Role
Role
UI/UX Designer
UI/UX Designer
Timeline
Timeline
Spring 2024
Spring 2024
Team
Team
Individual project
Individual project
Tools
Tools
Adobe Illustrator, Figma, Figjam
Adobe Illustrator, Figma, Figjam
Role
UI/UX Designer
Timeline
Spring 2024
Team
Individual project
Tools
Adobe Illustrator, Figma, Figjam
Overview -
Overview -
excited planning a party?
excited planning a party?
but frustrated with the guest list?
but frustrated with the guest list?
Meet guestly 👋
Meet guestly 👋
A guest list management system designed to simplify and automate attendee coordination for parties and events.
A guest list management system designed to simplify and automate attendee coordination for parties and events.
Introducing the problem -
Introducing the problem -
Why is creating a guest list frustrating?
Why is creating a guest list frustrating?
It’s time consuming…
It’s time consuming…
Managing guest lists often involves repetitive data entry, tracking attendees, constant updates, and manual follow-ups.
Managing guest lists often involves repetitive data entry, tracking attendees, constant updates, and manual follow-ups.
which part is the most time-consuming?
which part is the most time-consuming?
To understand why creating a guest list can be so time-consuming, I conducted a survey with experienced hosts and identified the most challenging tasks: updating guest lists, managing RSVPs, organizing details, and maintaining communication.
To understand why creating a guest list can be so time-consuming, I conducted a survey with experienced hosts and identified the most challenging tasks: updating guest lists, managing RSVPs, organizing details, and maintaining communication.
To understand why creating a guest list can be so time-consuming, I conducted a survey with experienced hosts and identified the most challenging tasks: updating guest lists, managing RSVPs, organizing details, and maintaining communication.
Key pain points in managing guest list
Key pain points in managing guest list
Difficulty following up with guests & sending updates
Difficulty following up with guests & sending updates
Challenges sorting guests into groups & managing data
Challenges sorting guests into groups & managing data
Manual entry on guest lists is tedious and error-prone
Manual entry on guest lists is tedious and error-prone
Difficulty following up with guests & sending updates
Challenges sorting guests into groups & managing data
Manual entry on guest lists is tedious and error-prone
User journey mapping -
User journey mapping -
first, let's hear Jessica's story…
first, let's hear Jessica's story…
Jessica was excited to plan her wedding, but the process turned out to be more stressful than she expected.
Jessica was excited to plan her wedding, but the process turned out to be more stressful than she expected.
Here's what Jessica and her partner went through 👇
Here's what Jessica and her partner went through 👇
1
1
The couple is engaged! They can’t be more excited to plan their wedding.
The couple is engaged! They can’t be more excited to plan their wedding.
2
2
She soon realized that making a guest list took more time than expected.
She soon realized that making a guest list took more time than expected.
3
3
After a while, the invitations are finally sent. Hopefully things go well...
After a while, the invitations are finally sent. Hopefully things go well...
4
4
It was stressful as many guests hadn’t RSVP’d, forcing constant follow-ups.
It was stressful as many guests hadn’t RSVP’d, forcing constant follow-ups.
5
5
That’s not it—updating RSVPs became a tiring, endless task of constant checks.
That’s not it—updating RSVPs became a tiring, endless task of constant checks.
6
6
All done & she thought, "Do I have to go through this every time I plan an event?”
All done & she thought, "Do I have to go through this every time I plan an event?”
RSVP process -
RSVP process -
BREAKING DOWN THE RSVP FLOW
BREAKING DOWN THE RSVP FLOW
Drawing from the user's journey and research findings, we see that the guest list RSVP process can be broken down into the following steps.
Drawing from the user's journey and research findings, we see that the guest list RSVP process can be broken down into the following steps.
Add guests information
Add guests information
Create RSVP form
Create RSVP form
Preview RSVP
Preview RSVP
Send RSVP invitation
Send RSVP invitation
Track RSVP responses
Send reminders
Finalize RSVP and guest list
Finalize RSVP and guest list
Finalize RSVP and guest list
Finalize RSVP and guest list
Finalize RSVP and guest list
Send reminders
Send reminders
Track RSVP responses
Track RSVP responses
SO, HOW MIGHT WE
SO, HOW MIGHT WE
make repetitive tasks easier to handle for event hosts, helping them save time and reduce stress?
make repetitive tasks easier to handle for event hosts, helping them save time and reduce stress?
Solution: Simplifying every step -
Solution: Simplifying every step -
SIMPLIFYING EVERY STEP OF GUEST LIST MANAGEMENT
SIMPLIFYING EVERY STEP OF GUEST LIST MANAGEMENT
To address the frustrations Jessica and her fiancé experienced, this solution focuses on making it easier to manage the guest list—from quickly adding names to effortlessly tracking RSVPs. The goal is to take the hassle out of planning and make the process more automated.
