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Fuel and convenience retailer with 11 stations (confidential)

In progress

SiteTask: Multi-Site Operations App

A web app where a multi-site owner assigns work to managers and staff, sees it done with photo proof, and knows what is overdue across every station.

Role
UI/UX Designer
Timeline
2026, in progress
Tools
Figma
Type
Freelance
Diagram of one owner, two managers and 11 stations, with one task checked off

Client details are confidential. Names, logos and data are removed, and some screens are recreated or redacted.

The problem

The owner runs 11 stations through two managers, one running 5 sites and the other 6, each with their own staff. There was no single place to assign work, confirm it was done, or see what was overdue.

My role and constraints

I am designing the product end to end. Three roles need different views of the same work: the owner sees every site, managers see their own sites, and staff see their own tasks.

Process

I started from the chain of responsibility (owner to managers to staff) and designed role-based access around it, then the proof loop: a task is not done until the manager can see a photo of it.

Who assigns work to whom

  1. Stage 1

    • Owner. Sees all 11 stations

  2. Stage 2

    • Manager. Runs 5 sites
    • Manager. Runs 6 sites

  3. Stage 3

    • Staff. At those 5 sites
    • Staff. At those 6 sites
Role-based access: each person sees the work that belongs to them.

Task lifecycle

  1. Stage 1

    • Task created. By the owner or a manager

  2. Stage 2

    • Assigned. Email alert sent

  3. Stage 3

    • Done with photo proof. Email alert sent
    • Overdue. Email alert sent

  4. Stage 4

    • Manager sees proof. On the task detail

  5. Stage 5

    • Daily digest. Summary of station activity

The solution

Screens designed: sign-in; owner dashboard (tasks completed, overdue, station health, today’s schedule, recent activity); task board in kanban and list views; task detail; create task; sites and team; team messages; reports and analytics (total tasks, in progress, completion rate, completed over time, by site, by person); notification settings; and the manager dashboard.

  • The owner assigns tasks to managers and managers assign to staff, with role-based access.
  • Staff mark tasks done with photo proof the manager can see.
  • Email alerts when tasks are completed, overdue or assigned, plus a daily digest summarizing station activity.

Screens, grouped

  • Entry

    Sign-in

  • Overview

    Owner dashboard and manager dashboard

    Tasks completed, overdue, station health, today’s schedule, recent activity.

  • Work

    Task board, task detail, create task

    Kanban and list views, filters by site and priority, photo proof and comments.

  • People

    Sites and team, team messages

  • Insight

    Reports and analytics

    Total tasks, in progress, completion rate, completed over time, by site, by person.

  • Settings

    Notification settings

    Completed, overdue and assigned alerts, plus the daily digest.

Outcome

In progress. No results yet: this section will be updated once SiteTask is in use at the stations.