Virtuagym, a prominent fitness management software provider, sought to revolutionize its platform by addressing a critical need – efficient payroll management for club managers. The company aimed to empower club managers to oversee payroll processes internally, eliminating the need for outsourcing
Payroll administration is a problem that many fitness club managers struggle with, so I set out to solve it in this interesting project with Virtuagym. The old system required outsourcing and lacked user friendliness, which caused frustration and inefficiency. My goal as the Product Designer in this project was to create a payroll platform that would integrate in Virtuagym platform. I aimed to develop an intuitive internal payroll system that would streamline procedures and improve user experience. This case study explores the journey, the growth of the platform, and the benefits that it has brought about.
Project Overview
Problem Statement
When club managers need to efficiently manage payroll for their fitness centers, they currently struggle with a complex and time-consuming process. They are forced to outsource this task, which leads to increased costs and a loss of control over their payroll operations. As a result, they can't easily monitor and adjust payroll
Goals (Jobs to Be Done)
Simplify Payroll Oversight
Enable club managers to effortlessly oversee and manage payroll processes without the need for external assistance
Empower Cost Control
Provide tools that allow club managers to gain better control over payroll costs, ensuring efficient financial management
Enhance Operational Efficiency
Streamline payroll procedures to save time and effort for club managers, allowing them to focus on improving overall club operations
Foster User Independence
Create a user-friendly interface that empowers club managers to independently handle payroll tasks, reducing reliance on outsourcing
Improve User Satisfaction
Elevate the overall experience for club managers, making payroll management a straightforward and satisfying part of their job
Boost Retention
Improve user satisfaction and empower club managers to provide better payroll experiences for employees, ultimately contributing to higher employee retention rates.
Emphatize
Define
Ideate
Design
Test
User Interview
Competitor Analysis
Stakeholder Map
User Persona
Empathy Map
Low Fidelity Prototype
UI Kit
High fidelity Prototype
Usability Testing
Feedback Incorporation
Continuous Iteration
Idea Brainstorming
User Journey
User Flow
Ideate
Test
Emphatize
Define
Design
Location : Netherlands
Desired a streamlined interface for payroll calculations
Values user-friendliness, indicating a potential need for a simplified process
Emphasizes real-time payment status updates
The current manual or outsourced payroll process is time-consuming and complex
Noted different payment types like hourly payment, fixed rates, or activity-based payments, suggesting a need for flexible payment calculation
Club Manager #1
Location : Germany
Expressed the need for customizable reporting features
Values flexibility in generating financial reports tailored to specific needs
Customization options could include selecting data points, date ranges, and report formats
The absence of such features in the current process may limit data analysis capabilities.
Acknowledges different payment types, indicating that customizable reporting should accommodate various payment structures
Club Manager #2
Location : France
Emphasized the need for comprehensive and customizable payment reports that provide insights into staff payments
Desires the ability to generate detailed reports that include information such as staff names, payment types , payment dates, and amounts
The availability of detailed payment reports would significantly assist in managing payroll, tracking expenses, and ensuring accurate and transparent financial records
Club Manager #3
Based on the insights from user interviews, several key deductions can be made. Users expressed a strong desire for a streamlined interface and user-friendliness in payroll calculations. Users also highlight the need for customizable reporting features to tailor financial reports to specific needs, including selecting data points, date ranges, and report formats. Additionally, there is a recognition of different payment types, suggesting a need for flexible payment calculation methods.
We conducted interviews with three Virtuagym’s clients from the Netherlands, Germany, and France to gain insights into their preferences for the Virtuagym payroll platform.
User Interview & Analysis
Competitor Analysis
The primary goal of this competitor analysis was to evaluate the strengths and weaknesses of payroll solutions offered by the competitors. By assessing their features, we aimed to identify gaps in the market and opportunities to enhance our design. Additionally, we seek to understand which payroll features are most valued by users in the fitness and wellness management sector, allowing us to prioritize these elements in our design. Ultimately, our aim was to develop a payroll solution that not only meets but exceeds user expectations, setting us apart in the industry.
Built-in Payroll
Solution
Employee Time Tracking
Tax Calculation and Filing
Direct Deposit
Reporting and Analytics
Automated Payroll Calculation
Compliance with Local Regulations
Glofox provides gym and fitness studio management software that helps businesses with member management, scheduling, and payment processing to streamline their operations.
Zen Planner offers comprehensive fitness business management software, including member management, class scheduling, and billing solutions to improve overall efficiency.
Mindbody is a versatile platform that caters to wellness and fitness businesses, offering tools for appointment scheduling, member management, marketing, and payment processing.
WellnessLiving specializes in wellness studio management software, offering features such as appointment booking, customer engagement, and business analytics to empower wellness entrepreneurs.
PTminder is designed for personal trainers and fitness professionals, providing tools for client management, scheduling, and workout tracking, enhancing their services and client experience.
Stakeholder map
I created the stakeholder map to effectively manage and align stakeholders in the project. It serves as a strategic tool to identify and prioritize stakeholder needs, assess their influence and impact on the project, anticipate potential risks, and develop tailored communication and engagement strategies.
