Groupyz
Simplifying Group Communication Management
Groupyz is a group message management platform designed to streamline scheduling and organization for group administrators across multiple communication channels. The project was part of a final-year university collaboration, where I led the UX research and design process.
Team structure
Led UX design independently while collaborating with CS students who handled development, ensuring alignment between design and technical requirements.
My Role
User research, competitor analysis, ideation, wireframing, prototyping.
Overview
What challenges do group administrators
face in their daily tasks?
Group administrators juggle WhatsApp, Telegram, and Facebook Groups daily—switching apps, forwarding messages, and coordinating schedules across these siloed platforms.
"Switching between apps takes up so much time, and I always feel like I'm missing something important", reveals one frustrated manager, highlighting the cognitive load and potential for critical oversights.
THE KICK-OFF MEETING
In initial collaborative sessions with the development team, we focused on two core questions that would shape our research:
How do administrators currently manage their cross-platform workflows?
Where are the highest-impact opportunities for workflow automation?
These discussions helped frame our research phase and crystallize the core problem space.
Problem Definition
Group administrators face significant friction managing multiple communication platforms.
The constant context-switching required to schedule, forward, and organize messages across
different apps creates operational inefficiency and administrative burden.
The solution
By reframing this challenge, we identified an opportunity to develop a centralized workflow solution
that could dramatically reduce manual tasks and streamline platform management.
User Research
Competitor Research
Mapping the Group Admin Experience Across Five Major Platforms
To improve the experience for group administrators, I analyzed five platforms -
WhatsApp Broadcast, Telegram, Hootsuite, SKEDit, and Facebook Groups.
Key Strengths
Gaps & Opportunities
Simple Navigation
WhatsApp Broadcast and SKEDit focus on quick, task-based flows.
Multi-Group Management
Most tools lack efficient workflows for handling multiple groups.
Advanced Scheduling
Telegram and Hootsuite offer robust scheduling features.
Customization Options
Limited message customization on WhatsApp Broadcast and SKEDit.
Clear Terminology
Facebook Groups and Telegram use intuitive labels, improving navigation.
Cluttered Interfaces
Platforms like Hootsuite overload users with too much information.
Insight for design
Qualitative Study
What Group Admins Revealed About Their Daily Struggles
I conducted 5 user interviews with group managers to identify pain points and feature needs.
Participants described their workflows, tools they use, and frustrations.
Key Findings
Repetitive Tasks Are a Burden
Group managers struggle with copying and pasting the same messages across multiple groups, creating frustration and inefficiency.
"Every day, I find myself copying and pasting the same message into five different WhatsApp groups. It's tedious and wastes so much time, especially when I have other things to manage."
– Adi, a yoga teacher managing multiple class groups
Scheduling Features Are Highly Desired
Users want to schedule messages in advance to automate updates and ensure they reach groups at the right time.
"I often need to remind my groups about class updates or events, but I can't always send messages in real time. I wish I could schedule everything in advance and not worry about it later."
– Elior, a group manager for market job update
WhatsApp Is the Preferred Platform
Despite feature-rich alternatives like Telegram and Facebook, users remain on WhatsApp due to its familiarity and widespread adoption.
"Telegram has great features, but my students just don't use it. Everyone's already on WhatsApp, so I stick with it even though it lacks tools I need."
– Rina, a community manager for local parenting groups
Insight for design
Key Takeaways from user research
Managing Group Visibility Is Challenging
Users struggle to track multiple group statuses and ensure they haven’t missed important updates.
Efficient Group Organization Saves Time
Automating repetitive tasks can significantly reduce admin workload.
Onboarding Should Be Seamless and Intuitive
A smooth setup process will ensure adoption and minimize learning curves.
User Persona
To deeply understand the needs and challenges of group administrators,
I developed detailed personas that represented our target users.
Wireframing the Solution
To address the challenges identified in the research, I created wireframes that simplified workflows and enhanced usability.
Due to time constraints, we focused on integrating WhatsApp for scheduling and messaging.
These wireframes were critical in gathering feedback and iterating designs to meet both user needs and technical feasibility.
Each wireframe represents a core feature -
A centralized dashboard for group management.
A scheduling tool for automating repetitive tasks.
A QR code feature for seamless onboarding.
Home, Login, and QR Connect
Primary Task Flow - Managing Groups and Notifications
Design Outcome
Login & Sign-Up
Design Decision
The login page incorporates two simple login options -
Google (Gmail) and manual entry via email and password.
This reduces friction for returning users while accommodating diverse preferences.
The sign-up process ensures inclusivity and speed. Users can quickly
create an account by linking their Google account or manually entering their details.
Home page
QR Process
Design Decision - System Feedback and Usability
The onboarding process is designed to build user trust and streamline the experience.
By providing step-by-step instructions on the QR Code and Device Connected pages,
users are reassured at each stage of the process. Visual confirmation of successful
device pairing reduces confusion and accelerates readiness to begin using the platform.
Main Dashboard
Design Decision - Clarity and Visibility
The "Messages" section on the dashboard enhances clarity and organization,
presenting scheduled messages in an intuitive layout with details like time, date, and frequency.
