OClass
OClass
1.5 month
Product Strategy, UI/UX, Prototyping
Lead Product Designer
CONTEXT
Streamlining High-Impact Admin Tasks
Streamlining
High-Impact
Admin Tasks
OClass is a SaaS platform supporting over 200 enrichment centers, studios, and fitness businesses with automated class management, student records, and billing. In a market where centers face mounting administrative complexity and rising expectations for efficiency, OClass’s role is to eliminate manual bottlenecks and empower clients to focus on growth, not paperwork.
We prioritised the class copy/term setup feature because it is a repetitive, high-frequency workflow central to both user needs and the business objectives. Streamlining this process delivers the highest impact by reducing time-consuming work, admin errors and the volume of support requests. This helps with staff productivity and reduces strain on OClass's support teams, enabling them to help businesses focus on what matters most.
OClass is a SaaS platform supporting over 200 enrichment centers, studios, and fitness businesses with automated class management, student records, and billing. In a market where centers face mounting administrative complexity and rising expectations for efficiency, OClass’s role is to eliminate manual bottlenecks and empower clients to focus on growth, not paperwork.
We prioritised the class copy/term setup feature because it is a repetitive, high-frequency workflow central to both user needs and the business objectives. Streamlining this process delivers the highest impact by reducing time-consuming work, admin errors and the volume of support requests. This helps with staff productivity and reduces strain on OClass's support teams, enabling
them to help businesses focus on what matters most.
GROWING PAINS
Challenges in OClass
The key challenge is balancing robust functionality with intuitive user workflows. To deliver a powerful, scalable solution that meets diverse business needs, while ensuring seamless admin workflows that boost productivity and user satisfaction.
Finding the Balance – While different industries may have unique needs, the core goal remains the same—reducing administrative complexity. The challenge is to find a universal UX approach that works across multiple business types without
overcomplicating the interface.
Finding the Balance – While different industries may have unique needs, the core goal remains the same—reducing administrative complexity. The challenge is to find a universal UX approach that works across multiple business types without overcomplicating the interface.
Finding the Balance –
While different industries may have unique needs, the core goal remains the same—reducing administrative complexity. The challenge is to find a universal UX approach that works across multiple business types without overcomplicating the interface.
Cognitive Overload – Some users feel overwhelmed by the number of steps required for certain tasks. The goal is to streamline workflows and make interactions more intuitive.
Cognitive Overload –
Some users feel overwhelmed by the number of steps required for certain tasks. The goal is to streamline workflows and make interactions more intuitive.
Scalability of UX Improvements – Any UX recommendations should not only improve current user experience but also be scalable for future enhancements and new features.
Scalability of UX Improvements –
Any UX recommendations should not only improve current user experience but also be scalable for future enhancements and new features.
Existing UI Constraints – The current UI has been developed iteratively, and some
workflows may not be intuitive. Design changes should consider feasibility within OClass's development roadmap.
Existing UI Constraints –
The current UI has been developed iteratively, and some workflows may not be intuitive. Design changes should consider feasibility within OClass's development roadmap.
THE COMPETITION
Opportunity to Learn
A key takeaway from Edulabs is the value of guided, customisable workflows that help admins efficiently manage high-frequency tasks like term setup. Streamlining steps into an integrated workflow, bulk actions, robust filtering options, and flexibility in editing invoices allow admins to reduce errors and overall friction.
For OClass, adopting and enhancing these practices is essential to deliver a user-friendly experience for critical, recurring workflows.
A key takeaway from Edulabs is the value of guided, customisable workflows
that help admins efficiently manage high-frequency tasks like term setup. Streamlining steps into an integrated workflow, bulk actions, robust filtering options, and flexibility in editing invoices allow admins to reduce errors and
overall friction.
For OClass, adopting and enhancing these practices is essential to deliver a
user-friendly experience for critical, recurring workflows.
Edulabs Competitor Analysis
PROBLEMS
Complex & Manual User Flows
Despite OClass’s goal to automate backend operations, term-based businesses using OClass face significant friction and inefficiencies when setting up new terms, due to confusing fragmented workflows and manual processes.
Despite OClass’s goal to automate backend operations, term-based businesses using OClass face significant friction and inefficiencies when setting up new terms,
due to confusing fragmented workflows
and manual processes.
QUOTES FROM USER INTERVIEWS
Reliance on External Tools – Users frequently rely on external tools like Excel to manage complex class schedules. E.g. students who attend 2 lessons per week on varied days. This workaround adds complexity and disrupts the workflow of the administrators.
