Empowering Sports Teams & Parents with a Unified Management Platform
Apollo was born from the frustration parents and coaches faced when trying to manage youth sports. From soccer to football, registration was scattered across clunky systems, communication was inconsistent, and schedules were buried in endless email threads. The result? Confusion, missed updates, and a constant struggle to keep everyone on the same page.
Apollo’s mission was simple but ambitious: remove the chaos, streamline the process, and bring the entire sports community; parents, coaches, and athletes - into one connected platform.
Team
Apollo Sports, PointBreak Labs
Role
User Research, Wireframing, Interface Design, Prototyping, Web Design
Tools used
Figma, Adobe Creative Cloud
Timeline
April - August 2024
INTRODUCTION
Finding the all-in-1 solution for sports teams, coaches, parents, and athletes
The challenge was in building a solution that was cost-efficient, scalable, and flexible enough to solve the needs of very different user groups. My first step was deep research of each user type and their unique journey. By understanding their frustrations before sketching a single wireframe, I ensured the product design stayed grounded in real-world problems and meaningful outcomes.
THE GOALS
Reduce administrative workload for parents and coaches by up to 80%, eliminating the need for multiple registration systems and scattered communication
Increase community engagement by 40% by creating a single hub where parents, coaches, and athletes can connect.
Cut missed updates by 60% through centralized scheduling and real-time notifications.
THE CHALLENGES
Bridging the gap
Through research, I identified the most pressing pain points for each type of user. This gave me a clear map of where their needs overlapped, where they diverged, and how Apollo could unify them into one streamlined platform.
WIREFRAMING & LAYOUT
Designing the front-end app
When it came to designing the app, my biggest concern was fitting a detailed onboarding experience, multiple tools, and various functions into a single platform, all while maintaining fast loading times, smooth usability, and an intuitive experience.
Starting with the onboarding, I experimented extensively with different approaches to see how parents, coaches, and sports admins could log in and get started quickly. I tested multiple flows, iterating on how to present steps, input fields, and account setup, before arriving at the version we ultimately implemented.
INTERATION #1
This was the most experimental layout, mapping out everything the client wanted in the onboarding to get a full sense of the scope. The goal was to simplify as we progressed. In practice, this version felt clunky and long, and the experience could be confusing depending on the user path. The main focus we identified in this version was introducing the parent/athelete journey, optimizing the coach journey and the sports team setup.
INTERATION #2
Although simplified, the layout still felt overwhelming and scattered. I went back to my research to better understand the different types of users: those who would actively manage a team versus those who simply needed to join and track their athlete’s schedule.
This insight led me to separate the onboarding flow for coaches, team admins, and parents/athletes. When opening the app, users are first asked to identify their role. Coaches or team admins are then directed to the web portal to set up their team, invite athletes, and manage registration. Parents and athletes, on the other hand, can quickly create their profiles directly in the app’s onboarding experience.
This approach made the detailed, setup-heavy process for coaches and teams easier to manage on a larger device, while keeping the experience fast and intuitive for parents and athletes who just want to join a team and get started. Once teams were setup, they'd be redirected to the app to explore all the in-app management features.
App Onboarding Flow (for parents/athletes)
Web app onboarding flow (for teams/coaches)
Results: This cut development costs and streamlined flows for each user journey.
PROTOTYPING
Bringing the platform to life to test with real parents and coaches
Once the interface and layout was finalized, it was time to start prototyping the flows so we could start testing with parents and coaches. This testing phase was incredibly important to ensure that the design provided solutions for our users.
Message savannahbuchanann@gmail.com for any issues accessing prototype.
TESTING RESULTS
Parents requested a ‘Fan’ feature, allowing family members to follow schedules without admin access, simplifying communication and keeping everyone on the same page.
Coaches responded positively to the marketplace feature, which allows teams to sell services and individual coaches to offer specialized sessions, creating new opportunities for engagement and revenue.
90% of testers said the platform simplified onboarding and schedule management, cutting down on administrative work.
FINALIZING THE MOBILE & WEB PLATFORM
Final Design & Refinements
After testing, we incorporated the key feedback from parents and coaches to refine the platform. The Fan feature was added so family members could follow an athlete’s schedule without needing admin access, keeping everyone informed with minimal effort.
To complement the app, the web portal was designed specifically for coaches and team admins. It consolidates team management, registration, and scheduling into a single hub, allowing admins to set up rosters, invite athletes, and manage registrations efficiently. By aligning the web portal with the mobile experience, we ensured that both detailed administrative tasks and quick parent/athlete interactions are seamless and intuitive.
MAKING TRAINING ACCESSIBLE
Training Marketplace
One of the most exciting features to emerge from testing was the marketplace. Coaches immediately saw its potential to extend their services, while parents and athletes valued the ability to easily discover and book training opportunities.
The marketplace was designed to function like an integrated e-commerce platform within the app. Teams can sell services such as clinics, training sessions, and camps, while individual coaches can offer one-on-one lessons or specialized programs.
This feature not only expands revenue opportunities for coaches and teams but also creates tangible growth opportunities for athletes. By embedding e-commerce directly into the platform, the marketplace transforms the app from a scheduling tool into a true hub for development and engagement.
MAKING TRAINING ACCESSIBLE
The Results
Through multiple iterations, user testing, and refining the design, the platform evolved into more than just a scheduling tool, it became a complete ecosystem for athletes, parents, coaches, and teams.
The platform is now preparing for launch, with the web portal and mobile app working hand in hand to deliver a seamless experience across devices. This case study demonstrates not only the UX/UI process but also how thoughtful product design can simplify complexity, and create real-world value. I look forward to seeing the launch and how Apollo Sports will aid the future of youth sports management.
TESTING RESULTS
Reduced administrative workload for parents and coaches by up to 80% by centralizing registration, communication, and scheduling.
90% of testers reported the app was easier to use than their current mix of tools.
Positive reception to new features, including the fan role for parents’ extended family and the integrated marketplace for coaches’ services.
