CASE STUDY
Flowscape
Designing a new analytics experience for workplace data in FlowAnalytics, supported by a shared design system.
Previously, users struggled to navigate fragmented dashboards and understand what to act on.
Overview
Role
Sole UX Designer + Design System
Timeline
Dec 2025 - May 2026 (6 months)
Status
Released MVP
Platform
FlowAnalytics / Admin Portal
Flowscape’s admin portal is where facility teams manage offices, assets, and workplace data. FlowAnalytics is the analytics area within it.
As the sole UX designer, I redesigned the analytics experience and established a shared design system to support it.
I restructured the information architecture, simplified dashboards, and made key metrics easier to understand and act on.
Problem
Users could access a large amount of workplace data, but struggled to quickly understand what mattered or what to do next.
As a result, decisions were often delayed or based on incomplete understanding.
- People had to hunt across charts to find a single answer.
- Navigation and categories did not match how users think about office data.
- Filters felt unpredictable and easy to lose track of once applied.
- Metrics lacked context, so it was unclear whether results were good or bad.
Users
The primary users were facility and workplace managers responsible for monitoring office performance and making day-to-day decisions.
While roles varied, their needs were similar:
- Quickly understanding space usage and key metrics
- Navigating dashboards efficiently
- Trusting the data to support decisions
Two usage patterns emerged:
- Some users focused on a single dashboard for quick answers
- Others explored multiple dashboards for deeper analysis
Design system
As part of building a new admin portal from scratch, I defined a lightweight design system to support long-term consistency and scalability. Previously, the analytics experience was built in Power BI using a more fragmented, drag-and-drop approach.
The portal was developed using Next.js and TailAdmin as a foundation, which I adapted and structured to fit the needs of the analytics experience.
As the sole designer, I shaped the visual language and component patterns across the product, working closely with the frontend developer to ensure a smooth handoff.
The system focused on clarity and consistency, using a structured spacing scale and an accessible color palette. The color system was explored through multiple variations and refined together with stakeholders to align with the company's core values.
User Insights
Interviews and workflow reviews of the previous Power BI setup showed where people slowed down, lost confidence, or missed important signals.
Most users relied on just 1-2 dashboards, while others explored multiple views, revealing two distinct usage patterns.
The patterns below shaped the direction of the new analytics experience.
Insight 01
Overview came before detail
Users wanted a quick overview and clear categories before diving into charts. Without that, they hesitated or defaulted to familiar dashboards.
Insight 02
Filter state had to be explicit
People changed filters often but could not see what was active or what changed, which led to re-checking and second-guessing.
Insight 03
High density reduced confidence
Crowded screens made it harder to spot what mattered and lowered confidence in the numbers.
Process / Improvements
Restructuring the experience
I reorganized and designed 6 dashboards for the MVP, representing roughly half of the product, aligning the experience with how users think about workplace data. I worked closely with stakeholders, including the company founder, a frontend developer, and a backend analytics specialist, to ensure alignment between design, data, and implementation.
Clarifying filter interactions
Filters were standardized into one consistent pattern with a clear Apply action. Active filters stayed visible while scrolling, making it easier to understand what data was being shown. Loading feedback used skeleton states to make updates feel faster and more predictable when data changed.
Improving data visualization
KPI cards were rebuilt to highlight the main value first, with tooltips, targets, trend indicators, and short question prompts to clarify what each metric represents and what "good" looks like. Targets were configurable per dashboard through a settings page, based on input from ongoing meetings with customers. For cases where data was missing, I introduced inactive KPI states with a clear call-to-action, guiding users to the settings page to configure the required data. Charts were also simplified with a calmer, more consistent visual style so trends were easier to scan and compare without adding extra cognitive load.
Outcome
The MVP transformed a fragmented and hard-to-navigate analytics experience into a structured system where users could quickly understand what mattered and take action with confidence.
The restructuring of dashboards and navigation created clearer paths into deeper analysis, supporting faster and more confident decision-making.
I worked closely with stakeholders throughout the process, ensuring alignment and clear handovers to developers.
The project was delivered in a fast-paced environment, applying an MVP mindset to prioritize and deliver value early.
- Key metrics and space usage became easier to scan
- Filter states remained visible, reducing uncertainty
- KPIs provided clearer context through trends and targets
Feedback from the team highlighted improved clarity and better alignment with how users interpret and act on data.