Risk
Stakeholder
Fitness Club Managers
Virtual Gym's CEO
Accounting and Finance Teams
Software Development Team
Third-Party Payroll Service Providers
Employees
- Streamlined processes
- User-friendly interface
Difficulty adapting to new system
High expectations
Integration challenges
Development delays
Technical Constraints
Data security concerns
Resistance to system changes
- Financial performance
- Scalability
- Innovation
- Financial accuracy
- Reporting and analytics
- Technical feasibility
- Implementation efficiency
- Accuracy
- Timeliness
- Timely and accurate payments
- Transparency
Priorities & Objectives
Impact
User Persona
These user personas provide a snapshot of two distinct individuals within the fitness and wellness industry. Designing solutions that meets the needs and pain points of users like Sarah and Mark can be instrumental in creating a successful product or service.
“Running my fitness studio is my passion, but the administrative tasks can be overwhelming.”
"I'm looking for ways to not only keep our current members engaged but also attract new ones by offering innovative programs and services."
Age 26
Age 37
Occupation Studio Owner
Occupation Club Manager
Location Amsterdam,NL
Location Munich, Germany
PERSONA 1
Sarah Nielsen
PERSONA 2
David Müller
About
Sarah is a fitness studio owner with a background in personal training. She has been running her boutique fitness studio for 5 years in a vibrant neighborhood in London. She is passionate about helping her clients achieve their fitness goals.
Needs / Goals
To efficiently manage her studio's payroll, including employee compensation, tax calculations, and deductions.
To simplify the payroll process and reduce administrative overhead, allowing her to focus on client satisfaction.
To find a payroll solution that integrates seamlessly with her fitness studio management software.
About
David Müller has extensive experience in the fitness industry and has managed a large fitness club in Munich, Germany, for the past 10 years. He's dedicated to creating a welcoming and inclusive environment for members.
Needs / Goals
To streamline and automate the payroll process for his fitness club, ensuring accurate and on-time employee payments.
To implement a payroll solution that handles tax calculations, deductions.
To reduce payroll-related administrative workload and focus on improving member services and club operations.
Pain points
Struggles with time-consuming administrative tasks like managing schedules and handling payroll.
Finds it challenging to effectively market her studio and engage with clients.
Needs a user-friendly solution that simplifies her daily operations and helps her provide a great experience for her clients.
Pain points
Struggles with manual payroll processing, which is prone to errors and consumes a significant amount of time.
Faces challenges in staying updated with changing tax laws and labor regulations in Germany.
Seeks a payroll solution that integrates seamlessly with his club's management systems.
Empathy Map
The empathy map for Sarah, the fitness studio owner, serves as a crucial compass in the design process by providing a clear understanding of her specific needs, emotions, and pain points related to payroll management. This empathy-driven approach enables the design team to prioritize features that streamline the complex payroll process, reduce administrative overhead, and ensure accuracy, aligning the solution with her goals of efficiency and compliance.
"Managing payroll is overwhelming, and it takes up so much of my time."
"I worry about making errors in payroll calculations and facing tax issues."
"I wish there was a payroll solution that understood the unique needs of fitness studios."
Sarah spends hours manually calculating payroll, tax deductions, and ensuring compliance.
She looks for online resources and tools to help with payroll management.
Sarah occasionally seeks advice from fellow fitness studio owners on how they handle payroll challenges.
"I need to find a way to simplify the payroll process and reduce my administrative burden."
"Accurate payroll is essential for my employees' satisfaction and to comply with regulations."
"If there was a payroll solution designed for fitness studios, it could be a game-changer for my business."
Sarah feels overwhelmed by the complexity of payroll management.
She experiences anxiety about making payroll mistakes that could affect her employees' livelihoods.
Sarah is hopeful that there is a solution out there that can alleviate her payroll-related stress.
Says
Does
Thinks
Feels
Idea Brainstorming
This brainstorming board allowed us to visually organize our ideas, assess their feasibility, and determine which ones align with the project's goals. It was a helpful tool for prioritizing and refining design concepts to create a user-friendly payroll solution for fitness clubs.
In this stage of brainstorming, we decide which ideas are in or out of scope of our project based on available resources and time.
How might we...
Solutions
What will we…
How will we...
Who will be...
User needs
User-Centered Design
Well-structured and easy-to-navigate interface
Allow users to customize payroll configurations to fit their specific needs
Transparency and Summary Overview
Initialization
Payment Method Selection
Data Collection and Configuration
Customization and Review
Entry and Start Setting Up a Payroll
User accesses the payroll wizard to begin the setup process.
User Can Watch a Tutorial Video
User has the option to watch a tutorial video for guidance.
Clear and intuitive entry point to the payroll setup process.
User-friendly interface for a smooth transition into the wizard.
User-friendly video player and guidance.
Clearly present the payment method options.
Provide concise explanations for each method.
Ensure that the selected method drives the subsequent configuration.
User-friendly data entry forms with clear labels and tooltips.
A comprehensive summary of all entered data for user review.
Easily accessible editing options for any corrections.
Intuitive employee assignment interface.
Streamlined tools for editing existing payment structures.
User-friendly creation process for new payment types
User Can Decide Which Payment Type to Select
User selects the payment method (hourly, activity-based, fixed wage).
Excitement and anticipation
Curiosity and a desire to learn
Overwhelmed of the required data
Happy and assured of the set-up
Filling in the Details
User inputs employee details, names, roles, and payment information.
