Solution Overview
To streamline event planning, I designed a website that unifies guest list management, invitation customization, QR code check-ins, and payment handling—empowering organizers to manage everything in one place. Key features include:
The Problem
Event planning can be overwhelming. Between managing guest lists, designing invitations, and tracking attendance, planners often rely on scattered tools or manual methods. This leads to inefficiencies, errors, and stress—especially when managing multiple events or large guest lists.
Goals & Objectives
Design a user-friendly interface for managing guests and RSVPs.
Enable users to import/export guest data (XLS, XLSX, CSV).
Allow users to send custom invitations and scan event QR codes.
Provide tools to track invitation and attendance statistics.
Let users manage multiple events and payment methods under one account.
Create a flexible invitation card editor with branding options.
User Research & Competitive Analysis
I studied users and their workflows and analyzed two competitor platforms: Rspify and mAZOOM.
Key Findings from Competitor Analysis:
Rspify focuses heavily on RSVP tracking but lacks custom branding features.
mAZOOM provides QR scanning but with limited guest list flexibility.
Both platforms lack multi-event handling and integrated payment tools.
User Interviews Highlighted Pain Points:
Managing Guest Lists: Users found it challenging to handle large guest lists, especially when data came from multiple sources. Without efficient import options or batch editing, organizing contacts became tedious and error-prone.
Invitation Design Limitations: Designing an invitation that matched the event’s theme was frustrating due to limited or overly complex tools. Users needed a more intuitive, customizable editor that allowed them to reflect their event’s personality without requiring design skills.
Tracking Guest Attendance Manually: Planners had to manually mark who attended and who didn’t—a process that was not only slow but also susceptible to mistakes, particularly in large-scale events.
Manually Sending Invitations: Sending invitations one-by-one or managing bulk emails outside the platform created workflow friction. Users wanted a built-in method to automate invitations and reminders efficiently.
Difficulty Managing Multiple Events: Without centralized control, users struggled to stay organized across multiple events. Switching between tools or creating new accounts per event added unnecessary friction and risk of errors.
Ideation: Turning Pain Points Into Features:
Multi-Event Management: Allow users to manage several events under one account, with the ability to switch between them easily and track specific event data in context.
QR Code Check-In: Assign each guest a unique QR code that can be scanned at the entrance to automatically mark them as attended, streamlining the check-in process and removing the need for manual tracking.
Invitation Design Library: Offer a collection of pre-designed invitation templates with customization options like changing dimensions, fonts, colors, and images—making the design process fast, flexible, and user-friendly.
Guest List Import & Export: Enable users to import guest data from Excel files and export lists in common formats (XLS, XLSX, CSV) to accommodate professional planning workflows.
Event Statistics Dashboard: Provide a visual overview of guest status: confirmed, cancelled, pending, and attended. This helps planners stay informed and make data-driven decisions.
Tiered Packages with Payment Integration: Let users choose different subscription plans and upgrade as needed. Include payment features such as saving multiple methods and accessing detailed invoices for accounting.
Streamlined RSVP and Reminders: Automate the sending of invitations and follow-up reminders to reduce manual effort, increase response rates, and improve user confidence in managing large guest pools.
My Role
Led the end-to-end design process—conducted user research, defined pain points, ideated features, wireframed core flows, and designed the final user interface with usability in mind.
User Journey
Samar is a wedding planner who is responsible for managing a large engagement event.
Information Architecture
I mapped the IA to ensure intuitive access to events creation and management features.
Wireframes
I structured flows around the main tasks:
Dashboard
Guest List Management
Invitation Design Editor
QR Scanner Interface
Statistics and Reporting
Payment Center
Conclusion & Impact
Hayak provides a one-stop solution for modern event planning. By streamlining complex workflows and giving users control through intuitive tools, the platform transforms what was once stressful into something delightful.
What I Learned
Modular thinking helped in designing reusable components for multiple events.
User empathy drove many of the design decisions, especially around time-saving.
Early ideation + research saved development costs and highlighted key differentiators.
Flexibility matters—especially when catering to users with different event types and branding needs.