Wedding planning app screen with a background of a wedding reception setup with tableware and floral arrangements, and a phone mockup displaying the app's login page.

OVERVIEW

Target users:
Primary users are engaged couples and wedding coordinators managing event planning and task organization.

Secondary users include event team members such as assistants, catering staff, and hostesses who require clear task distribution and real-time coordination.

My role: UX Researcher & UX/UI Designer

Responsibilities:
User research •  Wireframing •  Prototyping •  UI design
•  Usability testing •  Iteration & refinement

Tools: Figma

About product:
The „WedCheck - Wedding Checklist App" is designed to simplify wedding planning through customizable task lists and direct real-time communication. The app is intended for both individuals and wedding planning teams.

Problem:
Couples and wedding planning teams struggle to manage tasks, deadlines, and responsibilities during event planning.

Goal:
To create a user-friendly checklist app that simplifies wedding planning through clear task management and team collaboration, tailored specifically for venue-based events.

From Research to Design

Below is an overview of the design process and key decisions behind the project

Green box with white text and arrows, instructing to scroll down and explore the case study

Case Study Phases

1. RESEARCH
1. RESEARCH
2. DEFINE
2. DEFINE
3. DESIGN
3. DESIGN
4. TEST & ITERATE
4. TEST & ITERATE
5. FINAL SOLUTION
5. FINAL SOLUTION

*Click a phase to navigate to it, or scroll to follow the process.

1. RESEARCH

Understanding users is a fundamental part of the UX design process

For this project, I interviewed couples and wedding staff (waiters, chefs, decorators, and wedding coordinators) to understand how they organize tasks, assign responsibilities, and manage deadlines.

Initially, I assumed users mainly needed a simple wedding planning checklist. However, research showed that the real challenge was coordinating and delegating tasks within a team, shifting the focus to a collaborative task management solution.

Research Approach

  • Task ownership was often unclear

  • Communication was fragmented

  • Users lacked visibility into shared progress

  • Existing tools focused more on individuals than collaboration

Research Objectives

  • Understand current wedding task planning behaviors

  • Identify coordination and communication challenges

  • Explore pain points in existing tools

  • Define expectations for collaborative planning

Research Insights

  • Collaboration is more important than simple task tracking

  • Clearly defining the responsible person for each task reduces misunderstandings

  • Users need real-time visibility of progress

Personas

A wedding-themed infographic with a photo of a man and woman in wedding attire, both looking at their phones, and a quote about responsibility. The infographic is divided into sections labeled Goals and Frustrations, with bullet points. It includes brief biographies of Nicole and John, their age, education, hometown, family, and occupation, and a paragraph describing them as educated, hardworking, and involved in wedding organizations, emphasizing their tech proficiency.
A woman with blonde hair smiling, a quote about task clarity, a list of goals and frustrations related to wedding planning, and a brief bio about Emma, a 33-year-old wedding coordinator from Milan, Italy.
A presentation slide discussing goals and frustrations in a team setting, featuring a smiling man holding flowers with several people behind him, some dressed as chefs. The slide highlights goals like good communication and practical work insight, and frustrations like short deadlines and difficult communication.

User Journey Maps

Table titled 'Persona: Nicole and John (newlyweds)' outlining organizational tasks for wedding planning, including sections on action, task list, feelings, and improvement opportunities for different stages of organizing the wedding.
A detailed chart outlining a persona named Emma's process for managing wedding data, organizing tasks, monitoring implementation, and assessing performance, with specific actions, emotional responses, areas for improvement, and opportunities for enhancement.
A detailed task tracking chart for the persona Markus, outlining actions such as accessing the application, entering status, following notifications, performance review, and post-wedding review. It includes specific tasks, user emotions, areas for improvement, and progress indicators in a table format.

Pain points

Comparison of two challenges: Disorganized task tracking and limited collaboration support, with context and user quotes for each.
Two large olive green circles numbered 3 and 4 with text in the center. The first circle says 'Communication Gaps', and the second says 'Low Visibility of Task Status.' Below each circle, there are context, user quote, and impact sections discussing communication issues during a wedding planning process.

2. DEFINE

This phase defines the core problem and sets the strategic direction for the solution

Based on these insights, the design goal shifted from a simple checklist tool to a collaborative task management solution that supports shared planning, task delegation, and clear responsibility tracking.

Problem statement


Couples and wedding teams
struggle to clearly assign and
track shared responsibilities,
leading to miscommunication,
duplicated work, and increased stress.

‘‘How Might We’’ method



“How might we enable clear task
ownership and real-time visibility
within wedding planning teams?’’

Design goals

1. Clear Task Ownership

Enable users to easily assign and
identify responsibility for each task.

2. Shared Visibility

Provide real-time overview of task
progress for all team members.

3. Structured Collaboration

Support centralized communication
and reduce fragmented workflows.

3. DESIGN

From paper sketches to
a high-fidelity prototype in Figma

The design process began with quick paper sketches to explore structure and user flows. These concepts were then translated into wireframes and progressively refined into an interactive high-fidelity prototype in Figma.
Each step of this phase focused on improving clarity, usability, and visual consistency.

This phase was the most exciting for me, as it brought the product to life and sparked creativity and new ideas.

Information Architecture

Before sketching the visual concepts for the app, I first created the Information Architecture to organize the content and ensure a clearer structure for the visual design phase.

A website sitemap diagram with a top-level homepage linking to sections: Dashboard, To-Do List, Notifications, Agenda, Chat, Reports, and Profile. The Dashboard has sub-items My Progress and Team Progress. The To-Do List has sub-items Shared and Personal. The Reports section includes Overview Score and Rating List. The Profile section contains My Profile and App Settings.