Assign to Employees
User assigns the payment structure to specific employees.
Edit or Create Another Payment Type
User has the option to edit the current payment type or create additional ones.
User Flow
I created a user flow indicating the steps that the user should take to set up a payroll.
Low-fidelity Wireframes
Design System
Usability Test
I conducted user testing with three participants, including club managers and an internal designer
Task Assignment: Participants were assigned tasks related to setting up pay rates using different payment types within the payroll wizard and at the end assigning it to different employees.
I observed and tracked how participants interacted with the payroll wizard, including their actions, decisions, and navigation. I collected feedback and insights from participants during and after the testing sessions.
User-Friendly Interface:
Participants found the payroll wizard's interface to be user-friendly and intuitive, making it easy to navigate through the setup process.
Confusion in Data Entry:
There were instances of confusion during data entry, with a need for more prominent tooltips and guidance for specific fields.
Effective Tutorial Video:
The inclusion of a tutorial video was positively received, as it helped participants, especially those new to the system, understand the workflow and steps involved.
Confusion in Payment
Method Selection:
A few users expressed confusion during the payment method selection stage, particularly when transitioning between different payment types.
Customization Options:
Users appreciated the customization options available, such as selecting different payment types and configuring pay rates according to their specific needs.
Lack of an Export Option:
Participants expressed the need for an export feature to save and download the payroll setup information for record-keeping or sharing with other team members.
User Journey Map
This user journey map reflects the specific stages and actions involved in the payroll wizard with payment method selection, along with associated emotions and key points for each stage of the user's journey.
High Fidelity Prototype
The project was initiated to simplify payroll oversight for fitness club managers, empowering them to effortlessly manage payroll processes . Throughout the project's lifecycle, it has delivered numerous benefits:
Benefits to Users:
User-Friendly Interface
Timely and Accurate Payments
Transparency and Accessibility:
Benefits to the Business:
Cost Savings
Improved Financial Performance
Data Accuracy
Client Retention
Further Improvements and Future Iterations:
Integrating tax regulation compliance
Enhanced Reporting and Analytics
Mobile Accessibility
Ongoing User Feedback Integration after Beta testing
01
Virtuagym’s Payroll Platform
Timeline:
Overall: 1 month
Discovery & Research: 3 weeks
Design & testing: 1 week
Tools :
Jira
Confluence
Pen & paper
FigJam
Figma
Miro
Team:
1 product designer
1 project manager
2 data engineers
2 developers
My Role: Product Designer
Virtuagym, a prominent fitness management software provider, sought to revolutionize its platform by addressing a critical need – efficient payroll management for club managers. The company aimed to empower club managers to oversee payroll processes internally, eliminating the need for outsourcing
Project Overview
Payroll administration is a problem that many fitness club managers struggle with, so I set out to solve it in this interesting project with Virtuagym. The old system required outsourcing and lacked user friendliness, which caused frustration and inefficiency. My goal as the Product Designer in this project was to create a payroll platform that would integrate in Virtuagym platform. I aimed to develop an intuitive internal payroll system that would streamline procedures and improve user experience. This case study explores the journey, the growth of the platform, and the benefits that it has brought about.
Problem Statement
When club managers need to efficiently manage payroll for their fitness centers, they currently struggle with a complex and time-consuming process. They are forced to outsource this task, which leads to increased costs and a loss of control over their payroll operations. As a result, they can't easily monitor and adjust payroll
Goals (Jobs to Be Done)
Simplify Payroll Oversight
Enable club managers to effortlessly oversee and manage payroll processes without the need for external assistance
Empower Cost Control
Provide tools that allow club managers to gain better control over payroll costs, ensuring efficient financial management
Enhance Operational Efficiency
Streamline payroll procedures to save time and effort for club managers, allowing them to focus on improving overall club operations
Foster User Independence
Create a user-friendly interface that empowers club managers to independently handle payroll tasks, reducing reliance on outsourcing
Improve User Satisfaction
Elevate the overall experience for club managers, making payroll management a straightforward and satisfying part of their job
Boost Retention
Improve user satisfaction and empower club managers to provide better payroll experiences for employees, ultimately contributing to higher employee retention rates.
Emphatize
Define
Ideate
Design
Test
User Interview
Competitor Analysis
Stakeholder Map
User Persona
Empathy Map
Low Fidelity Prototype
UI Kit
High fidelity Prototype
Usability Testing
Feedback Incorporation
Continuous Iteration
Idea Brainstorming
User Journey
User Flow
Design Process
We conducted interviews with three Virtuagym’s clients from the Netherlands, Germany, and France to gain insights into their preferences for the Virtuagym payroll platform.
User Interview & Analysis
Club Manager #1
Location : Netherlands
Desired a streamlined interface for payroll calculations
Values user-friendliness, indicating a potential need for a simplified process
Emphasizes real-time payment status updates
The current manual or outsourced payroll process is time-consuming and complex
Noted different payment types like hourly payment, fixed rates, or activity-based payments, suggesting a need for flexible payment calculation
Location : Germany
Expressed the need for customizable reporting features
Values flexibility in generating financial reports tailored to specific needs
Customization options could include selecting data points, date ranges, and report formats
The absence of such features in the current process may limit data analysis capabilities.
