UX/UI CASE STUDY
UX/UI CASE STUDY
HIVO - Smarter Community Management
HIVO - Smarter Community Management
Empowering community leaders to organize, support, and respond effectively
Empowering community leaders to organize, support,
and respond effectively
Product
B2B SaaS
Product
B2B SaaS
Target Audience
Target Audience
Community managers
Community managers
Project
Project
Personal project
Personal project
01. Background
01. Background
When Urgency Meets Disorganization
When Urgency Meets Disorganization
When Urgency Meets Disorganization
It all began with a deeply personal experience. After October 7th, entire communities were suddenly displaced, forced to rebuild their routines in just days. As an evacuee myself, I witnessed the confusion firsthand: scattered Excel sheets, endless WhatsApp threads, and hundreds of people searching for clarity,
who’s handling food? who’s managing medical needs?
who’s talking to the authorities?
It all began with a deeply personal experience.
After October 7th, entire communities were suddenly displaced, forced to rebuild their routines in just days.
As an evacuee myself, I witnessed the confusion firsthand: scattered Excel sheets, endless WhatsApp threads, and hundreds of people searching for clarity, who’s handling food? who’s managing medical needs? who’s talking to the authorities?
It all began with a deeply personal experience. After October 7th, entire communities were suddenly displaced, forced to rebuild their routines in just days. As an evacuee myself, I witnessed the confusion firsthand: scattered Excel sheets, endless WhatsApp threads, and hundreds of people searching for clarity,
who’s handling food? who’s managing medical needs?
who’s talking to the authorities?
That’s when the idea emerged: If businesses rely on CRMs to manage customers,
That’s when the idea emerged: if businesses
That’s when the idea emerged: If businesses rely on CRMs to manage customers,
rely on CRMs to manage customers,
why shouldn’t communities have a dedicated system to manage themselves, organized, responsive, and above all, human?
why shouldn’t communities have a dedicated system
to manage themselves, organized, responsive,
and above all, human?
why shouldn’t communities have a dedicated system to manage themselves, organized, responsive, and above all, human?
02. The Problem
02. The Problem
Communities in Chaos,
Leaders Without Tools
Communities in Chaos,
Leaders Without Tools
Communities in Chaos,
Leaders Without Tools
Community managers face overwhelming amounts of information, shifting needs, and constant pressure, especially during emergencies. Existing tools like Excel sheets, WhatsApp groups and scattered phone calls are fragmented and unreliable, leading to mistakes, miscommunication and delays in response.
Community managers face overwhelming amounts of information, shifting needs, and constant pressure, especially during emergencies. Existing tools like Excel sheets, WhatsApp groups and scattered phone calls are fragmented and unreliable, leading to mistakes, miscommunication and delays in response.
As a result, critical needs fall through the cracks, trust erodes and communities
As a result, critical needs fall through the cracks,
As a result, critical needs fall through the cracks, trust erodes and communities
are left without clear or effective support.
trust erodes and communities are left
are left without clear or effective support.
without clear or effective support.
03. The Challenge
03. The Challenge
Powerful, Yet Human
Powerful, Yet Human
Powerful, Yet Human
How do you design a technological system that can handle hundreds of families, countless needs and real time data without feeling cold or detached?
The challenge was to create a tool that speaks the language of community managers, not data engineers.
How do you design a technological system that can handle hundreds of families, countless needs and real time data without feeling cold or detached?
The challenge was to create a tool that speaks the language of community managers, not data engineers.
How do you design a technological system that can handle hundreds of families, countless needs and real time data without feeling cold or detached?
The challenge was to create a tool that speaks the language of community managers, not data engineers.
A platform that shows the big picture while still making it easy
A platform that shows the big picture while
A platform that shows the big picture while still making it easy
to dive into details,
still making it easy to dive into details,
to dive into details,
and instead of adding complexity, actually lightens the daily workload.
and instead of adding complexity, actually lightens the daily workload.
04. COMPETITORS ANALYSIS
04. COMPETITORS ANALYSIS
Are Existing Tools Truly Built for Communities?
Are Existing Tools Truly Built for Communities?
Are Existing Tools Truly Built for Communities?
Most available platforms are either designed for businesses or political organizations, not for real community needs. While they offer powerful features, they often miss the emotional, social, and human aspects that make community management unique. Hivo was built to fill this gap by combining organizational strength with empathy and simplicity.
Most available platforms are either designed for businesses or political organizations, not for real community needs. While they offer powerful features, they often miss the emotional, social, and human aspects that make community management unique.