The Filter Dropdown design reduces the risk of oversight by providing quick insights
into scheduled and sent messages. A filter dropdown improves navigation by allowing
users to focus only on relevant information.
Add Groups Page
Design Decision - Efficiency and User Control
On the Add Groups screen, group managers can efficiently select and organize
groups with checkboxes and clear group name displays. The visual organization
reduces complexity and supports efficient task management.
New Notification Page
The pop-up - Design Decision
The pop-up interface for group management simplifies user workflows -
A search bar allows users to find specific groups quickly.
Checkboxes provide a clear, intuitive way to add or remove groups without navigating to another page.
These features respond directly to research findings that identified inefficiencies in group management workflows. The pop-up design ensures users can efficiently manage tasks without losing focus or time.
Scheduling Messages - Design Decision
Scheduling tools are optimized for clarity and functionality -
Users can set the frequency, time, and notifications in one streamlined interface.
The layout aligns with research insights emphasizing the need for reducing repetitive tasks, making this page central to resolving user frustrations.
The research showed that group administrators often struggle with the burden of manually repeating tasks across platforms. This feature automates the scheduling process, addressing user pain points by saving time and ensuring consistent communication.
Future Vision
Next Steps
Usability Testing and Iteration
Conduct thorough usability testing to identify areas where users might face challenges or confusion.
Gather feedback on the existing interface and workflow to pinpoint any necessary fixes or improvements.
Iterating based on these findings will help refine the platform and ensure it fully meets user needs.
Expanding Platform Integration
Extend the platform’s functionality to support additional communication tools frequently used by
community managers, such as Telegram, Facebook Groups, and others. This requires addressing technical
challenges, such as differences in APIs and authentication methods, and designing an intuitive interface
that seamlessly integrates multiple platforms while maintaining the user-friendly experience.
Personal Insights
Technical Feasibility & Design
This project provided me with valuable lessons in collaboration, particularly with developers. One significant learning was understanding the technical limitations of development and balancing them with the design vision. There were instances where my initial design concepts were too complex to implement within the available resources. By working closely with the development team, I learned to adapt and simplify the designs in a way that maintained usability and functionality while aligning with technical feasibility.
Strategic Prioritization
Another key takeaway was learning to prioritize effectively under time constraints. Initially, the plan included developing the platform for multiple communication tools. However, due to limited time, we strategically decided to focus solely on WhatsApp integration. This taught me how to focus on the most impactful features that would deliver immediate value to users, while leaving room for future iterations.
Groupyz
Simplifying Group Communication Management
Groupyz is a group message management platform designed to streamline scheduling and organization for group administrators across multiple communication channels. The project was part of a final-year university collaboration, where I led the UX research and design process.
Team structure
Led UX design independently while collaborating with CS students who handled development, ensuring alignment between design and technical requirements.
My Role
User research, competitor analysis, ideation, wireframing, prototyping.
Overview
What challenges do group administrators
face in their daily tasks?
Group administrators juggle WhatsApp, Telegram, and Facebook Groups daily—switching apps, forwarding messages, and coordinating schedules across these siloed platforms.
"Switching between apps takes up so much time, and I always feel like I'm missing something
important", reveals one frustrated manager, highlighting the cognitive load and potential for critical oversights.
THE KICK-OFF MEETING
In initial collaborative sessions with the development team, we focused on two core questions that would shape our research:
Where are the highest-impact opportunities for workflow automation?
How do administrators currently manage their cross-platform workflows?
These discussions helped frame our research phase and crystallize the core problem space.
Problem Definition
Group administrators face significant friction managing multiple communication platforms. The constant context-switching required to schedule, forward, and organize messages across different apps creates operational inefficiency and administrative burden.
The solution
By reframing this challenge, we identified an opportunity to develop a centralized workflow solution
that could dramatically reduce manual tasks and streamline platform management.
User Research
Competitor Research
Mapping the Group Admin Experience Across Five Major Platforms
To improve the experience for group administrators, I analyzed five platforms:
WhatsApp Broadcast, Telegram, Hootsuite, SKEDit, and Facebook Groups.
Key Strengths
Simple Navigation
WhatsApp Broadcast and SKEDit focus on quick, task-based flows.
Advanced Scheduling
Telegram and Hootsuite offer robust scheduling features.
Clear Terminology
Facebook Groups and Telegram use intuitive labels, improving navigation.
Gaps & Opportunities
Multi-Group Management
Most tools lack efficient workflows for handling multiple groups.
Customization Options
Limited message customization on WhatsApp Broadcast and SKEDit.
Cluttered Interfaces
Platforms like Hootsuite overload users with too much information.
Insight for design
Insight for design
Qualitative Study
What Group Admins Revealed About Their Daily Struggles
I conducted 5 user interviews with group managers to identify pain points and feature needs.
Participants described their workflows, tools they use, and frustrations.
Key Findings
Repetitive Tasks Are a Burden
Group managers struggle with copying and pasting the same messages across multiple groups, creating frustration and inefficiency.
"Every day, I find myself copying and pasting the same message into five different WhatsApp groups. It's tedious and wastes so much time, especially when I have other things to manage."
