Childcare Check-in Case Study
Context
This application was designed for childcare drop-in centres to digitally track attendance and monitor the number of children and caregivers on-site. Accurate attendance records supported emergency preparedness while also helping organizations better understand attendance trends for future program planning.
At the time, attendance was managed manually using paper forms and clipboards. The organization wanted to explore a self-service digital solution using Apple iPads to streamline caregiver check-in, with potential grant funding available to support implementation.
Requirements Gathering & User Research
To better understand user needs and behaviours, I designed and conducted an in-person survey [PDF] with parents and caregivers during three childcare sessions over two days. Working alongside a teammate, we gathered feedback from 63 respondents.
The research focused on:
- caregiver check-in behaviours
- pain points with the paper-based process
- comfort with digital check-in
- priorities during drop-off and sign-in
The findings were compiled into a findings report [PDF] and stakeholder presentation [PDF] highlighting key usability concerns and behavioural patterns.
One of the clearest insights was the importance of speed and simplicity during check-in. Many caregivers were managing multiple children and found lengthy administrative tasks frustrating during drop-off.
Ideation & Workflow Design
Through collaborative sketching workshops, brainstorming sessions, and knowledge-transfer meetings, I worked with the business team to define the high-level user flow diagram [PDF].
Stakeholders initially wanted to include more than 10 demographic questions during check-in. Based on the research findings, I identified this as a potential source of friction that could negatively affect usability and increase sign-in times.
Although I had concerns about the number of required questions, I recommended including them in the initial prototype so assumptions could be validated through user testing rather than stakeholder opinion alone.
Wireframing & User Testing
User testing of the prototype confirmed that the additional demographic questions significantly slowed the check-in process and created frustration for caregivers. Based on the results, the workflow was simplified in the next wireframe iteration to reduce the number of required inputs during sign-in.
Outcome
Partway through the project, the funding intended for purchasing iPads was lost, and the initiative was paused before development began.
Despite the project ending early, the work successfully:
- validated key assumptions through research and testing
- aligned stakeholders around user needs and workflow priorities
- identified usability risks before implementation
- produced refined wireframes for a simplified digital check-in experience
This project reinforced the value of evidence-based design decisions and demonstrated how user testing can help shift stakeholder priorities toward real user needs.