is more critical than room availability for walk-ins

  • Task separation reduces cognitive load better than information optimization

  • Role-based interfaces prevent feature bloat as hotels grow


👉 Learn more about my brainstorming sessions in FigJam

My analysis evolved from interface critique to workflow redesign when I realized table improvements wouldn't solve the core problem.

Initial heuristic analysis
The existing table mixed reservation management with room status, used 8 different font sizes, and failed accessibility standards. More critically, it forced receptionists to scan complex data during high-pressure walk-in scenarios.

Problem reframing
I stepped back to examine the actual user need: during walk-ins, receptionists need instant visual confirmation of available, ready rooms - not comprehensive reservation data. This insight shifted my approach from table optimization to dedicated functionality design.

Key Design Insights:

  • Visual scanning beats data parsing during time pressure

  • Room readiness is more critical than room availability for walk-ins

  • Task separation reduces cognitive load better than information optimization

  • Role-based interfaces prevent feature bloat as hotels grow


👉 Learn more about my brainstorming sessions in FigJam

Solution

Available rooms interface
I designed room cards showing only walk-in essentials: visual confirmation, capacity, readiness status, and pricing. Cards enable rapid scanning while filters (guest count, room type) narrow choices quickly. Status badges indicate cleaning progress with time estimates, helping staff communicate wait times accurately.

Card vs. Table view toggle
Recognizing that some users prefer familiar table layouts, I added a view switcher that maintains the same filtering and search functionality across both formats. The card view optimizes for visual scanning during walk-in scenarios, while the table view accommodates users who need detailed data comparison. The system remembers user preference to reduce friction in daily workflows.

Platform restructure
I separated Front Desk operations from administrative tasks through grouped navigation. Receptionists access walk-in tools and current guest management without seeing financial reports or staff scheduling. Owners get full platform access with business intelligence tools.

Scalability design
The system adapts interface complexity to hotel size - small properties see simplified navigation while larger operations access full functionality. This prevents overwhelming small hotel owners while supporting operational complexity as businesses grow.

Available rooms interface
I designed room cards showing only walk-in essentials: visual confirmation, capacity, readiness status, and pricing. Cards enable rapid scanning while filters (guest count, room type) narrow choices quickly. Status badges indicate cleaning progress with time estimates, helping staff communicate wait times accurately.

Card vs. Table view toggle
Recognizing that some users prefer familiar table layouts, I added a view switcher that maintains the same filtering and search functionality across both formats. The card view optimizes for visual scanning during walk-in scenarios, while the table view accommodates users who need detailed data comparison. The system remembers user preference to reduce friction in daily workflows.

Platform restructure
I separated Front Desk operations from administrative tasks through grouped navigation. Receptionists access walk-in tools and current guest management without seeing financial reports or staff scheduling. Owners get full platform access with business intelligence tools.

Scalability design
The system adapts interface complexity to hotel size - small properties see simplified navigation while larger operations access full functionality. This prevents overwhelming small hotel owners while supporting operational complexity as businesses grow.

Available rooms interface
I designed room cards showing only walk-in essentials: visual confirmation, capacity, readiness status, and pricing. Cards enable rapid scanning while filters (guest count, room type) narrow choices quickly. Status badges indicate cleaning progress with time estimates, helping staff communicate wait times accurately.

Card vs. Table view toggle
Recognizing that some users prefer familiar table layouts, I added a view switcher that maintains the same filtering and search functionality across both formats. The card view optimizes for visual scanning during walk-in scenarios, while the table view accommodates users who need detailed data comparison. The system remembers user preference to reduce friction in daily workflows.

Platform restructure
I separated Front Desk operations from administrative tasks through grouped navigation. Receptionists access walk-in tools and current guest management without seeing financial reports or staff scheduling. Owners get full platform access with business intelligence tools.

Scalability design
The system adapts interface complexity to hotel size - small properties see simplified navigation while larger operations access full functionality. This prevents overwhelming small hotel owners while supporting operational complexity as businesses grow.

hotel management platform, card room view
hotel management platform, table room view

Impact & Reflection

What I learned about hotels:

  • Walk-in guests need different info than regular bookings - they care about room readiness, not reservation history

  • "Available" and "ready" are different things - a room might be free but still being cleaned

  • Small hotels work totally differently than big ones - they need simpler tools, not just fewer features

What I'd do differently:

  • Talk to actual hotel staff before designing - I made assumptions about how walk-ins work

  • Test the card vs. table preference with real users instead of just offering both

  • Figure out how this connects to existing hotel software before designing the whole system

Next steps:

  • User testing with hotel receptionists during busy periods

  • Research how room status updates work in real hotels

Let’s work together

Always excited to team up with amazing individuals for interesting projects. Let's bring our ideas to life!

Say hi! via email

Let’s work together

Always excited to team up with amazing individuals for interesting projects. Let's bring our ideas to life!

Say hi! via email

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