Acknowledges different payment types, indicating that customizable reporting should accommodate various payment structures
Club Manager #2
Location : France
Emphasized the need for comprehensive and customizable payment reports that provide insights into staff payments
Desires the ability to generate detailed reports that include information such as staff names, payment types , payment dates, and amounts
The availability of detailed payment reports would significantly assist in managing payroll, tracking expenses, and ensuring accurate and transparent financial records
Club Manager #3
Based on the insights from user interviews, several key deductions can be made. Users express a strong desire for a streamlined interface and user-friendliness in payroll calculations. Users also highlight the need for customizable reporting features to tailor financial reports to specific needs, including selecting data points, date ranges, and report formats. Additionally, there is a recognition of different payment types, suggesting a need for flexible payment calculation methods.
Competitor Analysis
The primary goal of this competitor analysis was to evaluate the strengths and weaknesses of payroll solutions offered by the competitors. By assessing their features, we aimed to identify gaps in the market and opportunities to enhance our design. Additionally, we seek to understand which payroll features are most valued by users in the fitness and wellness management sector, allowing us to prioritize these elements in our design. Ultimately, our aim was to develop a payroll solution that not only meets but exceeds user expectations, setting us apart in the industry.
Stakeholder map
I created the stakeholder map to effectively manage and align stakeholders in the project. It serves as a strategic tool to identify and prioritize stakeholder needs, assess their influence and impact on the project, anticipate potential risks, and develop tailored communication and engagement strategies. This proactive approach ensures that the project aligns with stakeholder priorities and objectives, minimizes conflicts, and enhances the likelihood of project success by keeping the interests of all key stakeholders at the forefront of decision-making and implementation
Risk
Stakeholder
Fitness Club Managers
Virtual Gym's CEO
Accounting and Finance Teams
Software Development Team
Third-Party Payroll Service Providers
Employees
- Streamlined processes
- User-friendly interface
Difficulty adapting to new system
High expectations
Integration challenges
Development delays
Technical Constraints
Data security concerns
Resistance to system changes
- Financial performance
- Scalability
- Innovation
- Financial accuracy
- Reporting and analytics
- Technical feasibility
- Implementation efficiency
- Accuracy
- Timeliness
- Timely and accurate payments
- Transparency
Priorities & Objectives
Impact
User Persona
These user personas provide a snapshot of two distinct individuals within the fitness and wellness industry. Designing solutions that meets the needs and pain points of users like Sarah and Mark can be instrumental in creating a successful product or service.
Empathy Map
The empathy map for Sarah, the fitness studio owner, serves as a crucial compass in the design process by providing a clear understanding of her specific needs, emotions, and pain points related to payroll management. This empathy-driven approach enables the design team to prioritize features that streamline the complex payroll process, reduce administrative overhead, and ensure accuracy, aligning the solution with her goals of efficiency and compliance.
"I need to find a way to simplify the payroll process and reduce my administrative burden."
"Accurate payroll is essential for my employees' satisfaction and to comply with regulations."
"If there was a payroll solution designed for fitness studios, it could be a game-changer for my business."
"Managing payroll is overwhelming, and it takes up so much of my time."
"I worry about making errors in payroll calculations and facing tax issues."
"I wish there was a payroll solution that understood the unique needs of fitness studios."
Sarah feels overwhelmed by the complexity of payroll management.
She experiences anxiety about making payroll mistakes that could affect her employees' livelihoods.
Sarah is hopeful that there is a solution out there that can alleviate her payroll-related stress.
Sarah spends hours manually calculating payroll, tax deductions, and ensuring compliance.
She looks for online resources and tools to help with payroll management.
Sarah occasionally seeks advice from fellow fitness studio owners on how they handle payroll challenges.
Says
Does
Thinks
Feels
Idea Brainstorming
This brainstorming board allowed us to visually organize our ideas, assess their feasibility, and determine which ones align with the project's goals. It was a helpful tool for prioritizing and refining design concepts to create a user-friendly payroll solution for fitness clubs.
User-Centered Design
Well-structured and easy-to-navigate interface
Allow users to customize payroll configurations to fit their specific needs
Transparency and Summary Overview
User Journey Map
This user journey map reflects the specific stages and actions involved in the payroll wizard with payment method selection, along with associated emotions and key points for each stage of the user's journey.
Design Guideline From Research
Design Guideline From Research
STAGE
Initialization
Payment Method Selection
Data Collection and Configuration
Customization and Review
Actions
Key Points
Emotions
Entry and Start Setting Up a Payroll
User accesses the payroll wizard to begin the setup process.
User Can Watch a Tutorial Video
User has the option to watch a tutorial video for guidance.
Clear and intuitive entry point to the payroll setup process.
User-friendly interface for a smooth transition into the wizard.
User-friendly video player and guidance.
Clearly present the payment method options.
Provide concise explanations for each method.
Ensure that the selected method drives the subsequent configuration.
User-friendly data entry forms with clear labels and tooltips.
A comprehensive summary of all entered data for user review.
Easily accessible editing options for any corrections.
Intuitive employee assignment interface.
Streamlined tools for editing existing payment structures.
User-friendly creation process for new payment types
User Can Decide Which Payment Type to Select
User selects the payment method (hourly, activity-based, fixed wage).
Excitement and anticipation
Curiosity and a desire to learn
Overwhelmed of the required data
Happy and assured of the set-up
Filling in the Details
User inputs employee details, names, roles, and payment information.
