Empowering Teachers to Teach, Not Administer

Modernising attendance taking for enhanced efficiency and engagement.

Home page mock up of dashboard
Society of Starfish logo

Digital attendance solution for seamless student tracking and communication

UX/UI Design User Research Prototyping Usability Testing


The Society of Starfish empowers out-of-school youths by providing them a second chance at education, enabling them to unlock their full potential and pursue brighter futures. They are fully operated by volunteers.


• UX Design
• UI Design
• User research
• Prototyping
• Usability


• Figma
• Figjam
• Notion
• Google Workspace


May - Oct 2023


• 1 Product Manager
• 2 UX Designers
• 2 Developers

Struggling to balance teaching and administrative duties

For full-time teachers, balancing administrative duties alongside teaching is already a significant challenge. Here, at the Society of Starfish, run entirely by volunteer teachers who also hold external jobs, the burden of manual attendance-taking processes presents a constant struggle. This not only diminishes valuable teaching time but also exacerbates the weight of administrative tasks, hindering the overall educational experience.

Redundant effort in maintaining both physical and digital databases and difficulty tracking trends over time.

Limited real-time data and ineffective communication, leading to delays in student support.

Administrative overhead impedes teacher productivity and the seamless flow of classroom activities.

Diving deeper on why this is happening?

I interviewed all 5 teacher volunteers to gain a deeper understanding of their needs and identify features that would be valuable in their teaching journey.

100% talks about how the current processes disrupt normal classroom activities.
100% had difficulties in compiling data for tracking and generating reports.
80% found it challenging to follow up with absentees, latecomers, and other stakeholders.

" Students often come in halfway through the class, so either we disrupt the class and take the attendance or do it later on, but we might forget."

“ It is a very tedious process to follow up with absentees, because for each one, there are 3 points of contact that we need to follow up with.”

“ Students need to meet 75% attendance each term, and it is very tedious to manually transfer and tabulate this at the end of each term."

How Might We

Streamline the attendance tracking and follow-up procedures to empower teachers to focus on effective teaching practices?

A digital attendance solution for seamless student tracking and communication

Student monitoring

Allowing teachers to instantly identify absentees and providing real-time updates for streamlined classroom management.

Student tracking

Effortlessly track student attendance rates and generate customised reports tailored to specific needs and use cases.


Seamlessly integrate APIs enabling teachers to connect with student groups, social workers, or parents as per unique requirements.

The impact

Transformative design solution

Our initial goal was to relieve teachers of administrative burdens, but through strategic design solutions, we not only addressed the original problem but also created lasting value that positively impacted their educational experience.

Reduced time on task

Teachers reported a significant reduction in the time spent on attendance tracking, allowing for increased focus on teaching and student engagement.

Improved communication

Real-time updates and automated reports facilitated better communication with social workers, parents, and other stakeholders.

Who am I designing it for?

Based on the user interviews, I created a user persona to represent the teachers.

User persona

Journey map

A journey map is created to visualise user experience, identify opportunities, and to create a shared understanding on what the current problem is.

User journey map

Feature prioritisation

After understanding the needs and wants of the teachers,. I prioritised the P1: Must-Have features that will have the largest user impact with the least effort required.

Feature prioritisation matrix

User flow

I then mapped out the user flows to indicate how teachers would accomplish each task.

Task flows to take attendance, update attendance, add and edit student records, export data, and contact absentees.

Early concepts

With these, I began working on my sketches and ideation. I noted down the key points and gathered initial feedback on the layout and direction.

Sketches of key screens

Does it work?

At this stage, I did two rounds of testing to make sure my mid-fidelity designs were on point before moving into high-fidelity prototypes. I explored multiple variations of each page to see which interaction styles and user interfaces felt most natural and user-friendly.

Testing 1.0

Two types of design for student detail page

Teachers preferred Design B as it allowed them to quickly scan important information. Additionally, they favoured labeled buttons as they found them to be a clearer and more straightforward option for engaging with the interface.

Testing 2.0

Version 1 and 2. Version two added search function and increased filter criteria

After settling down with the design variations, I did another round of usability testing and interviews to determine their experience of completing 5 task. The testing involved five task flows, 1) attendance taking; 2) contacting latecomers and absentees; 3) editing student records; 4) editing attendance records; and 5) exporting attendance records.

Although there were a few areas for improvement, the overall feedback were positive with 100% completion rate for all 5 tasks. Example changes were to add a search function and  filter criteria for improved data management experience.

* Some information and designs are not disclosed in this case study.

Final handover (one example flow)

Example screens for a task flow

In summary ...

Streamlined workflow

Our solution significantly alleviated the administrative load on teachers by eliminating redundant data entry, manual data compilation, and enabling instant generation of reports with a simple click.

Enhanced student engagement

By minimising classroom distractions and enabling teachers to focus on teaching, this fostered a higher level of student engagement by creating a more productive learning environment.

Optimised communication

The integration of automated reminders and personalised communications streamlined workflow efficiencies for teachers, reducing the need for tedious manual tasks and enhancing overall communication effectiveness.

If I had more time...


Warming up ...