Hivo was built to fill this gap by combining organizational strength with empathy and simplicity.
Most available platforms are either designed for businesses or political organizations, not for real community needs. While they offer powerful features, they often miss the emotional, social, and human aspects that make community management unique. Hivo was built to fill this gap by combining organizational strength with empathy and simplicity.
Feature
Feature
Community Fit
Community Fit
Emotional
& Social Needs
Emotional
& Social Needs
Ease of Use
& Flexibility
Ease of Use
& Flexibility
Flexible for projects,
not specific to communities
Flexible for projects,
not specific to communities
No emotional or family
based tracking
No emotional or family
based tracking
User-friendly
with templates
User-friendly
with templates
Adapted for nonprofits
but requires experts
Adapted for nonprofits
but requires experts
Heavy, complex system
with no emotional focus
Heavy, complex system
with no emotional focus
Complex, requires
technical setup
Complex, requires
technical setup
Focused on political campaigns,
not daily communities
Focused on political campaigns,
not daily communities
No personal tracking
beyond campaigns
No personal tracking
beyond campaigns
Structured for politics,
limited customization
Structured for politics,
limited customization
Hivo
Hivo
Built specifically for
community management
Built specifically for
community management
Supports emotional,
family, and urgent needs
Supports emotional,
family, and urgent needs
Simple, intuitive, and
adaptive to real needs
Simple, intuitive, and
adaptive to real needs
Feature
Community Fit
Emotional
& Social Needs
Ease of Use
& Flexibility
Flexible for projects,
not specific to communities
No emotional or family
based tracking
User-friendly
with templates
Adapted for nonprofits
but requires experts
Heavy, complex system
with no emotional focus
Complex, requires
technical setup
Focused on political campaigns,
not daily communities
No personal tracking
beyond campaigns
Structured for politics,
limited customization
Hivo
Built specifically for
community management
Supports emotional,
family, and urgent needs
Simple, intuitive, and
adaptive to real needs
This sign represents a very limited feature
This sign represents a very limited feature
05. USER RESEARCH
05. USER RESEARCH
Are Current Tools Really
Supporting Community Leaders?
Are Current Tools Really
Supporting Community Leaders?
Are Current Tools Really
Supporting Community Leaders?
I designed this research to uncover what community managers and NGOs actually need, not just what existing tools assume. The hardest part? Asking the right questions and listening to the real challenges behind the spreadsheets and endless WhatsApp groups.
I designed this research to uncover what community managers and NGOs actually need, not just what existing tools assume. The hardest part? Asking the right questions and listening to the real challenges behind the spreadsheets and endless WhatsApp groups.
Goal
Goal
Goal
I designed this research to uncover what community managers and NGOs actually need, not just what existing tools assume. The hardest part?
Asking the right questions and listening to the real challenges behind the spreadsheets and endless WhatsApp groups.
Method & Tools
Method & Tools
Method & Tools
25 question survey combining open-ended, scaled, and multiple choice questions. It was distributed via WhatsApp groups and community mailing lists, collected through Google Forms, and analyzed using ChatGPT.
25 question survey combining open-ended, scaled, and multiple choice questions. It was distributed via WhatsApp groups and community mailing lists, collected through Google Forms, and analyzed using ChatGPT.
Participants
Participants
Participants
30 community managers from displaced communities and NGOs. Top roles: Local coordinators (40%), NGO liaisons (25%).
30 community managers from displaced communities and NGOs. Top roles: Local coordinators (40%), NGO liaisons (25%).
1
Lack of a Single
Organized System
85%
of users reported they lack a single organized system
Do you have a single organized management system today?
20 responses
2
Requests Are Handled
Too Late
70%
of requests were handled late due to
missing urgency tracking
Are requests usually handled on time?
20 responses
Would you be interested in a single platform that centralizes everything?
20 responses
3
Strong Need for One
Centralized Platform
90%
of community managers want one centralized platform
Information is scattered across too many WhatsApp groups
18%
Hard to track who needs what and what's already done
15%
We don't have visibility on urgency and priorities
13%
Important requests get lost in the noise
12%
Manual follow-up takes too much time
10%
No clear ownership or accountability
8%
We lack data to understand what's really happening
7%
Too many tools, not enough connection
6%
It's hard to scale the way we work today
6%
Need one place that brings everything together
5%
1
Lack of a Single
Organized System
85%
of users reported they lack a single organized system
Do you have a single organized management system today?
20 responses
2
Requests Are Handled
Too Late
70%
of requests were handled late due to
missing urgency tracking
Are requests usually handled on time?