Assign to Employees
User assigns the payment structure to specific employees.
Edit or Create Another Payment Type
User has the option to edit the current payment type or create additional ones.
User Flow
I created a user flow indicating the steps that the user should take to set up a payroll.
Low-fidelity Wireframes
Usability Test
I conducted user testing with three participants, including club managers and an internal designer
Task Assignment: Participants were assigned tasks related to setting up pay rates using different payment types within the payroll wizard and at the end assigning it to different employees.
I observed and tracked how participants interacted with the payroll wizard, including their actions, decisions, and navigation. I collected feedback and insights from participants during and after the testing sessions.
User-Friendly Interface:
Participants found the payroll wizard's interface to be user-friendly and intuitive, making it easy to navigate through the setup process.
Confusion in Data Entry:
There were instances of confusion during data entry, with a need for more prominent tooltips and guidance for specific fields.
Effective Tutorial Video:
The inclusion of a tutorial video was positively received, as it helped participants, especially those new to the system, understand the workflow and steps involved.
Confusion in Payment
Method Selection:
A few users expressed confusion during the payment method selection stage, particularly when transitioning between different payment types.
Customization Options:
Users appreciated the customization options available, such as selecting different payment types and configuring pay rates according to their specific needs.
Lack of an Export Option:
Participants expressed the need for an export feature to save and download the payroll setup information for record-keeping or sharing with other team members.
Deep orange
Black - 36/40
Bold - 30/32
Bold - 24/28
Bold - 20/24
Bold - 16/20
Semi Bold - 14/20
H1
H2
H3
H4
H5
H6
Headings
Body
Body 1
Body 2
Regular - 16/20
Regular - 14/20
Regular - 12/16
Body 3
Bold - 12/16
Bold - 10/12
Label 1
Label 2
labels
Links
Semi Bold - 14/20
Medium - 14/20
Link 2
Link 3
Medium - 12/16
Link 4
Bold - 16/20
Link 1
Typography
Components
Color combinations
Inter
Font
D1
D2
D3
Black - 96/100
Black - 64/68
Black - 48/52
DISPLAY
0
70
100
200
300
400
500
600
700
800
900
FFFFFF
F8F8F8
F5F5F5
EEEEEE
E0E0E0
BDBDBD
9E9E9E
757575
616161
424242
212121
1000
000000
Neutral
Checkbox
Checkbox
Checkbox
Modal dialog
A modal dialog is a dialog that appears on top of the main content and moves the system into a special mode requiring user interaction.
Action
Action
Combobox
Combobox
Text area
Textarea
Dropdown
Dropdown
Text input
Text input
Button solid
Button solid
Radio button
Radio button
Toggle
Toggle
Horizontal tab
Horizontal tab
Design System
High Fidelity Prototype
The project was initiated to simplify payroll oversight for fitness club managers, empowering them to effortlessly manage payroll processes . Throughout the project's lifecycle, it has delivered numerous benefits:
Benefits to Users:
User-Friendly Interface
Timely and Accurate Payments
Transparency and Accessibility:
Benefits to the Business:
Cost Savings
Improved Financial Performance
Data Accuracy
Client Retention
Further Improvements and Future Iterations:
Integrating tax regulation compliance
Enhanced Reporting and Analytics
Mobile Accessibility
Ongoing User Feedback Integration after Beta testing
“Running my fitness studio is my passion, but the administrative tasks can be overwhelming.”
"I'm looking for ways to not only keep our current members engaged but also attract new ones by offering innovative programs and services."
PERSONA 1
Sarah Nielsen
PERSONA 2
David Müller
About
Needs / Goals
About
Needs / Goals
Pain points
Sarah is a fitness studio owner with a background in personal training. She has been running her boutique fitness studio for 5 years in a vibrant neighborhood in London. She is passionate about helping her clients achieve their fitness goals.
To efficiently manage her studio's payroll, including employee compensation, tax calculations, and deductions.
To simplify the payroll process and reduce administrative overhead, allowing her to focus on client satisfaction.
To find a payroll solution that integrates seamlessly with her fitness studio management software.
Struggles with time-consuming administrative tasks like managing schedules and handling payroll.
Finds it challenging to effectively market her studio and engage with clients.
Needs a user-friendly solution that simplifies her daily operations and helps her provide a great experience for her clients.
David Müller has extensive experience in the fitness industry and has managed a large fitness club in Munich, Germany, for the past 10 years. He's dedicated to creating a welcoming and inclusive environment for members.
To streamline and automate the payroll process for his fitness club, ensuring accurate and on-time employee payments.
To implement a payroll solution that handles tax calculations, deductions, and compliance with German labor regulations.
To reduce payroll-related administrative workload and focus on improving member services and club operations.
Pain points
Struggles with manual payroll processing, which is prone to errors and consumes a significant amount of time.
Faces challenges in staying updated with changing tax laws and labor regulations in Germany.
Seeks a payroll solution that integrates seamlessly with his club's management systems.