– Adi, a yoga teacher managing multiple class groups
Scheduling Features Are Highly Desired
Users want to schedule messages in advance to automate updates and ensure they reach groups at the right time.
"I often need to remind my groups about class updates or events, but I can't always send messages in real time. I wish I could schedule everything in advance and not worry about it later."
– Elior, a group manager for market job update
WhatsApp Is the Preferred Platform
Despite feature-rich alternatives like Telegram and Facebook, users remain on WhatsApp due to its familiarity and widespread adoption.
"Telegram has great features, but my students just don't use it. Everyone's already on WhatsApp, so I stick with it even though it lacks tools I need."
– Rina, a community manager for local parenting groups
Insight for design
Insight for design
Key Takeaways from user research
Managing Group Visibility Is Challenging
Users struggle to track multiple group statuses and ensure they haven’t missed important updates.
Efficient Group Organization Saves Time
Automating repetitive tasks can significantly reduce admin workload.
Onboarding Should Be Seamless and Intuitive
A smooth setup process will ensure adoption and minimize learning curves.
User Persona
To deeply understand the needs and challenges of group administrators,
I developed detailed personas that represented our target users.
Wireframing the
Solution
To address the challenges identified in the research, I created wireframes that simplified workflows and enhanced usability.
Due to time constraints, we focused on integrating WhatsApp for scheduling and messaging.
These wireframes were critical in gathering feedback and iterating designs to meet both user needs and technical feasibility.
Each wireframe represents a core feature
A centralized dashboard for group management.
A scheduling tool for automating repetitive tasks.
A QR code feature for seamless onboarding.
Home, Login, and QR Connect
Primary Task Flow - Managing Groups and Notifications
Design Outcome
Login & Sign-Up
Design Decision
The login page incorporates two simple login options - Google (Gmail) and manual entry via email and password. This reduces friction for returning users while accommodating diverse preferences.
The sign-up process ensures inclusivity and speed. Users can quickly create an account by linking their Google account or manually entering their details.
Home page
QR Process
Design Decision - System Feedback and Usability
The onboarding process is designed to build user trust and streamline the experience. By providing step-by-step instructions on the QR Code and Device Connected pages, users are reassured at each stage of the process. Visual confirmation of successful device pairing reduces confusion and accelerates readiness to begin using the platform.
Main Dashboard
Design Decision - Clarity and Visibility
The "Messages" section on the dashboard enhances clarity and organization, presenting scheduled messages in an intuitive layout with details like time, date, and frequency.
The Filter Dropdown design reduces the risk of oversight by providing quick insights into scheduled and sent messages. A filter dropdown improves navigation by allowing users to focus only on relevant information.
Add Groups Page
Design Decision - Efficiency and User Control
On the Add Groups screen, group managers can efficiently select and organize groups with checkboxes and clear group name displays. The visual organization reduces complexity and supports efficient task management.
New Notification Page
The pop-up - Design Decision
The pop-up interface for group management simplifies user workflows -
Checkboxes provide a clear, intuitive way to add or remove groups without navigating to another page.
A search bar allows users to find specific groups quickly.
These features respond directly to research findings that identified inefficiencies in group management workflows. The pop-up design ensures users can efficiently manage tasks without losing focus or time.
Scheduling Messages - Design Decision
Scheduling tools are optimized for clarity and functionality -
The layout aligns with research insights emphasizing the need for reducing repetitive tasks, making this page central to resolving user frustrations.
Users can set the frequency, time, and notifications in one streamlined interface.
The research showed that group administrators often struggle with the burden of manually repeating tasks across platforms. This feature automates the scheduling process, addressing user pain points by saving time and ensuring consistent communication.
Future Vision
Next Steps
Usability Testing and Iteration
Conduct thorough usability testing to identify areas where users might face challenges or confusion. Gather feedback on the existing interface and workflow to pinpoint any necessary fixes or improvements. Iterating based on these findings will help refine the platform and ensure it fully meets user needs.
Expanding Platform Integration
Extend the platform’s functionality to support additional communication tools frequently used by community managers, such as Telegram, Facebook Groups, and others. This requires addressing technical challenges, such as differences in APIs and authentication methods, and designing an intuitive interface that seamlessly integrates multiple platforms while maintaining the user-friendly experience.
Personal Insights
Technical Feasibility & Design
This project provided me with valuable lessons in collaboration, particularly with developers. One significant learning was understanding the technical limitations of development and balancing them with the design vision. There were instances where my initial design concepts were too complex to implement within the available resources. By working closely with the development team, I learned to adapt and simplify the designs in a way that maintained usability and functionality while aligning with technical feasibility.
Strategic Prioritization
Another key takeaway was learning to prioritize effectively under time constraints. Initially, the plan included developing the platform for multiple communication tools. However, due to limited time, we strategically decided to focus solely on WhatsApp integration. This taught me how to focus on the most impactful features that would deliver immediate value to users, while leaving room for future iterations.
Let's Work
Together
© 2025 by Ori Sharf
Let's Work
Together
© 2025 by Ori Sharf