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BaristaBuddy
Designed a web based platform designed to streamline the management of client contracts, coffee machine assets, service scheduling, technician assignments, and consumable inventory for a coffee service company
Project overview
Barista Buddy is a web-based platform designed to streamline the management of client contracts, coffee machine assets, service scheduling, technician assignments, and consumable inventory for a coffee service company. The product was developed to replace fragmented spreadsheets and manual processes that caused inefficiencies in tracking client assets and service logs.
Problem Statement
Before the Barista Buddy, the company’s operations relied heavily on disconnected tools and manual recordkeeping.
This led to:
- Inefficient scheduling and frequent service overlaps or missed appointments.
- Lack of real-time visibility into asset conditions and technician performance.
- Difficulty managing inventory, leading to shortages or overstocking.
- Cumbersome communication between admins and technicians, especially for urgent work orders.
Goal
The primary goal was to build a centralized platform where all roles Admins and Technicians could efficiently manage assets, clients, and service operations in real time.
Specific objectives included:
- Enable Admins to manage clients, assets, services, and technicians from a single dashboard.
- Give Technicians mobile-friendly access to their schedules, routes, and service logs.
- Reduce operational delays by automating linkages between assets, clients and service records.
- Improve data accuracy and accountability through real time updates and restricted permissions.
Product Metrics
Metrics
Baseline
Post launch Result
Average service scheduling time
15mins
4mins
Missed service logs
23%
4%
Asset reallocation time
2 days
< 1 hour
Technician reporting accuracy
68%
95%
Admin dashboard usage
-
100% adoption
Research & Analysis
Before coming up with the solution, I conducted interview with the stakeholders: Service Managers, Technicians and Admin staff
The discovery phase included:
- Stakeholder interviews with service managers, technicians, and admin staff.
- Process mapping to identify inefficiencies in client and asset management.
- Competitive analysis of existing asset management tools (e.g., ServiceM8, UpKeep).
Key Insights
- Admins needed a multi-layered dashboard with at-a-glance KPIs and full data control.
- Technicians preferred mobile simplicity with limited actions, log service, upload photos, mark completion.
- Data needed to auto-link dynamically (Clients ↔ Assets ↔ Services ↔ Technicians) to minimize redundancy.
- Service logs were often lost or incomplete enforcing structure and traceability was critical.
Design Process
1. Information Architecture
The team structured the system around five primary modules:
- Clients
- Assets
- Service and work orders
- Technicians
- Inventory
2. User Flows
Admins and Technicians had distinct flows
- Admins: Manage → Schedule → Assign → Track
- Technicians: View → Execute → Log → Complete
3. Wireframes & Prototyping
High Fidelity prototypes focused on:
- A dashboard-first approach (KPIs, quick links, and alerts).
- Pop-up modals for fast data entry (to reduce navigation friction).
- Calendar/List toggles for schedule visualization.
Design Solution
Admin Role
Dashboard/ Homepage
The dashboard contains the total number of assets, Number of clients, Work orders in progress, Scheduled service, Calendar, Urgent work orders.
Clients
On the client page, the admin can see all the registered client details on the platform and also register a new client.
Assets
On this page, the admin can see all the assets assigned to each clients, the status of the assets and also register new assets.
Work orders
On this page, the admin can document service activities, manage work orders and optimize routes.
Technicians
On this page, the admin can manage technicians’ record, assignment and work schedule.
Inventory
On this page, the admin can track, and manage inventory items for each client.
Service Logs
On this page, admins can create new service logs and manage all clients’ service logs.
Schedule
On this page, the admin can manage recurring maintenance schedules for all coffee machines and also create new schedule.
Technician Role
Dashboard
On the dashboard, technicians can see assigned schedules, Route overview and work orders.
Work Order
On this page, technicians can see today’s task, scheduled tasks, low severity and high priority tasks.
Field service
On this page, technicians can log in their scheduled service and tasks.
Route Management
On this page, technicians can access assigned routes and asset visits for efficient planning.
Inventory
On this page, technicians can record all the inventory items they used and also see the history.
Profile
On this page, technicians can view their profile and also make changes.
Prototype
Admin role
Technician Role
User Testing
Testing was conducted with Admins, Technicians and customer support
Testing Goals
- Validate ease of navigation for both roles.
- Test real-time data synchronization between Admin and Technician views.
- Observe task completion times and error frequency.
Findings from Testing
- Admins appreciated the dynamic linking of clients and assets but requested color-coded status indicators for better prioritization.
- Technicians found the modal-based service checklist intuitive but requested offline support for areas with low connectivity.
- Overall, data latency between admin updates and technician devices was under 2 seconds, meeting real-time requirements.
Results
After deployment:
- Reduced manual data entry by 70%.
- Improved asset visibility from centralized fleet and service history tracking.
- Improved service andreliability and accountability.
- Enhanced collaboration between office admins and field technicians.
- Increased visibility into client contracts, service history, and asset lifecycles.
Challenges Faced
- Data Integration: Importing historical client and asset records required extensive data cleaning.
- Feature Scope Management: Prioritizing essential workflows without overcomplicating the UI demanded constant stakeholder alignment.
Conclusion
The Barista Buddy manager successfully transformed a paper-based service operation into a digital, data-driven ecosystem. By combining thoughtful UX design, role-based access control, and real-time synchronization, the system empowered both administrators and field technicians to operate with speed, accuracy, and accountability
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