Improving Event Creation UX in a B2B Admin Platform

My role:   Product Designer

Goal:   Improve UX of event creation flow for HR admins.

Scope:    End-to-end redesign

In HealthOS, HR admins create wellbeing events such as courses, workshops, and recurring sessions that are central to company wellbeing programs. While these events are critical, the process of setting them up was dense, knowledge-heavy, and easy to get wrong.

Admins were often presented with too many decisions at once and relied on Customer Success to clarify how events should be configured. Misconfigurations were common, especially for first-time or infrequent users. The goal of this project was to improve the event creation UX so HR admins could complete setup correctly on the first attempt, without external help.

Understanding the problem

The core issue wasn’t missing functionality, but cognitive overload. The existing flow surfaced too many decisions upfront and assumed prior knowledge of the system.

In particular, the distinction between an event and its sessions was unclear. Field naming and grouping made it hard to understand what applied globally versus per session, and the lack of visible progress left users unsure where they were in the process. Adding more guidance on top of this structure wouldn’t solve the problem - the flow itself needed to change.

Reframing the approach

Instead of treating event creation as a long, continuous form, I reframed it as a step-by-step process that better matches how HR admins think about setting up events.

The flow was restructured around a clear sequence: defining the event type, setting the schedule, configuring sessions, and finalising details. Each step focuses on one area of decision-making, allowing complexity to be introduced gradually rather than all at once.

This approach preserved flexibility while significantly reducing confusion and errors.

Designing a step-based flow

The redesigned experience introduces a clear sequence of steps with information grouped by intent. Field naming was refined to reduce ambiguity, and event-level configuration was clearly separated from session-level setup.

Visible progress helps users stay oriented throughout the process, making it clear what has been completed and what remains. As a result, admins can configure events confidently without needing deep platform knowledge.

Designing for real usage

Most HR admins create events infrequently, so the design needed to support recall as much as efficiency. Predictable steps, clear labels, and a consistent structure make the flow easier to return to, review, and edit.

By prioritising clarity and confidence over speed, the redesigned flow reduces the risk of misconfiguration and lowers dependency on Customer Success.

Process & validation

Being new to this part of the product, I started by analysing the existing calendar overview to understand all supported event types and configuration options, ensuring the new flow covered the full scope of use cases.

I then prototyped the redesigned flow in Lovable and ran internal testing with end users. This surfaced unclear copy and edge cases around event editing, which were addressed through iteration to strengthen the overall robustness of the flow.

Outcome & learnings

The redesigned event creation flow reduced errors for first-time and infrequent HR admins by structuring complexity into clear, predictable steps. Configuration became easier to understand, review, and complete correctly.

This project reinforced a key lesson in B2B admin design: when workflows are complex and infrequent, clear structure and step-based guidance are often more impactful than adding new features.