Age 27
Occupation Club Manager
Location Munich, Germany
Age 26
Occupation Studio Owner
Location Amsterdam,NL
Timeline:
Overall: 1 month
Discovery & Research: 3 weeks
Design & testing: 1 week
Tools :
Jira
Confluence
Pen & paper
FigJam
Figma
Miro
Team:
1 product designer
1 project manager
2 data engineers
2 developers
My Role: Product Designer
01
Virtuagym’s Payroll Platform
Virtuagym, a prominent fitness management software provider, sought to revolutionize its platform by addressing a critical need – efficient payroll management for club managers. The company aimed to empower club managers to oversee payroll processes internally, eliminating the need for outsourcing
Problem Statement
When club managers need to efficiently manage payroll for their fitness centers, they currently struggle with a complex and time-consuming process. They are forced to outsource this task, which leads to increased costs and a loss of control over their payroll operations. As a result, they can't easily monitor and adjust payroll
Goals (Jobs to Be Done)
Simplify Payroll Oversight
Enable club managers to effortlessly oversee and manage payroll processes without the need for external assistance
Empower Cost Control
Provide tools that allow club managers to gain better control over payroll costs, ensuring efficient financial management
Enhance Operational Efficiency
Streamline payroll procedures to save time and effort for club managers, allowing them to focus on improving overall club operations
Foster User Independence
Create a user-friendly interface that empowers club managers to independently handle payroll tasks, reducing reliance on outsourcing
Improve User Satisfaction
Elevate the overall experience for club managers, making payroll management a straightforward and satisfying part of their job
Boost Retention
Improve user satisfaction and empower club managers to provide better payroll experiences for employees, ultimately contributing to higher employee retention rates.
Design Process
Club Manager #1
Location : Netherlands
Desired a streamlined interface for payroll calculations
Values user-friendliness, indicating a potential need for a simplified process
Emphasizes real-time payment status updates
The current manual or outsourced payroll process is time-consuming and complex
Noted different payment types like hourly payment, fixed rates, or activity-based payments, suggesting a need for flexible payment calculation
Location : Germany
Expressed the need for customizable reporting features
Values flexibility in generating financial reports tailored to specific needs
Customization options could include selecting data points, date ranges, and report formats
The absence of such features in the current process may limit data analysis capabilities.
Acknowledges different payment types, indicating that customizable reporting should accommodate various payment structures
Club Manager #2
Location : France
Emphasized the need for comprehensive and customizable payment reports that provide insights into staff payments
Desires the ability to generate detailed reports that include information such as staff names, payment types , payment dates, and amounts
The availability of detailed payment reports would significantly assist in managing payroll, tracking expenses, and ensuring accurate and transparent financial records f
Club Manager #3
Based on the insights from user interviews, several key deductions can be made. Users express a strong desire for a streamlined interface and user-friendliness in payroll calculations. Users also highlight the need for customizable reporting features to tailor financial reports to specific needs, including selecting data points, date ranges, and report formats. Additionally, there is a recognition of different payment types, suggesting a need for flexible payment calculation methods.
Competitor Analysis
The primary goal of this competitor analysis was to evaluate the strengths and weaknesses of payroll solutions offered by the competitors. By assessing their features, we aimed to identify gaps in the market and opportunities to enhance our design. Additionally, we seek to understand which payroll features are most valued by users in the fitness and wellness management sector, allowing us to prioritize these elements in our design. Ultimately, our aim was to develop a payroll solution that not only meets but exceeds user expectations, setting us apart in the industry.
Built-in Payroll
Solution
Employee Time Tracking
Tax Calculation and Filing
Direct Deposit
Reporting and Analytics
Automated Payroll Calculation
Compliance with Local Regulations
Glofox provides gym and fitness studio management software that helps businesses with member management, scheduling, and payment processing to streamline their operations.
Zen Planner offers comprehensive fitness business management software, including member management, class scheduling, and billing solutions to improve overall efficiency.
Mindbody is a versatile platform that caters to wellness and fitness businesses, offering tools for appointment scheduling, member management, marketing, and payment processing.
WellnessLiving specializes in wellness studio management software, offering features such as appointment booking, customer engagement, and business analytics to empower wellness entrepreneurs.
PTminder is designed for personal trainers and fitness professionals, providing tools for client management, scheduling, and workout tracking, enhancing their services and client experience.
Risk
Stakeholder
Fitness Club Managers
Virtual Gym's CEO
Accounting and Finance Teams
Software Development Team
Third-Party Payroll Service Providers
Employees
- Streamlined processes
- User-friendly interface
Difficulty adapting to new system
High expectations
Integration challenges
Development delays
Technical Constraints
Data security concerns
Resistance to system changes
- Financial performance
- Scalability
- Innovation
- Financial accuracy
- Reporting and analytics
- Technical feasibility
- Implementation efficiency
- Accuracy
- Timeliness
- Timely and accurate payments
- Transparency
Priorities & Objectives
Impact
Stakeholder map
I created the stakeholder map to effectively manage and align stakeholders in the project. It serves as a strategic tool to identify and prioritize stakeholder needs, assess their influence and impact on the project, anticipate potential risks, and develop tailored communication and engagement strategies. This proactive approach ensures that the project aligns with stakeholder priorities and objectives, minimizes conflicts, and enhances the likelihood of project success by keeping the interests of all key stakeholders at the forefront of decision-making and implementation
“Running my fitness studio is my passion, but the administrative tasks can be overwhelming.”
"I'm looking for ways to not only keep our current members engaged but also attract new ones by offering innovative programs and services."