20 responses
Would you be interested in a single platform that centralizes everything?
20 responses
3
Strong Need for One
Centralized Platform
90%
of community managers want one centralized platform
Information is scattered across too many WhatsApp groups
18%
Hard to track who needs what and what's already done
15%
We don't have visibility on urgency and priorities
13%
Important requests get lost in the noise
12%
Manual follow-up takes too much time
10%
No clear ownership or accountability
8%
We lack data to understand what's really happening
7%
Too many tools, not enough connection
6%
It's hard to scale the way we work today
6%
Need one place that brings everything together
5%
1
Lack of a Single
Organized System
85%
of users reported they lack a single organized system
Do you have a single organized management system today?
20 responses
2
Requests Are Handled
Too Late
70%
of requests were handled late due to
missing urgency tracking
Are requests usually handled on time?
20 responses
Would you be interested in a single platform that centralizes everything?
20 responses
3
Strong Need for One
Centralized Platform
90%
of community managers want one centralized platform
Information is scattered across too many WhatsApp groups
18%
Hard to track who needs what and what's already done
15%
We don't have visibility on urgency and priorities
13%
Important requests get lost in the noise
12%
Manual follow-up takes too much time
10%
No clear ownership or accountability
8%
We lack data to understand what's really happening
7%
Too many tools, not enough connection
6%
It's hard to scale the way we work today
6%
Need one place that brings everything together
5%
06. KEY INSIGHTS
06. KEY INSIGHTS
So, What Stood Out?
So, What Stood Out?
So, What Stood Out?
The research revealed key gaps in how community managers currently operate. Many struggle to track urgent needs, manage scattered information, and communicate efficiently. These insights shaped a solution built on clarity, simplicity,
and community-focused workflows.
The research revealed key gaps in how community managers currently operate. Many struggle to track urgent needs, manage scattered information, and communicate efficiently. These insights shaped a solution built on clarity, simplicity,
and community-focused workflows.
What’s Still Missing?
What’s Still Missing?
😟
😟
72%
72%
Struggling to track family
needs in one place.
Struggling to track family
needs in one place.
Lack of Visibility
Lack of Visibility
Managers can’t see a clear picture of who needs what and when.
Managers can’t see a clear picture of who needs what and when.
📊
📊
58%
58%
Frustrated with manual updates in Excel and WhatsApp.
Frustrated with manual updates in Excel and WhatsApp.
Scattered Information
Scattered Information
Critical details are lost across
multiple tools.
Critical details are lost across
multiple tools.
⏱
⏱
46%
46%
Feel they don’t have time to learn complex systems.
Feel they don’t have time to learn complex systems.
Ease of Use
Ease of Use
Crisis situations require intuitive and fast tools, not heavy platforms.
Crisis situations require intuitive and fast tools, not heavy platforms.
😟
72%
Struggling to track family
needs in one place.
Lack of Visibility
Managers can’t see a clear picture of who needs what and when.
📊
58%
Frustrated with manual updates in Excel and WhatsApp.
Scattered Information
Critical details are lost across
multiple tools.
⏱
46%
Feel they don’t have time to learn complex systems.
Ease of Use
Crisis situations require intuitive and fast tools, not heavy platforms.
07. PERSONA
Behind Every Community,
There’s a Manager
To better understand how to design a solution for real community needs, I created a persona based on research insights and interviews with community leaders. This profile reflects daily frustrations, motivations, and behaviors, helping to focus the solution on what truly matters.
Yoav, 47
Community Manager
“I’m always the one
organizing everything.”
Goal
Keep full visibility of family needs
and provide quick, accurate support.
Behavior
Juggles WhatsApp groups,
Excel sheets and phone calls daily.
Pain Points
Scattered information, constant stress of missing
urgent needs, no single source of truth.
07. PERSONA
Behind Every Community,
There’s a Manager
To better understand how to design a solution for real community needs, I created a persona based on research insights and interviews with community leaders. This profile reflects daily frustrations, motivations, and behaviors, helping to focus the solution on what truly matters.
Yoav, 47
Community Manager
“I’m always the one
organizing everything.”
Goal
Keep full visibility of family needs
and provide quick, accurate support.
Behavior
Juggles WhatsApp groups,
Excel sheets and phone calls daily.
Pain Points
Scattered information, constant stress
of missing urgent needs,
no single source of truth.
07. PERSONA
Behind Every Community, There’s a Manager
To better understand how to design a solution for real community needs, I created a persona based on research insights and interviews with community leaders. This profile reflects daily frustrations, motivations, and behaviors, helping to focus the solution on what truly matters.
