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ShiftFlow - AI Shift Planner
ShiftFlow
AI Powered Scheduling App for Shift Workers
ShiftFlow helps shift workers organize their time around changing schedules, making it easier to maintain routines and plan daily life. The app aims to reduce mental overload and simplify everyday planning.
PROJECT OVERVIEW
Role
UX/UI Designer
Platform
IOS Mobile App
Tools
Figma, FigJam
Google Forms
ChatGPT
Duration
8 Weeks
Focus
Research
UX Strategy Interaction Design & Mobile UI
PROJECT OUTCOME
Simplified Shift Planning
Reduced the complexity of scheduling through a streamlined 3 step setup flow.
Improved Schedule Visibility
Helped users understand their day at a glance using a timeline based overview.
Better Scanability
Used structured layouts and colour coded shifts to make schedules easier to read.
Flexible Planning Experience
Combined manual and AI assisted scheduling to support different planning preferences.
PROBLEM
Unpredictable Routines
Changing shifts make it difficult to maintain consistent daily habits.
Time Management Challenges
Users struggle to plan activities around constantly changing schedules.
Forgetfulness & Missed Tasks
Important tasks, appointments, and responsibilities are often overlooked.
Sleep & Wellbeing Impact
Irregular shifts affect sleep quality, energy levels, and overall well being.
“Users often feel mentally overwhelmed and lack control over their daily lives.”
USER RESEARCH
I conducted primary and secondary research to understand the challenges shift workers face when trying to balance work, routines and daily life.
Primary Research - Survey
An online survey was conducted with 10 shift workers to understand their scheduling habits, pain points and needs.
10
Participants
Online Survey
Google Forms
Target Audience
Shift Workers
Key Findings
Sleep is their biggest challenge
Experience forgetfulness due to shift work
Feel their daily routine is disorganized
Would use an app that automatically organizes their day
These results showed a strong need for a simpler, smarter way to plan both work and personal life.
Secondary Research - Online Insights
I explored online discussions on TikTok and Reddit to see real conversations and frustrations from shift workers.
These online conversations revealed common struggles such as irregular sleep, constant fatigue, and the emotional impact of unpredictable schedules.
PERSONAS
Based on my research, I created key personas to represent the main types of shift workers and their needs.
SAAD
Airport Operation Agent
PAIN POINTS
Relies on memory or notes
Feels mentally overwhelmed
Finds it hard to manage tasks
“ It's honestly overwhelming trying to keep up with everything. ”
RIWA
Customer Service Agent
PAIN POINTS
Struggles to plan her day
Often forgets tasks & responsibilities
Feels disorganised
“ Whenever my shifts change, I end up forgetting things.”
ZAHER
Nurse
PAIN POINTS
Sleep schedule is inconsistent
Feels constantly tired
Difficulty adjusting between shifts
“ My sleep is all over the place because of my shifts. ”
DIEGO
Retail Staff
PAIN POINTS
Difficulty balancing work and personal life
Feels stressed managing daily schedule
“ My days just feel messy and unorganised most of the time.”
COMPETITOR ANALYSIS
Analysed existing apps to understand what works, what doesn't, and where ShiftFlow can create the biggest impact.
App
What’s good
What’s bad
Opportunity
Motion
Smart auto scheduling tasks
Reduces manual planning
Combines calender & tasks
Feels complex and requires a lot of manual setup
Assumes stable routine (not shift friendly)
Automation can feel unclear
Complex onboarding
Simplify input (shift based instead os task heavy setup)
Design specifically for irregular schedules
Make automation simple, transparent, and easy to trust
Spershift
Simple shift tracking
Clean calendar view
Basic alarm feature for shifts
Only tracks shifts (no full day planning)
No lifestyle integration (sleep, commute, tasks)
Users still have to plan their day themselves
Extend from “tracking” → “planning”
Automatically generate a full daily plan, not just shifts
Reduce mental effort for users
Todoist
Clean and intuitive UI
Easy task creation
Strong reminder system
Doesn’t consider users’ shifts or daily schedule
Fully manual planning
Doesn’t adapt to changing routines
Integrate tasks into shift based timeline
Auto place tasks based on available time
Reduce manual planning effort
TickTick
Combines tasks, habits, and calendar
Flexible features
Good for daily organisation
Can feel cluttered due to too many features
Not tailored for shift workers
Requires constant user input
Prioritise simplicity over feature overload
Prioritise shift based automation
Provide clear, structured daily view
KEY GAP IDENTIFIED
The analysis revealed that existing solutions either focus on task management, shift tracking, or routine building individually, but fail to provide a unified, automated system designed specifically for shift workers that adapts their entire day around their schedule.
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