Age 26
Age 37
Occupation Studio Owner
Occupation Club Manager
Location Amsterdam,NL
Location Munich, Germany
PERSONA 1
Sarah Nielsen
PERSONA 2
David Müller
About
Sarah is a fitness studio owner with a background in personal training. She has been running her boutique fitness studio for 5 years in a vibrant neighborhood in London. She is passionate about helping her clients achieve their fitness goals.
Needs / Goals
To efficiently manage her studio's payroll, including employee compensation, tax calculations, and deductions.
To simplify the payroll process and reduce administrative overhead, allowing her to focus on client satisfaction.
To find a payroll solution that integrates seamlessly with her fitness studio management software.
About
David Müller has extensive experience in the fitness industry and has managed a large fitness club in Munich, Germany, for the past 10 years. He's dedicated to creating a welcoming and inclusive environment for members.
Needs / Goals
To streamline and automate the payroll process for his fitness club, ensuring accurate and on-time employee payments.
To implement a payroll solution that handles tax calculations, deductions.
To reduce payroll-related administrative workload and focus on improving member services and club operations.
Pain points
Struggles with time-consuming administrative tasks like managing schedules and handling payroll.
Finds it challenging to effectively market her studio and engage with clients.
Needs a user-friendly solution that simplifies her daily operations and helps her provide a great experience for her clients.
Pain points
Struggles with manual payroll processing, which is prone to errors and consumes a significant amount of time.
Faces challenges in staying updated with changing tax laws and labor regulations in Germany.
Seeks a payroll solution that integrates seamlessly with his club's management systems.
"Managing payroll is overwhelming, and it takes up so much of my time."
"I worry about making errors in payroll calculations and facing tax issues."
"I wish there was a payroll solution that understood the unique needs of fitness studios."
Sarah spends hours manually calculating payroll, tax deductions, and ensuring compliance.
She looks for online resources and tools to help with payroll management.
Sarah occasionally seeks advice from fellow fitness studio owners on how they handle payroll challenges.
"I need to find a way to simplify the payroll process and reduce my administrative burden."
"Accurate payroll is essential for my employees' satisfaction and to comply with regulations."
"If there was a payroll solution designed for fitness studios, it could be a game-changer for my business."
Sarah feels overwhelmed by the complexity of payroll management.
She experiences anxiety about making payroll mistakes that could affect her employees' livelihoods.
Sarah is hopeful that there is a solution out there that can alleviate her payroll-related stress.
Says
Does
Thinks
Feels
This brainstorming board allowed us to visually organize our ideas, assess their feasibility, and determine which ones align with the project's goals. It was a helpful tool for prioritizing and refining design concepts to create a user-friendly payroll solution for fitness clubs.
Idea Brainstorming
In this stage of brainstorming, we decide which ideas are in or out of scope of our project based on available resources and time.
How might we...
Solutions
What will we…
How will we...
Who will be...
User needs
User Journey Map
This user journey map reflects the specific stages and actions involved in the payroll wizard with payment method selection, along with associated emotions and key points for each stage of the user's journey.
This user journey map reflects the specific stages and actions involved in the payroll wizard with payment method selection, along with associated emotions and key points for each stage of the user's journey.
Initialization
Payment Method Selection
Data Collection and Configuration
Customization and Review
Entry and Start Setting Up a Payroll
User accesses the payroll wizard to begin the setup process.
User Can Watch a Tutorial Video
User has the option to watch a tutorial video for guidance.
Clear and intuitive entry point to the payroll setup process.
User-friendly interface for a smooth transition into the wizard.
User-friendly video player and guidance.
Clearly present the payment method options.
Provide concise explanations for each method.
Ensure that the selected method drives the subsequent configuration.
User-friendly data entry forms with clear labels and tooltips.
A comprehensive summary of all entered data for user review.
Easily accessible editing options for any corrections.
Intuitive employee assignment interface.
Streamlined tools for editing existing payment structures.
User-friendly creation process for new payment types
User Can Decide Which Payment Type to Select
User selects the payment method (hourly, activity-based, fixed wage).
Excitement and anticipation
Curiosity and a desire to learn
Overwhelmed of the required data
Happy and assured of the set-up
Filling in the Details
User inputs employee details, names, roles, and payment information.
Assign to Employees
User assigns the payment structure to specific employees.
Edit or Create Another Payment Type
User has the option to edit the current payment type or create additional ones.
User Flow
I created a user flow indicating the steps that the user should take to set up a payroll.
Low-fidelity Wireframes
Usability Test
I conducted user testing with three participants, including club managers and an internal designer
Task Assignment: Participants were assigned tasks related to setting up pay rates using different payment types within the payroll wizard and at the end assigning it to different employees.
I observed and tracked how participants interacted with the payroll wizard, including their actions, decisions, and navigation. I collected feedback and insights from participants during and after the testing sessions.
User-Friendly Interface:
Participants found the payroll wizard's interface to be user-friendly and intuitive, making it easy to navigate through the setup process.
Confusion in Data Entry:
There were instances of confusion during data entry, with a need for more prominent tooltips and guidance for specific fields.
Effective Tutorial Video:
The inclusion of a tutorial video was positively received, as it helped participants, especially those new to the system, understand the workflow and steps involved.
