Redesigning Sangoma Meet's scheduling experience to reduce friction for 2.7M 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.
Project overview
The existing scheduling and calendar flow creates unnecessary friction, making it difficult for users to efficiently schedule, view, and manage their meetings.
Designed a streamlined scheduling and calendar experience that reduces friction, enhances usability, and supports seamless meeting planning.
The goals were simpler scheduling, a calendar users rely on, and one unified experience.
I was assigned to tackle this problem and began by syncing with the Product Manager and team to confirm the scope.
Research
I reviewed support ticket data, identifying recurring themes across multiple users, particularly around confusion with the scheduling flow and calendar layout.
Support tickets made the problem clear. Users found the scheduling flow full of irrelevant information, the calendar too cluttered to scan, and the homepage unclear about where to start. Friction in one of Meet’s most critical workflows.
Rather than manually sorting through feedback, I used ChatGPT to synthesize user complaints into clear themes. This let me 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.
Information overload
Users found the calendar view too cluttered to scan.
A fragmented flow
Users described the scheduling flow as having irrelevant information.
Unsure where to start
Users felt the homepage left them unsure where to start.
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.
Before moving into design, I shared user research synthesis and competitive analysis findings with the PM, engineers, 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.
Ideation & design
To kickstart ideation, I used ChatGPT to rapidly explore design directions and challenge my initial assumptions. This helped me quickly evaluate multiple approaches to simplifying the scheduling flow and calendar layout before committing to a direction.
I then filtered these ideas through the insights from my research, using my own judgment to identify the most viable concepts to carry into wireframing.
With my ideation concepts refined, I moved into mid-fidelity wireframing in Claude. At this stage, I focused on layout, structure, and information hierarchy, mapping out the homepage, calendar view, and scheduling flow without the distraction of colour or visual styling. The goal was to establish a clear, simplified structure that addressed the core pain points surfaced during research.
Due to a tight deadline, I narrowed it to a single list view, the one users already knew, and improved it with color-coded meeting blocks, filtering, and a clearer layout.
User testing & iterations
We didn’t have access to real users during this project, so I ran usability testing with 4-5 internal team members who use Meet regularly. This let me validate the redesign quickly and catch issues before development
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.
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.
However, usability testing surfaced a few areas that still needed refinement, which led to the following tweaks:
Technical language created immediate confusion
Users were met with unfamiliar technical terms within lobby settings, causing them to pause and second-guess themselves throughout the scheduling flow.
Unclear CTAs left users unsure where to go
Participants struggled to identify the primary action on the calendar view. The CTAs lacked visual distinction, making it difficult to differentiate between primary and secondary actions.
Users expected to see multiple views of their meetings
Users came in with existing mental models from tools like Google Calendar and Outlook, expecting the flexibility to toggle between day, week, month, and list views. A single static view felt limiting and out of step with modern scheduling expectations.
Final design
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
AfterCalendar view
The original calendar view overwhelmed users with unstructured information and no clear way to scan their schedule.
The redesign keeps the familiar list view and makes it easier to scan, with colour-coded meeting blocks and clear time anchors. Competitors offer multiple views, so I explored day, week, month, and agenda options in early prototypes and advocated for them. With a fixed deadline, I made the call to launch with the agenda list view and keep the others for later sprints, focusing on shipping a clean experience first and expanding after.
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.
Engineering handoff + impact
The redesign launched after close collaboration with engineering. I handed off annotated flows and design system components, then reviewed the build with developers and outlined design discrepancies so the final product matched the design.
Reflect & grow
Integrating AI into the workflow
AI became a meaningful part of my process: ChatGPT and Claude for research synthesis and ideation, and Lovable for interactive prototypes.
Taking ownership of design decisions
As the project grew in complexity, I learned to move beyond executing briefs and start shaping them. I proactively identified problems, proposed direction, and defended design choices with stakeholders. When the deadline limited scope, I advocated for multiple calendar views, then made the call to ship the agenda view first and expand after.
Detailed developer hand off
I handed off annotated flows and design system components, then reviewed the build with developers and outlined design discrepancies. That kept the final product true to the design and helped the team move faster without sacrificing quality
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!