User Flow

After defining the Information Architecture,
I mapped out key user flows to ensure intuitive navigation and logical task progression.

Flowchart diagram illustrating the steps for wedding coordination task creation and status tracking, including opening the app, logging in, selecting date, reaching the homepage, creating a checklist, adding details, assigning team members, saving, and tracking task status.

Paper wireframes

Paper wireframes helped me boost my creativity and quickly sketch ideas.
My goal was to define the navigation and create screens that I later used as the foundation for designing in Figma.

Sketches of mobile app interface designs and wireframes on several sheets of paper, with drawing pens placed on top of the papers.

Digital wireframes in Figma

When designing the screens in Figma, my goal was to transfer all key information from the paper sketches and establish a strong foundation for further design development, while also considering Gestalt principles for grouping elements within the app screens.

Collection of mobile app mockup screens showing a wedding planning app, including registration, home, to-do list, new task, dashboard, and profile pages.

LO-FI prototype

By connecting the screens into a structured flow, I developed a low-fidelity prototype to test clarity and navigation.

Complex website flowchart with interconnected pages, including homepage, personal tasks, shared task lists, dashboard, profile, and other menu items, all labeled with titles and icons.

Design System

After improving the low-fidelity prototype, I created a design system, which laid the foundation for bringing the design to life and developing the final mockups.

  • Soft, neutral palette to reduce cognitive load during complex wedding planning tasks

  • High contrast to improve readability and accessibility

  • Clear text labels to support recognition over recall

  • Strong visual hierarchy to emphasize primary actions

  • Consistent typographic scale to reinforce information hierarchy

Visual & Interaction Rationale

A comprehensive design style guide for a wedding check website, including logo, color palette with primary, secondary, and neutral colors, typography specifications, buttons, iconography, and navigation menu.

Mockups

After defining the design system, I created mockups for all app screens.
It was exciting to see the product come to life through the use of color and visual elements.

Collection of mobile app interface screens for a wedding planning app, featuring sections like login, registration, calendar, homepage, to-do list, new task, dashboard, and profile settings.

HI-FI prototype

Using a high-fidelity prototype with interactive screen transitions, I simulated real user interactions to test navigation clarity and overall app functionality.

A complex flowchart diagram with interconnected nodes and labels related to personal and shared tasks, calendars, and apps, mostly in blue and brown colors.
A digital design flow diagram showing multiple webpage screens with an interaction panel for navigating to a menu, with blue flow lines indicating user interactions.

4. TEST & ITERATE

Validating design decisions through real user testing and iteration

Before conducting the usability study, I created a UX research plan in which I clearly defined the objectives, participants, methodology, KPIs, and key research questions.

During the sessions, I carefully observed user behavior and their comments, paying special attention to the differences between what they said and how they actually used the application.

Usability Study - Round 1
(lo-fi testing)

The first usability study focused on identifying major usability issues and uncovering pain points.

Flowchart with three green pentagons labeled: 1) Unmoderated usability study, 2) Five participants, 3) Goal: Evaluate task completion and identify usability issues.

Key findings

  • 3 of 5 participants struggled with the password re-entry step in the registration flow

  • 2 of 5 participants looked for a language selection option before registration

  • 2 of 5 participants struggled to locate the “add task” action in the TO-DO list

  • 2 of 5 participants struggled to navigate back from the account settings section

  • 2 of 5 participants requested better structure and filtering in the TO-DO list

What has been improved

  • Simplified the registration flow

  • Added language selection at the start

  • Improved the visibility of the “add task” button and added a label

  • Improved back navigation within the ‘‘account settings’’ section

  • Introduced filtering options in the ‘‘TO-DO list’’

Usability Study - Round 2
(hi-fi testing)

The second usability study focused on validating improvements made after the first round and testing newly introduced features in the high-fidelity prototype.

A slide showing a plan with three sections: 'Unmoderated usability study', 'Five participants', and 'Goal: Validate improvements and test enhanced features'.

Key findings

  • 4 of 5 participants were unsure about the purpose of the “deadlines” button

  • 3 of 5 participants struggled to locate the “personal list” in the navigation menu

  • 3 of 5 participants struggled to find the option to edit their profile photo

  • 2 of 5 participants were confused when updating task status due to unclear screen transitions

  • 2 of 5 participants were unsure how to use the deadline field when adding a new task

What has been improved

  • Connected and clarified the “deadlines” button on the homepage

  • Strengthened visual cues for the ‘‘personal list’’’

  • Redesigned the profile picture update to be more intuitive

  • Fixed TO-DO status flow transitions

  • Improved the clarity of the deadline field when adding a new task

A green rectangular button with rounded corners displaying the words "SCROLL" with downward arrows above, and "to the final solution" below, prompting users to scroll down for more information.


5. FINAL SOLUTION

From insight to polished design

‍ ‍TAKEAWAYS

Working on my first project “WedCheck” further highlighted the importance of carefully observing real user behavior during research and validating ideas through prototype testing. Iterative testing proved essential in identifying friction points and ensuring that the solution moved in the right direction.

Continuously revisiting initial assumptions in relation to the core problem helped keep user needs at the center of every design decision and allowed the product direction to evolve when necessary.

The final version of the app successfully addresses the primary coordination challenges identified during research. Future iterations could further expand the experience by introducing features such as budget tracking, venue selection, vendor integration, and guest list management.

For me, UX is the heart of the product – unseen, but deeply felt. UI is the face of the product – what captures us at first glance.

If you would like to access my final prototype or share feedback on the project, feel free to email me at: milicaurosevic.uxui@gmail.com