Yoav, 47
Community Manager
“I’m always the one
organizing everything.”
Goal
Keep full visibility of family needs
and provide quick, accurate support.
Behavior
Juggles WhatsApp groups,
Excel sheets and phone calls daily.
Pain Points
Scattered information, constant stress of missing
urgent needs, no single source of truth.
07. USER FLOW
07. USER FLOW
Turning scattered community needs
into structured workflows
Turning scattered community needs
into structured workflows
Turning scattered community needs
into structured workflows
Community managers don’t need more tools, they need a clear path.
Community managers don’t need more tools,
Community managers don’t need more tools, they need a clear path.
they need a clear path.
The flow was designed to reduce cognitive load and guide users through a simple process:
from identifying a need, to organizing it, to taking action.
Every step removes friction and makes decision-making faster and more confident.
The flow was designed to reduce cognitive load and guide users through a simple process:
from identifying a need, to organizing it,
to taking action.
Every step removes friction and makes decision-making faster and more confident.
The flow was designed to reduce cognitive load and guide users through a simple process:
from identifying a need, to organizing it, to taking action.
Every step removes friction and makes decision-making faster and more confident.
08.Early Product Exploration
08.Early Product Exploration
Defining structure before refining visuals.
Defining structure before refining visuals.
Defining structure before refining visuals.
Before focusing on the final design, I explored different layouts and information hierarchies to build a foundation that supports clarity, speed, and confident decision making
Before focusing on the final design, I explored different layouts and information hierarchies to build a foundation that supports clarity, speed, and confident decision making
Goal:
Design a structure that reduces cognitive load and helps community managers act quickly on what matters most.
Goal:
Design a structure that reduces cognitive load and helps community managers act quickly on what matters most.
1
Dashboard Overview
Dashboard Overview
Dashboard Overview
Focused on surfacing urgent community needs first. Key insights, trends and recent activity are visible at a glance
Focused on surfacing urgent community needs first. Key insights, trends and recent activity are visible at a glance
Focused on surfacing urgent community needs first. Key insights, trends and recent activity are visible at a glance
2
Family Management
Family Management
Explored dense table layouts to manage large amounts of data efficiently
Explored dense table layouts to manage large amounts of data efficiently
Explored dense table layouts to manage large amounts of data efficiently
3
Family Card (Details)
Family Card (Details)
Designed family profiles to centralize communication and history
Designed family profiles to centralize communication and history
Designed family profiles to centralize communication and history
4
Alternative Table View
Alternative Table View
Tested different hierarchies and column priorities to find the most scannable experience
Tested different hierarchies and column priorities to find the most scannable experience
Tested different hierarchies and column priorities to find the most scannable experience
Exploring multiple structures early allowed me to validate the flow, simplify content, and build a strong foundation for the final design.
09. THE SOLUTION
09. THE SOLUTION
A calmer, clearer way to manage communities
A calmer, clearer
way to manage communities.
A calmer, clearer way to manage communities
The system transforms scattered communication, spreadsheets, and fragmented workflows into one structured platform,
The system transforms scattered communication,
The system transforms scattered communication, spreadsheets, and fragmented workflows into one structured platform,
spreadsheets, and fragmented workflows into
one structured platform,
making it easier to track requests, manage families, assign responsibilities, and maintain a clear overview of the community at all times.The system transforms scattered communication, spreadsheets, and fragmented workflows into one structured platform, making it easier to track requests, manage families, assign responsibilities, and maintain a clear overview of the community at all times. Every part of the experience was designed to reduce cognitive overload, improve visibility, and support faster, more confident decision-making
making it easier to track requests, manage families, assign responsibilities, and maintain a clear overview of the community at all times.The system transforms scattered communication, spreadsheets, and fragmented workflows into one structured platform, making it easier to track requests, manage families, assign responsibilities, and maintain a clear overview of the community at all times. Every part of the experience was designed to reduce cognitive overload, improve visibility, and support faster, more confident decision-making
Smart prioritization
Smart prioritization
Urgent cases and critical needs are surfaced first so managers can focus on what matters.
Urgent cases and critical needs are surfaced first so managers can focus on what matters.
Structured workflows
Structured workflows
Requests move through a clear and trackable process from
intake to resolution.
Requests move through a clear and trackable process from
intake to resolution.
Structured workflows
Requests move through a clear and trackable process from intake to resolution.
Community visibility
Community visibility
All activity, requests, volunteers and resources are visible in one place,
in real time.
