Admin Panel

Careable: Streamlining Special Needs Event Operations

💡 Inspiration

Careable was born from firsthand frustration with manual event operations. Creating separate sign-up forms for every activity, chasing responses, and consolidating attendance is repetitive work that drains staff time. We also designed with deep empathy for MINDS’ participants (individuals with intellectual disabilities) and their caregivers—many of whom are elderly or not tech-savvy. Our mission was to make the registration experience intuitive, low-effort, and accessible.

🚀 What it Does

Careable is a role-based platform with tailored dashboards for participants, caregivers, volunteers, staff, and admins:

For Caregivers/Participants: Saved profiles eliminate the need to re-enter details repeatedly. A clear, calendar-style interface makes activity discovery and registration straightforward.
For Staff: A "Canva-to-Event" feature allows staff to upload a schedule image; the system automatically creates structured events and registration forms, removing the manual "create-build-consolidate" loop.
For Leadership: An admin dashboard surfaces operational insights like engagement trends, regional participation, and staff caseloads at a glance.

🛠️ How We Built It

Role-Based Access Control: Separate sign-in flows and permissions ensure users only see relevant tools, reducing complexity and preventing accidental data edits.
Automated Event Creation: We used an API to process uploaded schedule images, extracting event data and converting it into structured activities and auto-generated forms.
Consolidated Data Architecture: All sign-ups and attendance data are captured in a single source of truth, tied directly to the auto-created events.

🚧 Challenges We Ran Into

Stakeholder Balancing: Designing for a diverse user base—from participants with intellectual disabilities and elderly caregivers to time-strapped staff—required balancing extreme simplicity with operational completeness.
System Reliability: Ensuring the "upload-to-event" workflow was consistent and predictable enough for staff to trust it over their existing manual processes.

🏆 Accomplishments That We’re Proud Of

Saved-Profile Flow: Drastically reduces repeated data entry for caregivers.
Volunteer Management: Replaced unstructured "name-on-a-sheet" methods with a consolidated registration workflow across all programmes.
Batch Event Creation: Automated the schedule-to-form process, freeing staff for participant-facing work.
QR Check-in: A quick concept for attendance logging to simplify on-the-ground operations.

📚 What We Learned

Accessibility is more than just UI polish—it is about reducing steps and designing around real-world constraints. We learned that treating "back-office" operations (scheduling and reporting) as first-class product features is essential for creating true social impact.

⏭️ What’s Next for Careable

Advanced Analytics: Strengthening admin insights with richer trend breakdowns and drill-downs.
Operational Safeguards: Adding schedule clash detection and automated capacity controls.
Usability Iteration: Continuing feedback loops with non-tech-savvy caregivers to ensure the platform remains genuinely intuitive.