Reliance on External Tools –
Users frequently rely on external tools like Excel to manage complex class schedules. E.g. students who attend 2 lessons per week on varied days. This workaround adds complexity and disrupts the workflow of the administrators.
Disjointed workflow – The class copy and service term setup are located on separate pages, which forces users to switch between screens to complete a single task. This separation increases the number of steps involved, making the workflow harder to follow and more prone to errors.
Disjointed workflow –
The class copy and service term setup are located on separate pages, which forces users to switch between screens to complete a single task. This separation increases the number of steps involved, making the workflow harder to follow and more prone to errors.
Tedious Invoice Correction Process – Managing students with different pricing plans requires administrators to manually re-enrol students and recreate invoices each term. Variations in class schedules and frequencies make automation difficult.
Tedious Invoice Correction Process – Managing students with different pricing plans requires administrators to manually re-enrol students and recreate invoices each term. Variations in class schedules and frequencies make automation difficult.
CHALLENGE
How might we enable scalable term management, helping users to efficiently perform high-frequency admin tasks, regardless of class configuration or pricing model?
How might we provide personalised recommendations
or guidance that give customers the assurance to confidently purchase the coverage they need?
How might we enable scalable term management, helping users to efficiently perform high-frequency admin tasks, regardless of class configuration or pricing model?
INTRODUCING
Streamlined Term Management in OClass
Streamlined Term Management
in OClass
Streamlined Class Copying – Class copying into a single process, reducing steps to complete the workflow.
Streamlined Class Copying –
Class copying into a single process, reducing steps to complete the workflow.
Integrated Enrolment & Invoicing – Combining student enrolment and invoice handling into a single streamlined process to reduce effort and minimise errors.
Integrated Enrolment & Invoicing – Combining student enrolment and invoice handling into a single streamlined process to reduce effort and minimise errors.
Reduced information overload – By breaking up the information presented to users when doing class edits into separate tabs, it prevents the main interface from becoming cluttered and overwhelming for users.
Reduced information overload –
By breaking up the information presented to users when doing class edits into separate tabs, it prevents the main interface from becoming cluttered and overwhelming for users.
Final Review Summary – A clear summary for final review acts as a final checkpoint, helping users review details, catch errors, confirm actions, and complete the process with confidence, boosting accuracy and efficiency.
Final Review Summary –
A clear summary for final review acts as a final checkpoint, helping users review details, catch errors, confirm actions, and complete the process with confidence, boosting accuracy and efficiency.
OCLASS COPY CLASS EDIT PAGE (OLD)
OCLASS COPY CLASS FLOW (NEW)
INTRODUCING
Integrated Invoicing
Automated invoice generation within the class copy process, removing manual work.
Automated invoice generation within the class copy process, removing manual work.
Flexible invoice editing ensures accurate billing aligned with student pricing plans and schedule. It helps accommodate diverse invoicing workflows across different businesses, reducing errors and saves time.
Flexible invoice editing ensures accurate billing aligned with student pricing plans and schedule. It helps accommodate diverse invoicing workflows across different businesses, reducing errors and saves time.
Efficient invoicing with colour tags give admins a quick overview of student categories and make bulk invoicing faster by enabling easy filtering and selection.
Efficient invoicing with colour tags give admins a quick overview of student categories and make bulk invoicing faster by enabling easy filtering and selection.
OCLASS INVOICES (OLD)
OCLASS INVOICES (OLD)
OCLASS STUDENT ENROLMENT & INVOICING (NEW)
OCLASS STUDENT ENROLMENT & INVOICING (NEW)
INTRODUCING
Maintaining Data Integrity & Autosave
Auto-save function supported by alerts to warn users when exiting the page during editing to prevent data loss
Auto-save function supported by alerts to warn users when exiting the page during editing to prevent data loss
Save to drafts feature gives users control and flexibility, allowing them to pause, review, and resume work without losing progress.
Save to drafts feature gives users control and flexibility, allowing them to pause, review, and resume work without losing progress.
OCLASS AUTO-SAVE & SAVE TO DRAFT FUNCTION (NEW)
OCLASS AUTO-SAVE & SAVE TO DRAFT FUNCTION (NEW)
OVERCOMING OBSTACLES
No Effort For Users, But Lots Of It For Us
Building a SaaS tool means constantly balancing user requests, true needs, and broader business goals, often amidst conflicting feedback and uncertainty. User interviews can be challenging, filled with resistance and noise, but staying focused on the core objectives and asking the right questions allowed us to uncover genuine needs.
