Web app · Team operations
From WhatsApp messages to a clear view of team availability.
A web app that lets guides submit their availability and gives managers one place to see who is available—without searching through conversations or contacting everyone individually.
- Client
- Tuk-tuk tour company
- Type
- Internal web app
- Users
- Guides and their manager
- Languages
- Portuguese and English
01
The operational challenge
A tuk-tuk tour company works with a team of guides across more than one region. Every month, the manager needed to know who could work and when.
Collecting that meant phone calls, individual messages and WhatsApp groups. Answers arrived in different places and formats, and building a full picture meant searching back through conversations — the kind of setup where it’s easy to miss someone or misread a reply.
02
My role and scope
I built the web app: the experience guides use to submit their availability, the manager’s dashboard, and the accounts and data behind both.
03 — 04
The guide’s and the manager’s experience
Simple sign-in
Guides create an account with their name, phone number and a PIN, choose their region, and mark whether they work freelance or full-time.
A clear deadline
A banner shows when the roster for next month closes, so nobody has to ask.
One tap per day
Tapping a day opens a short list: full day, morning, afternoon, half day or custom hours. Past days are locked.
Shortcuts for patterns
Fill weekdays, copy last month or reset — each one asks for confirmation before changing anything.
Regions kept apart
Lisbon and Madeira each have their own view, with month navigation that matches the guide calendar.
Coverage at a glance
Each day shows how many guides are available, with a good, moderate or low indicator that uses an icon as well as colour.
Who is free, and when
Selecting a day lists the available guides and their hours, with an option to show freelancers only.
Who hasn’t replied
A submissions summary shows who has sent their availability for the month and who is still pending.
Interface recreated from the app with fictional names and data. The live system and real team information are not shown.
05
Design and workflow decisions
Mobile first
Designed for phones first
The calendar is laid out for a phone screen. Each day is a large tap target with a short label, so the whole month stays readable on a small screen.
Less repetition
Shortcuts for regular patterns
When availability follows a pattern, filling weekdays or copying last month saves tapping through every day. A confirmation step prevents accidental changes.
Reliable records
Past days can’t be changed
Locking past dates keeps the record of what was planned stable, and save errors are flagged on the specific day so nothing is lost silently.
Accessible by design
Meaning that doesn’t rely on colour
Coverage levels use icons and numbers as well as colour, and the interface works in Portuguese and English.
06
What was delivered
- Guide sign-up and sign-in with phone number and PIN
- Monthly availability calendar with five day types
- Quick-fill shortcuts with confirmation
- Submission deadline banner for the next month
- Password-protected manager dashboard
- Separate views for Lisbon and Madeira
- Daily coverage calendar with clear levels
- Who’s available on any day, with a freelancer filter
- Submitted and pending summary for each month
- Portuguese and English interface
The app replaces the search through messages with one shared place: guides submit once, and the manager sees the whole team’s availability — and who hasn’t replied yet — without contacting everyone individually.