Cover
INDUSTRY
Insitutional Facilty Management
TECH STACK
Design
Figma
figma
Excalidraw
excalidraw
Finance
MS Excel
excel
We are exploring how a unified platform for amenity management is conceptualized to solve real-world access, visibility, and booking challenges faced by institutions. The goal was to build a scalable, role-based SaaS solution that empowers organizations such as campuses, residential societies, and public sports facilities to centralize their services. By integrating real-time availability, QR-based check-ins, and modular workflows, the app aims to create a seamless experience for both administrators and users.
ROLES
Product Leader
UI/UX Designer
COLLABORATORS
-
DELIVERABLES
Real-time Booking
Amenity Dashboard
Collaboration & Security
TIMELINE & STATUS
Ongoing
THE WHAT
A centralized, role-based SaaS platform designed to streamline amenity bookings, access control, and usage monitoring within institutions. The system offers features like real-time availability, QR-based check-ins, and admin-configurable time slots, tailored for use in college campuses, hostels, residential societies, and sports complexes. Built to be modular and scalable, it simplifies amenity management for both users and facility managers.
THE WHY
Most institutions struggle with decentralized and manual amenity management, resulting in double bookings, unregulated access, and underuse. This platform solves those pain points by digitizing the entire workflow, ensuring fair usage, better transparency, and operational efficiency for all stakeholders.
THE HOW
The idea was shaped through primary research and feedback from real users across campus and instituions. After a extensive user research and competetive analysis the wireframing and finalization of flow is being goin on. Features like booking analytics, live dashboards, and QR authentication are being integrated and tested. The platform is currently in its research and testing phase, with plans for pilot deployment.
DEFINING THE PROBLEM
Lack of centralized platform for booking and managing institutional amenities like sports courts, common rooms, etc.
Manual or unregulated processes often lead to double bookings, disputes, or misuse of facilities.
No visibility into real-time usage status or booking history for users or administrators.
Absence of access control, making it hard to track or limit facility usage by different user groups.
Administrative burden in managing schedules, resolving conflicts, and ensuring fair usage.
Inefficient feedback and grievance systems, making it hard to act on usage-related issues.
Underutilization of resources due to lack of proper analytics or usage data insights.
MARKET VALIDATION
Market Size and Growth
The property management software market size was valued at USD 5197.626 million in 2023 and is expected to grow at a CAGR of 8.1% from 2024 to 2030. This suggests a substantial market opportunity for our project further developing into a entrepreneurial venture.
City Stadiums
As we know the smart city scheme of government is setting up high quality sports centers in almost all cities of India meeting the International standards. To fund this venture, our goal will be to enter into a private tender with the government, securing the necessary support and allowances for the project. The number of licensing in each city will depend on the tier and population of the city, ensuring scalability and wide accessibility.
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3. SOM : After taking competitions and other captured market into consideration our SOM would be 3.92 million
Societies or Multi-storied Residential Buildings
1. TAM : Over 70,000 multi-story residential buildings. After the mathematical evaluation the TAM comes out to be 89 Million.
2. SAM : Assuming that the people interested in using the app for amenities would be 10 % hence the SAM comes out to be 9 million apx.
3. SOM : After taking competitions and other captured market into consideration our SOM would be 6.3 million.
Colleges and Schools
1. TAM : Over 51,000 colleges and more than 1,000 universities and around 14,89,115 schools. Having around 3000 avg students in colleges and universities and around 400 avg students in schools out TAM comes out to be 751 million.
2. SAM : Assuming the age group and considering the high income user group hence the SAM comes out to be 6.7 million apx.
3. SOM : After taking competitions and other captured market into consideration our SOM would be 4.69 million.
Club Houses and Private Sports Facilities
1. TAM : Around 600,000 housing societies and considering the monthly user of these clubs the TAM comes out to be 90 million.
2. SAM : Assuming the number of club houses that would be willing to invest in the infrastructure program the SAM comes out to be 4.221 million apx.
3. SOM : After taking competitions and other captured market into consideration our SOM would be 2.9337 million.
Hence the final Serviceable Obtainable Market is 18.11 million at the initial stage.
USER RESEARCH
5 W's:
Who - People who want to try out new amenities, but they rarely are able to due to prior occupancy and time mismanagement.
What - A solution to the problem of amenities booking and management.
When - It can be put to use when users require to play a sport or use an amenity and want to schedule it.
Where - It can be implemented in multi-storied residential buildings, city stadiums under smart city government project, private schools and colleges, government school and colleges, club houses and private sports buildings. But for now, the focus is on IITR.
Why - To assist those users who are making plans and commitments so that they can include their favorite/new sport or amenity by introducing a management and boking app to make their life easier.
5 Why's:
Why aren't users able to efficiently use amenities? - Because there is always too many users trying to use the same amenity in an un-organized manner.
Why don't users have time to use amenities? - Because they cannot find unoccupied time slots for sports venue.
Why hasn't user found an empty time slot? - Because there is no sophisticated slot booking and management system.
Why does user hate to manually visit there? - Because most of the time he/she doesn't get chance to play.
Why would the user will use the app? - Because the app would assure him book his favorite sport and also allow him to try out new sport activities / amenities without having to visit the site area again and again.
Primary User Research: User Interviews
To gain insight into user behavior and preferences, 12 qualitative generative research interviews 8 of them were from IITR, each lasting 15 to 20 minutes, were conducted to develop user personas for a sports, health, and fitness perspective. These interviews covered various aspects such as sports preferences, fitness goals, preferred amenities, and the overall user experience. In this product analysis, here the data gathered from these interviews was used to create 2 user personas that can serve as a useful tool for this start-up to create a product or service that cater to the need of their target audience. The other people were my cousins who have been living in multi-storied buildings like The Lodha, Neelyog.
User Personas
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COMPETITOR ANALYSIS
After analyzing all the competitors I have made this following chart indicating the experience & features they provide to users. Here x-axis = Level of features & y-axis = Level of user experience.
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IDEATION