With every business having unique requirements, we approached solutions with creativity and empathy, aiming to deliver adaptable features that drive real impact.
This experience strengthened my ability to navigate ambiguity and align product decisions with strategic outcomes.
Building a SaaS tool means constantly balancing user requests, true needs, and broader business goals, often amidst conflicting feedback and uncertainty. User interviews can be challenging, filled with resistance and noise, but staying focused on the core objectives and asking the right questions allowed us to uncover genuine needs.
With every business having unique requirements, we approached solutions with creativity
and empathy, aiming to deliver adaptable features that drive real impact.
This experience strengthened my ability to navigate ambiguity and align product decisions
with strategic outcomes.
Building a SaaS tool means constantly balancing user requests, true needs, and broader business goals, often amidst conflicting feedback and uncertainty. User interviews can be challenging, filled with resistance and noise, but staying focused
on the core objectives and asking the
right questions allowed us to uncover
genuine needs.
With every business having unique requirements, we approached solutions with creativity and empathy, aiming to deliver adaptable features that drive real impact.
This experience strengthened my ability to navigate ambiguity and align product decisions with strategic outcomes.
OUTCOMES
Measuring Success
We evaluated our revised design through usability tests with admin users, focusing on key metrics such as time to task completion, task completion rate, and user satisfaction (NPS). Our primary goal was to streamline the class copy workflow by reducing the number of screens and minimising the time required to complete the process.
>40%
Reduction in task completion time
Reduction in task
completion time
100%
Task completion rate
NPS
Positive user feedback received
on the new workflow
Positive user feedback received on the new workflow
>40%
Reduction in task completion time
100%
Task completion rate
NPS
Positive user feedback received
on the new workflow
LOOKING AHEAD
What's Next?
As OClass moves forward with implementing the new class copy flow, the focus should extend beyond individual features to the broader business and product strategy. Successful product design requires ongoing alignment with business goals, by prioritising high-impact features, streamlining rollouts, and ensuring that every enhancement creates meaningful value for users.
The approach is rooted in driving measurable impact, not just at the feature level but across the entire user journey and operational workflow.
As OClass moves forward with implementing the new class copy flow, the focus should
extend beyond individual features to the broader business and product strategy.
Successful product design requires ongoing alignment with business goals, by prioritising
high-impact features, streamlining rollouts, and ensuring that every enhancement creates meaningful value for users.
The approach is rooted in driving measurable impact, not just at the feature level but across
the entire user journey and operational workflow.
As OClass moves forward with implementing the new class copy flow, the focus should extend beyond individual features to the broader business and product strategy. Successful product design requires ongoing alignment with business goals, by prioritising high-impact features, streamlining rollouts, and ensuring that every enhancement creates meaningful value for users.
The approach is rooted in driving measurable impact, not just at the feature level but
across the entire user journey and
operational workflow.
Communicate & Educate
Clear communication of new features is crucial for driving user adoption and realising business value. By effectively showcasing benefits and guiding users through changes, we ensure that users are able to benefit and unlock the full potential of the product.
Tracking Metrics
Monitor user engagement, adoption of key features, customer support volume etc is important to prioritise high value features, identify opportunities, and ensure the product continues to create meaningful business impact.
Communicate & Educate
Clear communication of new features is crucial for driving user adoption and realising business value. By effectively showcasing benefits and guiding users through changes, we ensure that users are able to benefit and unlock the full potential of the product.
Tracking Metrics
Monitor user engagement, adoption of key features, customer support volume etc is important to prioritise high value features, identify opportunities, and ensure the product continues to create meaningful business impact.
Behind the Scenes
Behind the Scenes
None of this would have been possible without the right environment. Each week, our team held brainstorming workshops and engaged directly with OClass admin users and the support team to shape the product around real user needs.
Building a SaaS tool is as much about inspiring user confidence and encouraging adoption as it is about technical features, it’s often challenging to demonstrate new value to users. However, by truly listening and collaborating throughout this process, we uncovered many high-value improvements that could be delivered with low to medium effort, ensuring OClass continues to evolve in ways that matter most to its users.
None of this would have been possible without the right environment. Each week, our team held brainstorming workshops and engaged directly with OClass admin users and the support team to shape the product around real user needs.
Building a SaaS tool is as much about inspiring user confidence and encouraging adoption as it is about technical features, it’s often challenging to demonstrate new value to users. However, by truly listening and collaborating throughout this process, we uncovered many high-value improvements that could be delivered with low to medium effort, ensuring OClass continues to evolve in ways that matter most to its users.