Permission management that scales with large events

Team:

Event producers

My contribution:

🎯 Problem framing

🔍 User research

🎚 Flow diagrams

🖌 Design iteration

🔬 Handoff & QA

🎯 Problem statement

As an event app company, our event producers team often manages complex permissions of 30–50 different roles (i.e., attendees, exhibitors, and staff). However, the event management portal only allowed editing permissions role by role, making it slow and error-prone to configure or review permissions at scale. This inefficiency not only frustrated the internal teams but also delayed event setup for clients.

Show video description

🔄 Process

The steps below are shown in order for clarity, but the real process involved lots of back and forth.

All user scenarios from most important to the least important: Apply multiple permissions to multiple roles, remove one or two permission(s) from multiple roles, remove multiple permissions from one specific role, Apply one permission to multiple roles, apply multiple permissions to one specific role

Key use cases

I interviewed 3 customer success team members and mapped 5 key use cases of permission management, with 2 emerging as the main scenarios.

Key use cases

I interviewed 3 customer success team members and mapped 5 key use cases of permission management, with 2 emerging as the main scenarios.

Key use cases

I interviewed 3 customer success team members and mapped 5 key use cases of permission management, with 2 emerging as the main scenarios.

Key use cases

I interviewed 3 customer success team members and mapped 5 key use cases of permission management, with 2 emerging as the main scenarios.

Flowchart showing how to view, edit, or bulk update attendee role permissions with default or custom settings.

User flow

I drew the user flow of editing and reviewing permissions to understand the complexity of bulk editing in those 5 scenarios.

User flow

I drew the user flow of editing and reviewing permissions to understand the complexity of bulk editing in those 5 scenarios.

User flow

I drew the user flow of editing and reviewing permissions to understand the complexity of bulk editing in those 5 scenarios.

User flow

I drew the user flow of editing and reviewing permissions to understand the complexity of bulk editing in those 5 scenarios.

Concepts

While focusing on the main scenarios, I came up 2 different concepts to facilitate quick editing. I presented those concepts to the producers team to decide on a direction.

Concepts

While focusing on the main scenarios, I came up 2 different concepts to facilitate quick editing. I presented those concepts to the producers team to decide on a direction.

Concepts

While focusing on the main scenarios, I came up 2 different concepts to facilitate quick editing. I presented those concepts to the producers team to decide on a direction.

Concepts

While focusing on the main scenarios, I came up 2 different concepts to facilitate quick editing. I presented those concepts to the producers team to decide on a direction.

Proposals

With concept 2 being picked, I created 2 distinct proposals that use different user flows. and reported back to custom success to get feedback.

Proposals

With concept 2 being picked, I created 2 distinct proposals that use different user flows. and reported back to custom success to get feedback.

Proposals

With concept 2 being picked, I created 2 distinct proposals that use different user flows. and reported back to custom success to get feedback.

Proposals

With concept 2 being picked, I created 2 distinct proposals that use different user flows. and reported back to custom success to get feedback.

💡Solutions

To address the problem, I came up with a two-part solution after multiple rounds of design iteration and feedback seeking.

At the event level, users can define default permissions that automatically apply across all roles. These defaults are instantly reflected in the interactive table.

For granular control, I designed an interactive table where users can view and manage permissions across roles at a glance. Users can click into individual cells or select entire rows or columns to batch edit access via checkboxes.

Show video description