To address the frustrations Jessica and her fiancé experienced, this solution focuses on making it easier to manage the guest list—from quickly adding names to effortlessly tracking RSVPs. The goal is to take the hassle out of planning and make the process more automated.
⭐ ADDING GUESTS INFORMATION
⭐ ADDING GUESTS INFORMATION
Initially, Jessica manually created a guest list on Google Sheets, a time-consuming process that required her to input each guest's information individually.
Initially, Jessica manually created a guest list on Google Sheets, a time-consuming process that required her to input each guest's information individually.
To address it, I designed a solution that automates the process. By simply uploading contact photos, users can quickly populate the guest list with relevant details, such as names, phone numbers, and email addresses.
To address it, I designed a solution that automates the process. By simply uploading contact photos, users can quickly populate the guest list with relevant details, such as names, phone numbers, and email addresses.
⭐ CREATING AND TRACKING THE RSVP
⭐ CREATING AND TRACKING THE RSVP
Before automation, creating and managing RSVPs was a time-consuming manual process.
Before automation, creating and managing RSVPs was a time-consuming manual process.
⭐ PREVIEWING AND SENDING THE RSVP INVITATION
⭐ PREVIEWING AND SENDING THE RSVP INVITATION
Previously, Jessica used a third-party service to handle sending out invitations manually. Based on notes from
the document, the service sent individual RSVP messages to each guest through a messaging app.
Previously, Jessica used a third-party service to handle sending out invitations manually. Based on notes from the document, the service sent individual RSVP messages to each guest through a messaging app.
Final design -
FIRST, ADD YOUR GUEST
FIRST, ADD YOUR GUEST
Easily drop a contact to auto-fill guest information
Easily drop a contact to auto-fill guest information
Instantly categorize guests into groups
Instantly categorize guests into groups
Option to sort guests based on groups and responses
Option to sort guests based on groups and responses
NEXT, CREATE YOUR RSVP FORM
NEXT, CREATE YOUR RSVP FORM
Choose a form template to customize your questions
Choose a form template to customize your questions
Generate a customized RSVP form
Generate a customized RSVP form
Editable form to tailor it to the host’s preferences
Editable form to tailor it to the host’s preferences
Don't forget to preview the rsvp
Don't forget to preview the rsvp
Customize the look of the online RSVP website
Customize the look of the online RSVP website
Easily send the invitation to guests from the preview
Easily send the invitation to guests from the preview
Divide each
section onto its own page
Divide each
section onto its own page
Easily go back to the previous section if needed
Easily go back to the previous section if needed
All set to send the invitation!
All set to send the invitation!
Option to send the invitation to specific guests
Automatically updates when guests RSVP
Host can manually edit responses if needed
The RSVP invitation can be viewed on various devices
Track RSVP responses instantly
Track RSVP responses instantly
Easily track guest responses and activity through the dashboard
Easily track guest responses and activity through the dashboard
Overview shows data and answers from guests who responded
Overview shows data and answers from guests who responded
Remind guests to RSVP anytime
Remind guests to RSVP anytime
Instantly send reminders to specific guests
Instantly send reminders to specific guests
Create a reminder to be sent on a specific date
Create a reminder to be sent on a specific date
View the history of sent reminders
View the history of sent reminders
Testing result & next steps -
Testing result & next steps -
USER TESTING RESULTS
USER TESTING RESULTS
80%
80%
of users experienced an error-free setup
of users experienced an error-free setup
35%
35%
reduction in time spent managing RSVPs
reduction in time spent managing RSVPs
65%
65%
reduction in manual data entry for adding guest
reduction in manual data entry for adding guest
“
“
The drag-and-drop feature to automatically fill guest details is a game-changer, saving me so much time compared to typing everything manually.
The drag-and-drop feature to automatically fill guest details is a game-changer, saving me so much time compared to typing everything manually.
“
“
The RSVP form was intuitive, I didn’t need any help. The dashboard makes it easy to track responses and send reminders.
The RSVP form was intuitive, I didn’t need any help. The dashboard makes it easy to track responses and send reminders.
“
“
I love how it takes only a few clicks to manage my guest list and send invites. It’s efficient and would save a lot of time.
I love how it takes only a few clicks to manage my guest list and send invites. It’s efficient and would save a lot of time.
Things to consider
Things to consider
1
1
Users found the reminder process tedious...
Users found the reminder process tedious...
Can we automate sending reminders with the initial invite?
2
What if guest
struggled with
technical issues?
How can we support guests who can't access the invitation?
2
What if guest
struggled with
technical issues?
How can we support guests who can't access the invitation?
3
3
What if guests
fall into multiple categories?