Confusion in Payment
Method Selection:
A few users expressed confusion during the payment method selection stage, particularly when transitioning between different payment types.
Customization Options:
Users appreciated the customization options available, such as selecting different payment types and configuring pay rates according to their specific needs.
Lack of an Export Option:
Participants expressed the need for an export feature to save and download the payroll setup information for record-keeping or sharing with other team members.
Design System
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FFFFFF
F8F8F8
F5F5F5
EEEEEE
E0E0E0
BDBDBD
9E9E9E
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424242
212121
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Neutral
Black - 36/40
Bold - 30/32
Bold - 24/28
Bold - 20/24
Bold - 16/20
Semi Bold - 14/20
H1
H2
H3
H4
H5
H6
Headings
Body
Body 1
Body 2
Regular - 16/20
Regular - 14/20
Regular - 12/16
Body 3
Bold - 12/16
Bold - 10/12
Label 1
Label 2
labels
Links
Semi Bold - 14/20
Medium - 14/20
Link 2
Link 3
Medium - 12/16
Link 4
Bold - 16/20
Link 1
Typography
Components
Color combinations
Inter
Font
D1
D2
D3
Black - 96/100
Black - 64/68
Black - 48/52
DISPLAY
Deep orange
Checkbox
Checkbox
Checkbox
Modal dialog
A modal dialog is a dialog that appears on top of the main content and moves the system into a special mode requiring user interaction.
Action
Action
Combobox
Combobox
Text area
Textarea
Dropdown
Dropdown
Text input
Text input
Button solid
Button solid
Radio button
Radio button
Toggle
Toggle
Horizontal tab
Horizontal tab
High Fidelity Prototype
The project was initiated to simplify payroll oversight for fitness club managers, empowering them to effortlessly manage payroll processes . Throughout the project's lifecycle, it has delivered numerous benefits:
Benefits to Users:
User-Friendly Interface
Timely and Accurate Payments
Transparency and Accessibility:
Benefits to the Business:
Cost Savings
Improved Financial Performance
Data Accuracy
Client Retention
Further Improvements and Future Iterations:
Integrating tax regulation compliance
Enhanced Reporting and Analytics
Mobile Accessibility
Ongoing User Feedback Integration after Beta testing
User Interview & Analysis
Read more of my case studies
Virtuagym’s BA Dashboard
Upbeat chatbot
Timeline:
Overall: 1 month
Discovery & Research: 3 weeks
Design & testing: 1 week
Tools :
Jira
Confluence
Pen & paper
FigJam
Figma
Miro
Team:
1 product designer
1 project manager
2 data engineers
2 developers
My Role: Product Designer
01
Virtuagym’s Payroll Platform
Design Process
I followed Virtuagym's design system, including their fonts, color palette, and typography, to maintain a consistent and branded user experience.
0
70
100
200
300
400
500
600
700
800
900
FFFFFF
F8F8F8
F5F5F5
EEEEEE
E0E0E0
BDBDBD
9E9E9E
757575
616161
424242
212121
1000
000000
Neutral
Black - 36/40
Bold - 30/32
Bold - 24/28
Bold - 20/24
Bold - 16/20
Semi Bold - 14/20
H1
H2
H3
H4
H5
H6
Headings
Body
Body 1
Body 2
Regular - 16/20
Regular - 14/20
Regular - 12/16
Body 3
Bold - 12/16
Bold - 10/12
Label 1
Label 2
labels
Links
Semi Bold - 14/20
Medium - 14/20
Link 2
Link 3
Medium - 12/16
Link 4
Bold - 16/20
Link 1
Typography
Components
Color combinations
Inter
Font
D1
D2
D3
Black - 96/100
Black - 64/68
Black - 48/52
DISPLAY
Deep orange
Checkbox
Checkbox
Checkbox
Modal dialog
A modal dialog is a dialog that appears on top of the main content and moves the system into a special mode requiring user interaction.
Action
Action
Combobox
Combobox
Text area
Textarea
Dropdown
Dropdown
Text input
Text input
Button solid
Button solid
Radio button
Radio button
Toggle
Toggle
Horizontal tab
Horizontal tab
Read more of my case studies
Virtuagym’s BA Dashboard
Upbeat chatbot
Project Overview
Payroll administration is a problem that many fitness club managers struggle with, so I set out to solve it in this interesting project with Virtuagym. The old system required outsourcing and lacked user friendliness, which caused frustration and inefficiency. My goal as the Product Designer in this project was to create a payroll platform that would integrate in Virtuagym platform. I aimed to develop an intuitive internal payroll system that would streamline procedures and improve user experience. This case study explores the journey, the growth of the platform, and the benefits that it has brought about.
Get in touch !
niloofar.gofstudio@gmail.com
User Persona
These user personas provide a snapshot of two distinct individuals within the fitness and wellness industry. Designing solutions that meets the needs and pain points of users like Sarah and Mark can be instrumental in creating a successful product or service.
Empathy Map
The empathy map for Sarah, the fitness studio owner, serves as a crucial compass in the design process by providing a clear understanding of her specific needs, emotions, and pain points related to payroll management. This empathy-driven approach enables the design team to prioritize features that streamline the complex payroll process, reduce administrative overhead, and ensure accuracy, aligning the solution with her goals of efficiency and compliance.