Emma Lapkina
Product designer

Employee's timetable management interface

Product design task for X5 Retail Group

The challenge:

X5 Retail Group is a big modern retail company that creates, develops and manages chain store brands. In order to organise everyday working processes, X5 helps its employees manage their tasks in their personal account. The purpose of this account is to automate and collect all the functions in one place.

For this project I used the components library Material Design

A supermarket employee needs to be able to change their work schedule for the next two weeks via web interface and arrange that with the managers.

Creating an object model:

In order to understand the functionality of the timetable folder I needed to create an object model with entities and actions.

In their personal account on the “Timetable” folder the employee can:

— Edit their shift times

— Ask for a day off

— Register a sick leave

— Add a new shift

— Check the payment calendar

— Check and change holiday dates

— Arrange shifts, holidays, days off with the management

— Check other workers’ timetables

Thanks to the words in bold I knew which entities this project requires, now it was time to add content and meta-data.

Объектная модель раздела «Расписание»

Объектная модель раздела «Расписание»

This prototype includes the following flows: applying for a sickness leave, taking day-off, changing the dates of the vacation.

User Flow of the timetable change:

The user opens the Timetable folder in their personal account

Chooses their shifts in monthly or weekly view

Chooses “Change shift time”

Chooses one of the available time slots in a pop-up window

Waits for the approval of the management

Gets a notification on the management’s decision

Reference study

Timetable sheets turned into interactive charts that I managed to find on the internet didn’t give me the full picture. My goal was to create a personal account for a worker, not a staff manager, which meant I had to concentrate on the single person’s timetable view.

Prototype 1.0 and review

At first, I wanted to give the employee an opportunity to view their colleagues’ timetables on the first screen and then let them find themselves and plan their own shifts.

This led me to several questions:

  • What can the employee do with their co-workers’ timetables except for mere looking at it (tags, marks, timetable rearrangements)?

If the employee can only view and download the timetable, is there really a need to dedicate the biggest part of the screen for this information? Obviously, if we were speaking of an administrator, they would benefit from seeing all the employees in one place to group them and assign tasks. In the second iteration, I decided not to show all the employees on the first screen. 

  • Does the employee need to view the timetables of all the workers no matter the department? 

It is more likely that the employee would be more interested in seeing only their particular department workers.

  • Is it necessary to show the shift for the day (along with week/month)? 

If the timetable is made for the following month, the employee is not very likely to be able to change their hours during the day, probably just take a day off or change their shift dates, but that should be done several days before the shift begins. If there are 150 people working in one shop, the manager won’t be able to look after the hourly changes in everyone’s timetables.

Prototype 2.0

After a short review, I decided that it would be better to fill the page with functions and then build the viewing hierarchy. So I took the functionality of the Timetable folder and put them in order of importance.

Prototype 2.0 had the following entities:

Weekly timetable 
To change/view timetable for the nearest future

Monthly timetable  
To view the upcoming holidays, days off and plan the timetable for the next month

Holiday view
With a possibility to make changes

Payments calendar
With a possibility to view all the previous payments  

Days off and sickness leave 
With a possibility to add reasons for absence and attach evidence and doctor’s notes

Taking a holiday  
For the next half a year or a year

Co-workers information  
Their timetables/statuses, possibility to view their personal pages on the portal

Viewing stats
The system’s statistics of views, late comings, days off and truancies

Skills and experience gained in this project

We should always keep in mind the final users of the product, as it is impossible to fulfil all the needs at once. I had an opportunity to build a certain user type-oriented functional that I managed to create and present in a visually detailed way.