Solutions · Automation · Experience Design
EmpowerEd Studio Booking System
Designed an automated onboarding and booking experience for university recording studios.
- Organisation
- University of Notre Dame Australia
- My role
- Service design and workflow automation
- Technology
- Power Automate · SharePoint · Outlook · Microsoft 365 · HTML email
The challenge
A physical studio booking also depends on first-time onboarding, location-specific information, calendar data and timely technical preparation.
Existing environment
Sydney and Fremantle studios, Outlook calendars, SharePoint booking data and users operating across time zones.
Requirements
- Connect booking and calendar information
- Identify first-time users
- Send location-aware pre-arrival guidance
- Handle time zones reliably
- Provide consistent branded communication
Solution architecture
Design decisions
First-time status was treated as part of the booking workflow so onboarding arrived when it was useful.
SharePoint held service data while Outlook remained the calendar interface.
Location and time-zone logic was resolved before message generation.
HTML email connected technical guidance to the physical arrival experience.
Experience design
Users book through familiar calendar interactions and receive the right location, preparation and onboarding information before arriving.
Implementation
Automated workflows connect calendar events and SharePoint booking data, determine onboarding needs and generate location-aware communications.
Outcome
Booking, onboarding, communication and the physical studio experience became one connected service.
What I learned
The boundaries between digital and physical service moments need explicit design.