The ideation phase focuses on generating diverse solutions by expanding on insights gathered during research. Rooted in the Double Diamond framework, this stage emphasizes breadth—through brainstorming, quick prototyping, and testing—to explore varied approaches. The goal is to identify high-impact, feasible ideas that align with user needs and product vision.

These were the new Brainstorming ideas generated through user research, and free association of thoughts.

  • Block out times in which training sessions would be held.
  • Capacity of accommodation should be assigned to each sport at a given time slot.
  • Live updates of the list of bookings.
  • Options for scheduling bookings of every event.
  • A check-in status via QR code at the ground.
  • A section for complaints and FAQs.
  • Section of "My Bookings" to view past bookings.
  • Priority booking in which regular users would get a preference.
  • Calendar view gives a whole overview on all bookings, holidays, availability.
  • 24/7 online booking servers.
  • Secure payment.
  • Fitness management system.
  • Digital wallet system and reward points on regular gameplay.
  • Subscription based plans.
  • 1 student - 1 ID - 1 login security feature.
  • Dividing time slots for every sport and activity.
  • Option to cancel bookings.
  • Section for default player settings with friends/teammates.
  • Gives staff a special access and an unlocked interface.
  • College wide support.
  • Associations and partnered existing clubs.
  • Instant feedback system.
  • Set up memberships.
  • Members communication.
  • Marketing and advertising your facility.
EARLY PROPOSITIONS
Hopes and Fears Approach

Hopes and fears is an approach to ideation that involves considering users' positive aspirations and negative concerns to generate ideas that address their needs and desires.

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HMW Approach

"How might we" is an approach to ideation that involves reframing problems as open-ended questions to stimulate creative thinking and generate a range of possible solutions.

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EARLY USER FLOW
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IDEATION LEVEL WORKING

Firstly, we are making an application to create digital booking system (which would be free of cost) with collaboration from the administration.

Secondly, the structure of the app would be as follows:

  • Capacity of accommodation should be assigned to each sport at a given time slot.
  • Students will get a list of live updates on how many seats are booked at a point of time, seats available in preferred time slots. The students would also be given an option to opt out of receiving these notifications.
  • Students can schedule a booking 1 week prior (Meaning Bookings will open for up to one-week advanced booking).
  • A check-in status via QR code at the student’s club.
  • A section where people can post their complaints and/or FAQs which can be taken up depending on priority.
  • An option to share and create a group can also be given where the amenities/sports facilities can be booked by an entire group for a particular time instead of having every individual member of the group separately book the same amenity for the same time. When playing as a team. This can also be used in case a very experienced player gets a slot with a beginner then this could be hindering for the skilled player.
  • There are some sports which can be played in doubles as well as in quadruples so Let’s say the app will suggest to either switch to 4-person game or to remain in 2 person and book next slot.
  • Students will have a separate view called “My Bookings” where they will be able to view all their past as well as future bookings for up to 1 week.
  • The students will have the option to cancel their bookings as well at any point of time before 3 hours of actual game.

Thirdly, there will many real-time problems that would be faced when the app goes live — solution to most of those problems is explained in the following points:

  • Some students will cause some obvious problems like spamming, fake booking, and mass bookings. Solution of this would be a preference-based status interface of student.
  • In Beginning all students will have a neutral status but if a student repeatedly books activities but doesn’t check in then he/she will get a unpreferred tag/flag meaning that if 55 students try to book a 50-seat activity then 50 neutral status students will get seat instead of unpreferred status.
  • Students will have to sign in through their IITR mail ID so we can have a proper management of (Unique student will get unique slot).
  • There would be a Dupli-checker which prevents multiple booking by same person at same time for different activities.
  • To avoid students making an automated script to book a sport venue every time, a “I am not a robot” validation can be kept in the application before the students submit the request if the student is flagged.
  • If a student after completing their slot timing don’t leave, then a flag or a tag can be raised by other students via informing the coach.
  • If a sport at a particular time slot don’t get the minimum no of players, then a link sharing system can be created which can be used to send in IITR social media groups so that sufficient number of players can join and this will also promote interaction and students engagement.
  • A slot can also be fixed in each sport in which beginners can join to learn the new sport.
  • Inter-IIT Players will get a fixed daily slot which cannot be booked.
TO BE CONTINUED....