Development

iMeet Appointment Management System

Streamlined appointment chaos for Swiss insurance brokers by replacing manual scheduling with an intuitive platform that manages bookings, broker assignments, and calendars in one seamless interface

Client iMeet

Year 2024

Services UI/UX Design, React Development, API Integration

Duration 3 months

The Challenge

Swiss insurance companies were drowning in appointment scheduling chaos. Brokers juggled client meetings across spreadsheets, email chains, and phone calls—leading to double-bookings, missed appointments, and frustrated clients. The manual process of matching client requests with available brokers wasted hours of administrative time daily. Insurance managers needed visibility into broker calendars but had no centralized system to track who was meeting whom, when, or where. The existing workflow was a patchwork of disconnected tools that created more problems than they solved. The industry needed a purpose-built appointment management system designed specifically for insurance broker operations in the Swiss market—something intuitive enough that busy brokers would actually use it without requiring extensive training.

Our Role

We handled all UI/UX design and frontend development for the iMeet appointment management platform. We owned the complete user experience design across all workflows, built the entire React frontend application, and handled all API integration connecting the interface to backend scheduling services and calendar systems.

The Approach

Our strategy focused on eliminating friction at every step of the appointment workflow. The goal wasn't to replicate complex CRM systems—it was to create a focused tool that does one thing exceptionally well: managing appointments. We prioritized intuitive calendar interfaces, streamlined broker assignment workflows, and clear visual indicators of appointment status. Every interaction needed to feel faster than the manual alternative. The design philosophy: if scheduling an appointment through iMeet takes longer than a phone call, we failed.

Discovery & Research

We started by shadowing insurance office administrators and brokers to observe their existing appointment scheduling process. We watched them struggle with Excel spreadsheets to track broker availability, manually cross-reference client preferences with broker specializations, and send endless confirmation emails. Through interviews, we identified critical pain points: no real-time visibility into broker calendars, tedious manual assignment of appointments to available brokers, confusion about appointment status (pending, confirmed, cancelled), and zero integration with existing calendar systems brokers already used. The key insight: insurance professionals don't want another complex system to learn—they want something that feels as simple as booking a restaurant reservation but powerful enough to handle broker assignments, client details, and appointment history.

Design & Development

We designed the iMeet interface around three core workflows: booking appointments, assigning brokers, and managing calendars. The booking flow needed to be dead simple—select date/time, choose broker (or let the system suggest), add client details, confirm. We created an intuitive calendar view that provides instant visual clarity on broker availability and appointment density throughout the week. The broker assignment interface allows managers to quickly match appointments to available brokers based on specialization, location, and workload balance. We built the frontend in React with performance optimization as a priority—calendar interactions needed to feel instant, not laggy. API integration connected the platform to backend scheduling logic and enabled synchronization with external calendar systems like Google Calendar and Outlook, ensuring brokers see iMeet appointments in their existing workflows. The UI balances information density with visual clarity—insurance managers need comprehensive appointment data, but overwhelming interfaces create errors. We implemented clear status indicators, color-coded appointment types, and one-click actions for common tasks like rescheduling or cancelling appointments.

Final Design

The final iMeet platform delivers a streamlined appointment management experience tailored specifically for Swiss insurance brokers. What used to take 15 minutes of spreadsheet hunting and email coordination now happens in under two minutes through an intuitive calendar interface. Brokers get real-time visibility into their schedules, managers can assign appointments intelligently, and clients receive automatic confirmations—all through one cohesive system that actually makes scheduling easier.

Results & Outcomes

iMeet successfully eliminated manual appointment scheduling chaos for Swiss insurance companies. Brokers that previously spent hours coordinating calendars through spreadsheets and emails now manage their entire appointment workflow through one intuitive platform, significantly reducing administrative overhead and appointment errors.

Key Achievements

Intuitive calendar interface providing real-time visibility into broker availability and appointment density across the entire team

Streamlined broker assignment workflow that intelligently suggests matches based on specialization, location, and current workload

Complete booking flow designed for speed—select time, assign broker, add client details, confirm—all in under two minutes

API integration with external calendar systems (Google Calendar, Outlook) ensuring brokers see appointments in their existing workflows

Clear visual status indicators and color-coding that eliminate confusion about appointment states (pending, confirmed, cancelled, completed)

One-click actions for common tasks like rescheduling or cancelling appointments, reducing administrative friction

Built for the Swiss insurance market with localization and compliance considerations specific to regional broker operations

What We Learned

This project reinforced that specialized tools often beat general-purpose platforms when designed with laser focus on a specific workflow. Insurance brokers don't need a full CRM—they need appointment management done exceptionally well. We learned that calendar interfaces are deceptively complex: what looks simple to users (drag-and-drop scheduling, instant updates) requires significant technical architecture to implement reliably. The biggest challenge was handling edge cases like overlapping appointments, timezone considerations, and cancellation workflows without cluttering the interface with warnings and confirmations. If we were to approach this again, we'd invest more time upfront understanding broker assignment logic—several workflow revisions could have been avoided with deeper initial discovery into how managers actually decide which broker gets which client. This experience shaped how we think about B2B software design: the best tools feel obvious in hindsight because they mirror how users naturally want to work, not how technology traditionally forced them to adapt.