Kala Bhavan of Calgary (KBC)
Website Redesign for Automated Enrolment
Completed Product Link
Website Redesign, Operational Automation, UX Strategy
Service Focus
Automated Student Registration and Payment System
Core Outcome
4 Months
Project Duration
A Systemic Business Risk
The Problem
KBC’s artistic quality was undercut by several operational challenges that were contained within their outdated systems.
Unreliable Payments and Lost Revenue
The school had no system to track fees or guarantee timely payments. This created unpredictable cash flow issues and meant they were consistently losing potential revenue.
Safety Delays and Data Loss Risk
Relying on paper forms risked slow response times during emergencies. And, storing critical information on paper put them at high risk of permanent loss or damage.
Limited Market Reach and Trust Gap
Without a modern website, the school was invisible to potential new students. They also lacked a professional, digital Code of Conduct and FAQ to quickly build trust with incoming students.
A Comprehensive Digital Redesign
The Solution
Phase 1
Digital Registration system
Designed an end-to-end web system that automated enrolment and payments, transforming the paper-based process into a secure, mobile-friendly experience for all critical data.
Phase 2
Multipage Website Redesign
UX/UI overhaul to create a modern, elegant, and intuitive website. The design was crafted to reflect the school’s artistry while prioritizing clear navigation and essential user functions.
Tangible Results
outcomes
The website update delivered immediate, tangible results primarily focused on efficiency:
Significant Admin Time Savings
The fully automated enrolment and payment systems eliminated hours of manual data entry and processing, allowing staff to refocus on student support and school programming.
Seamless Enrolment
Provided student families with a professional, easy-to-use digital portal for all administrative needs, enhancing customer satisfaction and loyalty.
Modern Brand Alignment
Delivered a contemporary, professional website that visually matched the school’s high-quality artistic instruction, solidifying its market position.
Before
After
How Did We Get There?
Project Breakdown
Step 1: Understanding My User
To understand the users’ needs and pain points, I conducted in-depth interviews with school administrators. I learned that the target audience primarily consisted of parents in their 40s and 50s who often preferred traditional methods of communication, such as phone calls, over online interactions.
This directed me to prioritize ‘user-friendliness’ in our new online registration system. It needed to be intuitive and easy to navigate, even for those less tech-savvy. To do this, I prioritized clear and concise information, and minimized the number of steps required to complete the registration process.
Step 2: Information Architecture
By analyzing the content and user needs, I created a clear and intuitive structure that prioritized essential information. The navigation menu was simplified, and key information, such as class schedules, fees, and contact details, was prominently displayed. The main goal was to make key information easy to find.
Step 3: User Flows
To optimize the user experience, I created detailed user flows for key tasks, such as registering for a class, making a payment, and contacting the school. By visualizing the user journey, I identified potential pain points and areas for improvement.
For example, I simplified the registration process by minimizing the number of steps and reducing cognitive load. I also ensured that error messages were clear and helpful, guiding users towards successful completion of tasks.
Step 4: Brand Redesign
The redesigned website significantly improved KBC’s online presence, streamlined operations, and enhanced the overall user experience.
By implementing an online registration system, KBC was able to increase enrollment rates, reduce administrative overhead, and provide a more convenient experience for both students and parents.
The updated branding and visual identity elevated the school’s brand image and resonated with its target audience.
Step 5: Ongoing Support
By continuously evolving and adapting to the changing needs of users, the website will remain a valuable asset for the school, fostering a strong online presence and enhancing the overall user experience. Since the initial launch of this website in March 2021 I have also:
→ Created an online shop with custom merchandise providing an additional source of revenue for KBC;
→ Created an events page to centralize ticket purchases and event information.
It’s a Partnership
My role
Lead Digital Architect
I created the strategic blueprint for the project. My focus was the automated enrolment and payment system to fix their cash flow and paperwork problems.
UX Designer & Builder
I designed the user experience (UX) and enhanced user interface (UI) for the new portal and built the entire modern website using the Wix Website Builder platform.
Key Collaborators
Lead Administrators: for mapping the old paper process and rigorous testing of the new payment system.
Artistic Director: for final visual and strategic sign-off.