01 · EquipHub
A smart asset management platform designed for universities
A smart asset management platform designed for universities
AI
B2B
Saas
Inventory
The project shows how I transformed a manual spreadsheet-based inventory workflow into a modern asset management platform through research, AI-assisted exploration, and end-to-end UX design.
The project shows how I transformed a manual spreadsheet-based inventory workflow into a modern asset management platform through research, AI-assisted exploration, and end-to-end UX design.
Timeline
May 2026
May 2026
Design scope
0 to 1
0 to 1
est. Workflow efficiency
70%
70%
Design Tools:
Role:
Product Design
Timeline:
March - April 2025
Skills:
UX design, UI Design, Illustration
01
A Peek Into My Design Process
The problem
The problem
Universities often manage shared equipment through disconnected spreadsheets, making it difficult to track asset ownership, overdue returns, damages, and real-time availability. As inventory scales across departments, manual workflows become slow, error-prone, and operationally exhausting for staff.
Universities often manage shared equipment through disconnected spreadsheets, making it difficult to track asset ownership, overdue returns, damages, and real-time availability. As inventory scales across departments, manual workflows become slow, error-prone, and operationally exhausting for staff.
The Solution
The Solution
A centralized inventory platform designed to streamline equipment management through real-time tracking, bulk barcode scanning, damage logging, and intuitive workflows, transforming a fragmented spreadsheet process into a fast, transparent, and reliable operational system.
A centralized inventory platform designed to streamline equipment management through real-time tracking, bulk barcode scanning, damage logging, and intuitive workflows, transforming a fragmented spreadsheet process into a fast, transparent, and reliable operational system.
Alex is 28, an equipment staff admin at a private university. He currently handles all the assets' check-in/out, damages, etc., using spreadsheets.
Alex is 28, an equipment staff admin at a private university. He currently handles all the assets' check-in/out, damages, etc., using spreadsheets.
He does it all, Everyday, Alone.
He does it all, Everyday, Alone.
✓ Alert overdue check-ins.
✓ Report damages.
✓ Keep track of assets
✓ Reorder damaged products.
✓ Alert overdue check-ins.
✓ Report damages.
✓ Keep track of assets
✓ Reorder damaged products.
01
A Peek Into My Design Process
• Damage
A camera came damaged. Four students had it this week. Not sure who is responsible.
• Damage
A camera came damaged. Four students had it this week. Not sure who is responsible.
• Overdue
5 check-ins are overdue. Manually sending reminders every time steals my evening free time.
• Overdue
5 check-ins are overdue. Manually sending reminders every time steals my evening free time.
• Bulk check-outs
Bulk check-outs are brutal under pressure. Worried of making mistakes.
• Bulk check-outs
Bulk check-outs are brutal under pressure. Worried of making mistakes.
• Inventory supply vs. demands
Need to reorder items and manage repairs. This is so frustrating.
• Inventory supply vs. demands
Need to reorder items and manage repairs. This is so frustrating.
Pressure gets to him frequently.
Pressure gets to him frequently.
01
A Peek Into My Design Process
How might I help Alex manage inventory efficiently without relying on chaotic spreadsheets and manual tracking?
How might I help Alex manage inventory efficiently without relying on chaotic spreadsheets and manual tracking?
01
A Peek Into My Design Process
01
A Peek Into My Design Process
Started by analyzing
Four Competitors
Started by analyzing
Four Competitors
Platforms
Platforms
Good
Good
Bad
Bad
Strong inventory tracking features, barcode support, detailed asset history
Strong inventory tracking features, barcode support, detailed asset history
Open-source, powerful asset management, flexible deployment
Open-source, powerful asset management, flexible deployment
Highly customizable, mobile-friendly, robust reporting
Highly customizable, mobile-friendly, robust reporting
Modern design, smooth check-in/check-out flows, good user experience
Modern design, smooth check-in/check-out flows, good user experience
Outdated UI, overwhelming workflows, feels legacy-enterprise
Outdated UI, overwhelming workflows, feels legacy-enterprise
Developer-oriented setup, less polished UX, technical for non-IT staff
Developer-oriented setup, less polished UX, technical for non-IT staff
Complex onboarding, cluttered interface, steep learning curve
Complex onboarding, cluttered interface, steep learning curve
Expensive for smaller institutions, limited deep customization
Expensive for smaller institutions, limited deep customization
01
A Peek Into My Design Process
01
A Peek Into My Design Process
01
A Peek Into My Design Process
01
Dashboard
01
Dashboard
A centralized dashboard featuring overdue alerts, quick actions for faster workflows, recent inventory activity, and real-time tracking of equipment status and operational updates.
