LUMA
LUMA is an all-in-one smart office application designed to simplify employees' daily routines through seamless, touchless check-ins and convenient meeting room booking using Face ID. Developed by the company's internal product team and deployed on iPads, the application launched in April 2026 and is now used by approximately 300 employees.
Domain
Smart Office
Time
2025 - 2026
Role
Product Designer
My responsibility
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Designed Admin dashboard
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Conducted User research to validate assumptions and gather feedback
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Collaborated with a fellow designer to design the meeting room iPad interface and define the user flows
Project Overview
LUMA consists of two main components: an iPad-based system used by employees across the company and an admin dashboard designed for Office Managers and Technicians.
Depending on its assigned device type, each iPad can be configured to operate in one of three modes:
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Office Check-in: Employees use Face ID to unlock office doors and record their working hours.
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Meeting Room: Employees can book meeting rooms directly through the iPad kiosk installed outside each room using Face ID verification.
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Project Room: Access is restricted to authorized users, who must verify their identity via Face ID to unlock the room.
About the Users
Office Manager
Register Employee’s Face ID
Manage User profiles
Manage iPad configurations
Technician
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Register Employee’s Face ID
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Config PCB and other configuration
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Manage User profiles
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Manage iPad configurations and monitor iPad performance
Employee
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Scan Face ID to check-in office and open office door automatically
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Scan Face ID to book a meeting room at the iPad kiosk
My Work Process
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Requirement Analysis: Reviewed business requirements provided by the BA and clarified any ambiguities to ensure a clear understanding of the expected functionality.
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UI/UX Design: Designed and reviewed interfaces to ensure usability, ease of use, and alignment with business requirements.
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Backlog Refinement: Supported the BA during backlog refinement by clarifying design specifications and component behaviors.
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Design Iteration: Refined designs based on developers' feedback, considering technical constraints and suggestions for feature improvements.
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Problem-solving & Collaboration: Proactively raised and discussed development challenges with the team to identify suitable solutions.
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QA & Validation: Collaborated with QA/QC teams to verify UI implementation and ensure user flows accurately reflected the design specifications.
Admin Dashboard
The platform enables Office Managers and Technicians to manage user profiles, iPad configurations, and activity logs generated by iPads. By leveraging the company's Fabric Design System, I ensured design consistency across products while streamlining the development process through reusable components.
Navigation
Instead of using the traditional sidebar navigation commonly found in admin dashboards, the team opted for a floating bottom navigation to maximize screen space and accommodate the platform's relatively small number of modules.
Face Profile ID
Manage face profiles and user information for both employees and guests. Office Managers and Technicians can view user details, monitor profile statuses, and update user information as needed.
The Face Profile ID table contains multiple columns, so the first two columns remain frozen when users scroll horizontally, keeping key information visible at all times.
iPad Configuration
Manage iPad configurations, setup device type and monitor device performance. When issues arise, such as PCB faults or critically low battery levels, the system automatically sends email alerts to Technicians, enabling them to identify and resolve issues promptly.
Interaction Logs
View all user activities recorded at the iPad kiosks, including office door check-ins and meeting room actions such as booking, checking in, cancelling, ending, and extending meetings.
iPad interfaces (Meeting Room)
Meeting room booking was introduced in Phase 2 of LUMA, following the successful launch of the office check-in feature at the company's new office.
The room status indicator was designed to be easily readable from a distance of 3 meters, allowing users to quickly identify room availability through color-coded backgrounds:
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Green: Available
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Red: Occupied
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Yellow: Upcoming
Scope of work
The iPad interface's visual style, components, and Face ID verification flow were developed by my fellow designer, Duy Hân (Harley). I collaborated with him to update the meeting room home screen and initial wireframes to meet Phase 2 requirements, including new End Meeting and Cancel Meeting features. I also led usability testing to validate our assumptions and evaluate the discoverability of the View Meeting Details and Cancel Meeting features.
Challenges
The original wireframe only allowed users to select a time slot to book a meeting room. However, additional requirements were introduced, including Face ID verification for checking in to booked meetings. Users also needed the flexibility to:
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Book in Advance: book a room in advance and check in when the meeting starts.
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Book Now: book and check in immediately to occupy the room without an additional check-in step.
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Cancel an existing booking.
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Extend a meeting.
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End a meeting earlier than scheduled.
With these additional requirements, the challenge was to optimize the limited iPad screen space and organize all essential features into an intuitive meeting room home screen without overwhelming users.
Solutions
1. We restructured the home screen layout to make better use of the available space:
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Moved the room details below the current time information, freeing up space above the room status section to display current meeting details and below it for additional action buttons.
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Redesigned the Next Meeting section to accommodate a Check-in button when the scheduled meeting time falls within 15 minutes before or after the current time.
2. Regarding the booking flow, after several team discussions, we agreed on a unified booking approach for both Book in Advance and Book Now, allowing users to select their desired time slot directly from the iPad interface. The system determines the booking flow based on the selected start time:
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Book in Advance: If the selected time slot is more than 30 minutes ahead of the current time, users are directed to the Book in Advance flow.
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Book Now: If the selected time slot falls within the next 30 minutes from the current time, users are directed to the Book Now flow (Room status change to Occupied right after user completed the booking).
Usability Testing:
Booking details and Cancel booking
Research Goals
After successfully booking a room, the corresponding time slot on the timeline is displayed as an inactive pill with a "Booked" subtitle. Initially, we assumed that making the pill tappable would be sufficient for users to access meeting details and cancel their bookings.
However, because booked time slots are visually presented as inactive elements, users might perceive them as non-interactive and overlook the available action. To validate this assumption, we wanted to evaluate whether users could discover that tapping a booked time slot would open a details modal, allowing them to review meeting information and cancel their reservation.
Methodology
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Moderated Usability Study
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Location: VN-HCM-VCC Halo L8-Quang Ninh
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Date: Wed, 19 Aug 2026 & Thu, 20 Aug 2026
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Duration: Each session will last 10 to 15 minutes, based on a list of prompts and questions
Criteria for selecting participants
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Users who booked a meeting room at least 5 times (data exported from the LUMA backend)
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Exclude LUMA team members
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Participants should ideally be represented across all 3 floors of the office.
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Males = Females
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No age limit.
Test Results
Implement Feedbacks
Following usability testing, the team decided to refine the visual treatment of booked time slots to improve their visibility and discoverability:
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Changed the stroke color.
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Replaced the "Booked" subtitle with a "Booking Details" button link to indicate interactivity.
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Increased the visual emphasis of booked time slot pills to make them stand out.
Additionally, we agreed to introduce a quick guide on the home screen and display contextual tips after the booking process to help users understand how to cancel their reservations.
Updated UI