All activity, requests, volunteers and resources are visible in one place,
in real time.
Community visibility
All activity, requests, volunteers and resources are visible in one place,
in real time.
1
Dashboard
Dashboard
Dashboard
A centralized dashboard designed to provide community managers with a real-time overview of requests, activity, and ongoing needs.
A centralized dashboard designed to provide community managers with a real-time overview
of requests, activity, and ongoing needs.
A centralized dashboard designed to provide community managers with a real-time overview of requests, activity, and ongoing needs.
2
Family Management
Family Management
Family Management
An organized table view that helps managers monitor requests, treatment status, locations, and ongoing support across the community.
An organized table view that helps managers monitor requests, treatment status, locations, and ongoing support across the community.
An organized table view that helps managers monitor requests, treatment status, locations, and ongoing support across the community.
3
Urgent Requests
Urgent Requests
Urgent Requests
A dedicated view for tracking and prioritizing urgent requests, helping community managers respond quickly and coordinate support more effectively.
A dedicated view for tracking and prioritizing urgent requests, helping community managers respond quickly and coordinate support more effectively.
A dedicated view for tracking and prioritizing urgent requests, helping community managers respond quickly and coordinate support more effectively.
4
Family Profile
Family Profile
Family Profile
Each family profile centralizes communication, history, requests, and ongoing activity in one accessible place.
Each family profile centralizes communication, history, requests, and ongoing activity in one accessible place.
Each family profile centralizes communication, history, requests, and ongoing activity in one accessible place.
5
Request Creation Flow
Request Creation Flow
Request Creation Flow
A guided request flow designed to simplify intake, standardize information, and reduce operational friction during high-pressure situations.
A guided request flow designed to simplify intake, standardize information, and reduce operational friction during high-pressure situations.
A guided request flow designed to simplify intake, standardize information, and reduce operational friction during high-pressure situations.
Hivo brings order to complexity, so community managers can focus on what truly matters, people.
Hivo brings order to complexity, so community managers can focus on what truly matters, people.
Hivo brings order to complexity, so community managers can focus on what truly matters, people.
10. SELF REFLECTION
10. SELF REFLECTION
Key takeaways from this project
Key takeaways from
this project
Key takeaways from this project
I've made it a habit to close each project with reflection on what worked, what didn't, and how I've evolved. I carry those lessons with me into whatever comes next.
I've made it a habit to close each project with reflection on what worked, what didn't, and how I've evolved. I carry those lessons with me into whatever comes next.
Hivo was deeply inspired by my personal experience during the war, after being evacuated
from Kibbutz Mefalsim following the events of October 7th.
Experiencing firsthand how communities struggled to manage information, urgent needs, and communication during uncertainty helped me understand the real need for clearer and more structured community management systems.
Hivo was deeply inspired by my personal experience during the war, after being evacuated from Kibbutz Mefalsim following the events of October 7th.
Experiencing firsthand how communities struggled to manage information, urgent needs, and communication during uncertainty helped me understand the real need for clearer and more structured community management systems.
Hivo was deeply inspired by my personal experience during the war, after being evacuated
from Kibbutz Mefalsim following the events of October 7th.
Experiencing firsthand how communities struggled to manage information, urgent needs, and communication during uncertainty helped me understand the real need for clearer and more structured community management systems.
1
Designing for pressure
Designing for pressure
Designing Hivo taught me how important clarity becomes in high pressure environments.
Designing Hivo taught me how important clarity becomes in high pressure environments.
When communities manage urgent needs, confusion creates delays. Every interaction had to feel simple, focused, and easy to act on.
When communities manage urgent needs, confusion creates delays. Every interaction had to feel simple, focused, and easy to act on.
2
Systems should feel human
Systems should feel human
Beyond dashboards and workflows, the challenge was designing a system people could emotionally trust.
Beyond dashboards and workflows, the challenge was designing a system people could emotionally trust.
The goal wasn't only organization it was creating calmer, more supportive experiences for community managers and families.
The goal wasn't only organization it was creating calmer, more supportive experiences for community managers and families.
3
Complexity needs structure
Complexity needs structure
One of the biggest lessons from this project was learning how to simplify complex information without losing flexibility.
One of the biggest lessons from this project was learning how to simplify complex information without losing flexibility.
Clear hierarchy, prioritization, and guided workflows helped transform scattered data into actionable decisions.
Clear hierarchy, prioritization, and guided workflows helped transform scattered data into actionable decisions.
Good design brings order to complexity, so people can focus on what truly matters.
Good design brings order to complexity, so people can focus on what truly matters.
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