Tabriz University Swimming Pool Management
Tabriz University Swimming Pool Management System
Professionalizing university sports facilities through smart digital design — from manual cards to seamless access control.
Project Overview
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A complete digital transformation for university swimming pool management
The Tabriz University Swimming Pool Management System was designed to replace the outdated manual card-based system with a modern, integrated web application. Students previously had to purchase physical 10-session cards, leading to frequent loss of cards, verification difficulties for guests, and no proper oversight by the Physical Education Department. The goal was to create a unified system for easy management of students, faculty, staff, and guests with automated session tracking, real-time monitoring, and simple usability.
Project Problem
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Manual processes were causing inefficiency, errors, ,and poor oversight.
Stakeholder Needs
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User & Access Management
Seamless integration with the university’s Herasat (security) system for automatic synchronization of student, faculty, and staff information.
Session & Attendance Tracking
Complete digital records of pool visits with entry/exit times and session deductions.
Scheduling & Tariffs
Ability to define different time slots and pricing for various user categories (students, faculty, staff, guests, men/women sessions).
Operational Simplicity
A clean and simple interface so staff can manage the pool without complexity or extensive training.
Customer Needs
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Design Process
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RESEARCH
Analyzing operator workflows to identify bottlenecks
ANALYSIS
Mapping user journeys and identifying pain points
Wireframing
Low-fi sketches, information architecture, user flows
UX/UI Design
High-fidelity mockups, design system, component library
Testing
Usability testing with real technicians and owners
Handoff
Developer specs, annotation, interactive prototypes
The Solution
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RFID-based Identification
[01]Fast and contactless entry/exit using national ID, student cards, or university cards.
University System Integration
[02]Automatic data synchronization with the university’s Herasat security system.
Smart Session Management
[03]Digital pool cards, automatic session addition upon account charging, and manual gift session registration.
Flexible Scheduling & Tariffs
[04]Define custom time slots and pricing for different user categories.
Real-time Dashboard
[05]A single dedicated page showing current pool status, live attendance, and active users.
User Schedule Portal
[06]Weekly schedule viewer for students and users to see their assigned time slots.
Key Screens
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Learning & Reflections
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Simplicity Drives Adoption
In institutional environments, keeping the interface minimal and intuitive is critical. A simple design significantly reduced staff resistance and enabled smooth adoption with almost no training required.
Integration is Everything
Seamless connection with the university’s existing Herasat system proved to be the most important success factor. Reliable data synchronization eliminated manual errors and ensured high accuracy in user information.
User-Centric Scheduling Matters
Designing flexible yet easy-to-manage scheduling and tariff tools for different user categories (students, faculty, women’s/men’s sessions, etc.) greatly improved operational efficiency and user satisfaction.
Real-time Visibility Changes Everything
Providing a live dashboard for staff and a clear schedule portal for users transformed pool management from reactive to proactive, giving complete oversight of attendance and capacity.
RFID + Digital Membership Wins
Moving from physical cards to RFID-based contactless access solved the biggest pain points — lost cards, verification issues, and manual session tracking.
Institutional Projects Reward Practicality
Prioritizing usability for non-technical staff over flashy design led to higher real-world impact and long-term system usage.
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