What if guests
fall into multiple categories?
How can we add that option and still keep it easy for hosts?
View full case study
View full case study
Final design -
FIRST, ADD YOUR GUEST
Easily drop a contact to auto-fill guest information
Instantly categorize guests into groups
Option to sort guests based on groups and responses
NEXT, CREATE YOUR RSVP FORM
Choose a form template to customize your questions
Generate a customized RSVP form
Editable form to tailor it to the host’s preferences
Don't forget to preview the rsvp
Customize the look of the online RSVP website
Easily send the invitation to guests from the preview
Divide each
section onto its own page
Easily go back to the previous section if needed
All set to send the invitation!
Option to send the invitation to specific guests
Automatically updates when guests RSVP
Host can manually edit responses if needed
The RSVP invitation can be viewed on various devices
Track RSVP responses instantly
Easily track guest responses and activity through the dashboard
Overview shows data and answers from guests who responded
Remind guests to RSVP anytime
Instantly send reminders to specific guests
Create a reminder to be sent on a specific date
View the history of sent reminders
Solution: Simplifying every step -
SIMPLIFYING EVERY STEP OF GUEST LIST MANAGEMENT
To address the frustrations Jessica and her fiancé experienced, this solution focuses on making it easier to manage the guest list—from quickly adding names to effortlessly tracking RSVPs. The goal is to take the hassle out of planning and make the process more automated.
⭐ ADDING GUESTS INFORMATION
Initially, Jessica manually created a guest list on Google Sheets, a time-consuming process that required her to input each guest's information individually.
To address it, I designed a solution that automates the process. By simply uploading contact photos, users can quickly populate the guest list with relevant details, such as names, phone numbers, and email addresses.
⭐ CREATING AND TRACKING THE RSVP
Before automation, creating and managing RSVPs was a time-consuming manual process.
⭐ PREVIEWING AND SENDING THE RSVP INVITATION
Previously, Jessica used a third-party service to handle sending out invitations manually. Based on notes from
the document, the service sent individual RSVP messages to each guest through a messaging app.
Testing result & next steps -
USER TESTING RESULTS
80%
of users experienced an error-free setup
35%
reduction in time spent managing RSVPs
65%
reduction in manual data entry for adding guest
“
The drag-and-drop feature to automatically fill guest details is a game-changer, saving me so much time compared to typing everything manually.
“
The RSVP form was intuitive, I didn’t need any help. The dashboard makes it easy to track responses and send reminders.
“
I love how it takes only a few clicks to manage my guest list and send invites. It’s efficient and would save a lot of time.
Things to consider
1
Users found the reminder process tedious...
Can we automate sending reminders with the initial invite?
2
What if guest struggled with
technical issues?
How can we support guests who can't access the invitation?
3
What if guests
fall into multiple categories?
How can we add that option and still keep it easy for hosts?
View full case study
RSVP process -
BREAKING DOWN THE RSVP FLOW
Drawing from the user's journey and research findings, we see that the guest list RSVP process can be broken down into the following steps.
Add guests information
Create RSVP form
Preview RSVP
Send RSVP invitation
Track RSVP responses
Send reminders
Finalize RSVP and guest list
SO, HOW MIGHT WE
make repetitive tasks easier to handle for event hosts, helping them save time and reduce stress?
User journey mapping -
first, let's hear Jessica's story…
Jessica was excited to plan her wedding, but the process turned out to be more stressful than she expected.
Here's what Jessica and her partner went through 👇
1
The couple is engaged! They can’t be more excited to plan their wedding.
2
She soon realized that making a guest list took more time than expected.
3
After a while, the invitations are finally sent. Hopefully things go well...
4
It was stressful as many guests hadn’t RSVP’d, forcing constant follow-ups.
5
That’s not it—updating RSVPs became a tiring, endless task of constant checks.
6
All done & she thought, "Do I have to go through this every time I plan an event?”
Introducing the problem -
Why is creating a guest list frustrating?
It’s time consuming…
Managing guest lists often involves repetitive data entry, tracking attendees, constant updates, and manual follow-ups.
which part is the most time-consuming?
To understand why creating a guest list can be so time-consuming, I conducted a survey with experienced hosts and identified the most challenging tasks: updating guest lists, managing RSVPs, organizing details, and maintaining communication.
Key pain points in managing guest list
Difficulty following up with guests & sending updates
Challenges sorting guests into groups & managing data
Manual entry on guest lists is tedious and error-prone
Overview -
excited planning a party?
but frustrated with the guest list?
Meet guestly 👋
A guest list management system designed to simplify and automate attendee coordination for parties and events.
Role
UI/UX Designer
Timeline
Spring 2024
Team
Individual project
Tools
Adobe Illustrator, Figma, Figjam