Spearheading the calendar and scheduling experience for Sangoma users

PROJECT BACKGROUND

Sangoma Meet is a free, multi-platform video conferencing tool built by Sangoma Technologies, designed to help teams connect securely and collaborate in real time across any device.

For customers, scheduling and managing meetings should be effortless, but on Sangoma Meet, it wasn't. Users frequently flagged the calendar view and scheduling flow as confusing and overloaded with information, creating friction in one of the platform's most critical workflows. I took on the redesign of the homepage, calendar view, and scheduling flow to untangle the complexity and deliver an experience that felt intuitive for users.
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TEAM MAKEUP

1 Product Manager
1 Scrum Master
4 Developers
3 Stakeholders
1 Product Designer (me)

ROLE

Product Designer
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RESPONSIBILITIES

User Research, AI Prototyping, Visual Design, Design System, User Testing, Product Strategy

TOOLS

Figma, Claude, ChatGPT, Maze, and Dovetail

Project Overview

THE PROBLEM

The existing scheduling and calendar flow creates unnecessary friction, making it difficult for users to efficiently schedule, view, and manage their meetings.
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THE SOLUTION

Designed a streamlined scheduling and calendar experience that reduces friction, enhances usability, and supports seamless meeting planning.
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BUSINESS OPPORTUNITIES/GOALS

Project brief

I was assigned to tackle this problem and began by syncing with the Product Manager to confirm the scope and align on user pain points.

Feedback from users made the challenge clear: the calendar view and scheduling flow felt overwhelming and confusing, creating friction in one of the product's most critical workflows.

Research

USER FEEDABCK

I reviewed user feedback collected by the PM, identifying recurring themes across multiple users, particularly around confusion with the scheduling flow and calendar layout.

User feedback surfaced consistent frustrations; users described the scheduling flow as having irrelevant information, found the calendar view too cluttered to scan, and felt the homepage left them unsure where to start.

Rather than manually sorting through feedback, I used ChatGPT to synthesize user complaints into clear themes. This allowed me to quickly identify the most critical pain points, information overload in the calendar view, a fragmented scheduling flow, and a homepage that failed to orient users, and prioritize them as the core focus of my redesign.

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COMPETITIVE ANALYSIS

To inform my redesign decisions, I conducted a competitive analysis of leading video conferencing platforms, Zoom, Google Meet, and Microsoft Teams, examining their homepage layouts, calendar view functionality, and scheduling flows.

I used Claude to help synthesize UX patterns across competitors, and referenced Mobbin to audit real UI screens from Zoom, Google Meet, and Microsoft Teams, identifying how leading platforms approached scheduling and calendar design.

Screenshot of Claude ideation

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TEAM ALIGNMENT

Before moving into design, I shared user research synthesis and competitive analysis findings with the PM, developers, and stakeholders. This alignment session helped validate the direction, surface any technical constraints early, and ensure the team was unified on the problem we were solving.

PROTOTYPING KEY FLOWS

Once the wireframes were validated internally, I built key flows around the key screens, such as the homepage, calendar view, and scheduling flow, using Lovable. This allowed users and stakeholders to walk through the redesigned workflows as if using the live product, making feedback more concrete and actionable.
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User Testing & Iterations

USER TESTING

Before gathering formal feedback, I conducted usability testing with 4-5 internal team members to validate the redesign.

Using Maze, I shared the design prototype as an interactive test, asking participants to walk through all three redesigned areas - the homepage, calendar view, and scheduling flow, as they naturally would on the live product. Maze captured how participants navigated each section, tracking where they moved confidently and where they hesitated.

Using Maze for user testing

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ITERATIONS BASED ON USERS & TEAM FEEDBACK

I shared the key screens and findings with the PM, developers, and stakeholders for review. Feedback was largely positive, the simplified scheduling flow and decluttered calendar view resonated well across the team.
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However, usability testing surfaced a few areas that still needed refinement, which led to the following tweaks:
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Final Design

HIGH FIDELITY DESIGNS

With the structure approved, I moved into high-fidelity design in Figma, applying visual styling, typography, colour, and refined UI components to bring the redesign to life.

The focus was on creating a modern, consistent visual language across the homepage, calendar view, and scheduling flow that felt intuitive and professional for users.

Main website landing page
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Calendar view

The original calendar view overwhelmed users with unstructured information and no way to customise how they viewed their schedule.

The redesign introduces four flexible viewing options (day, week, month, and agenda) paired with colour-coded meeting blocks and clear time anchors, giving users the visual clarity and flexibility they expected from a modern scheduling tool.
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Schedule meetings

The original scheduling modal presented users with technical information like Meeting ID and passcode upfront, creating immediate confusion.

The redesign reorders the form to match the user's natural mental model, leading with meeting title, attendees, and date and time, making the scheduling process feel straightforward and intuitive from the first field.
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Next Steps

The design is currently in the last stages of development. Once it's launched, I will be tracking success through numerous metrics such as time taken to complete key tasks, increase in calendar usage, and reduction in support tickets related to scheduling confusion.

Reflect & Grow

01. Integrating AI into the workflow

AI became a meaningful part of my design process, from rapid ideation and generating copy variations, to summarizing research and exploring visual directions faster than traditional methods allowed. Rather than replacing design thinking, it amplified it, giving me more space to focus on strategy, user needs, and refinement.
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02. Taking ownership of design decisions

As the project grew in complexity, I learned to move beyond executing briefs and start shaping them, proactively identifying problems, proposing direction, and confidently defending design choices with stakeholders.
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03. Detailed developer hand off

Contributing to a shared library of components and tokens kept the product consistent and allowed the team to move faster without sacrificing quality.
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💖 If you're all the way down here already, thank you so much for taking the time out of your day to live this journey with me!
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