A centralized dashboard featuring overdue alerts, quick actions for faster workflows, recent inventory activity, and real-time tracking of equipment status and operational updates.
01
A Peek Into My Design Process
02
Check-out
02
Check-out
A streamlined check-out flow that supports bulk barcode scanning, quick borrower assignment, and pre-checkout asset condition logging to ensure faster operations and better accountability.
A streamlined check-out flow that supports bulk barcode scanning, quick borrower assignment, and pre-checkout asset condition logging to ensure faster operations and better accountability.
01
A Peek Into My Design Process
03
Check-in
03
Check-in
A fast and intuitive check-in flow with easy barcode scanning, bulk returns, and quick damage reporting to keep inventory records accurate and up to date.
A fast and intuitive check-in flow with easy barcode scanning, bulk returns, and quick damage reporting to keep inventory records accurate and up to date.
01
A Peek Into My Design Process
04 . Inventory
A centralized inventory page for tracking asset availability, status, and equipment details in real time
05 . Analytics
Analytics dashboard provides insights into inventory usage, overdue items, and operational trends.
06 . Custody History
A complete activity log that tracks borrower history, check-ins, check-outs, and asset movement.
A Peek Into My Design Process
Through the platform, Alex and workers like him can finally enjoy a faster and more organized inventory workflow, turning a previously frustrating and chaotic process into a smooth and reliable experience.
Through the platform, Alex and workers like him can finally enjoy a faster and more organized inventory workflow, turning a previously frustrating and chaotic process into a smooth and reliable experience.
01
A Peek Into My Design Process
AI-assisted ❋ research and design, but 100% ✦ human-centered
AI-assisted ❋ research and design, but 100% ✦ human-centered
In a workflow traditionally dominated by spreadsheets and manual tracking, the challenge was not only building an inventory system but designing an experience that feels fast, intuitive, and operationally stress-free.
I used AI-assisted tools such as ChatGPT, Claude, and Figma Make to rapidly explore workflows, product structure, and early interface directions while intentionally focusing my design effort on usability, clarity, and real operational pain points faced by inventory teams.
By combining fast AI-driven exploration with hands-on UX thinking and iterative refinement. I was able to quickly move from abstract operational problems to a cohesive end-to-end platform concept without compromising on product quality or human-centered design decisions.
In a workflow traditionally dominated by spreadsheets and manual tracking, the challenge was not only building an inventory system but designing an experience that feels fast, intuitive, and operationally stress-free.
I used AI-assisted tools such as ChatGPT, Claude, and Figma Make to rapidly explore workflows, product structure, and early interface directions while intentionally focusing my design effort on usability, clarity, and real operational pain points faced by inventory teams.
By combining fast AI-driven exploration with hands-on UX thinking and iterative refinement. I was able to quickly move from abstract operational problems to a cohesive end-to-end platform concept without compromising on product quality or human-centered design decisions.
01
A Peek Into My Design Process
01
A Peek Into My Design Process
We saw what's there
What comes later?
We saw what's there
What comes later?
❋ Animated analytics and live dashboard updates
❋ AI-powered overdue and usage predictions
❋ Smart asset recommendations and alerts
❋ Smoother microinteractions and transitions
❋ Animated analytics and live dashboard updates
❋ AI-powered overdue and usage predictions
❋ Smart asset recommendations and alerts
❋ Smoother microinteractions and transitions
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