Project objectives included releasing an MVP for mobile 1:1 meetings as quickly as possible. Our goal was to uncover expansion opportunities, increase customer retention and attendee satisfaction.
1:1 Meetings for Attendee Mobile App
I designed a one-on-one meeting scheduling feature for Bizzabo's white label attendee app, fulfilling a vital client need that had been previously addressed by third-party solutions. This feature met key organizer and attendee needs and boosted customer mobile app adoption.
Problem
Bizzabo's essential package lacked 1:1 meeting scheduling for in-person events, leading to client churn and lost RFPs. While the existing virtual web platform had a basic meeting scheduling functionality, it had low adoption due to the return to in-person events.
Market Research
I collaborated closely with my product manager on conducting extensive competitor research to understand what solutions our customers were using and to explore options for meeting scheduling and management.
Customer Research and Testing
Client and Internal Feedback
Along with my Product Manager, I interviewed clients and internal stakeholders to determine critical needs for 1:1 mobile meetings. This helped to scope essential MVP functionalities versus those that could be set for later phases of development. Insights gathered from initial feedback reflecting key needs included:
Clear distinction between organizer agenda versus attendee schedule
Attendees should be able to view incoming and outgoing pending meetings
Meeting initiation and creation should stem from existing event community
Concept 1
Share my availability with meeting invitee
Invitee books immediately
Concept 2
Choose from invitee's availability
Immediate booking
Concept 3
Choose from invitee's availability
Wait for meeting confirmation
Concept testing :
Low Fidelity Wireframes
I designed three low-fidelity concepts in Miro with different scheduling logic for 1:1 meetings, then tested them with clients and stakeholders. Based on feedback and testing performance such as time to task, I selected the best version to advance to higher fidelity designs.
Concept testing : Higher Fidelity Wireframes
After choosing a basic design logic for meeting scheduling, I created higher fidelity concepts for meeting management and initiation, tested them with clients and stakeholders, and measured ease-of-use and confidence scores, as well as task time. The top-performing version was selected for development.
Meeting management
Concept 1
Meetings tab with filters
Concept 2
Overview and My Schedule in Agenda
Concept 3
FAB opens as dialog
Kickoff and Constraints
I first presented Concept 2 which had the best feedback and integrated meeting management into the existing 'Agenda' tab. However, engineering noted the existing 'Agenda' tab was built with older code, therefore any modifications would greatly increase effort and impact our MVP release. I then considered all tested versions and proposed Concept 3, which had good testing results, met user needs, and only required add-ons. Concept 3 was selected for development.
Concept 3
FAB opens as dialog
Final Design
Set Availability: Invitee / Attendee B
Meeting Creation : Sender / Attendee A
Availability and creation
Availability
Attendees can manage meeting availability in their profile settings. Their availability is displayed when the sender creates the invite.
Meeting creation
Meeting creation is initiated in the event community from a member profile page.
Invitee / Attendee B Approval Flow
Sender / Attendee A Approval Notification
Management and Notifications
Management
Attendees can access their schedule from almost anywhere in the app, which includes their registered sessions, confirmed and pending meetings.
Push Notifications
When a meeting invite is sent, accepted, declined or cancelled, the sender or invitee receives a push notification to their device.
Impact
CSMs reported clients explicitly stated this feature influenced their decision to purchase the Bizzabo mobile app
10% reduction in churn for accounts using 1:1 Meeting scheduling