Workload is a cross-platform project management and team collaboration suite built for agencies and growing teams available as a full-featured web application and a companion mobile app.
It brings project planning, task management, time tracking, team communication, and client-facing quoting/invoicing into a single connected system.
Lumestea Innovex Private Limited partnered with Workload to design and build Workload end-to-end — from UX research and interface design in Figma to a production-ready Vue.js web app and Flutter mobile app, backed by a scalable Appwrite + AWS infrastructure.
Problem
Statement
Teams running client projects typically juggle 4–5 disconnected tools — one for tasks, another for time tracking, a separate chat app, and a spreadsheet or invoicing tool for client billing. This fragmentation creates real, everyday friction:
- Constant context-switching between tools slows decision-making
- No single source of truth for project status, budgets, or deadlines
- Time tracking is inconsistent, making project costing and client invoicing unreliable
- Field/remote team members lose productivity without offline access on mobile
- Managers lack real-time visibility into workload, approvals, and team capacity
Workload needed to solve this without becoming "yet another tool" — it had to feel like the only tool a team needs.
Objectives
- Centralize project planning, tasks, time tracking, and client billing into one connected workspace
- Deliver true feature parity and visual consistency across web and mobile while optimizing each for its context of use
- Enable real-time collaboration — chat, comments, notifications, and approvals — without leaving the platform
- Build an offline-first mobile experience so field teams never lose tracked time or task updates due to connectivity gaps
- Give agencies a built-in way to manage customers, quotes, and invoices alongside their project work
- Architect the system to be scalable and maintainable using a modern, cost-efficient tech stack
Wireframes
- Low fidelity wireframes to visualize the structure, user flow and core functionality of the workload management system.
Discover &
Research
Before any screen was designed, the team invested in understanding the real workflows of project-driven teams:
- Stakeholder interviews with project managers, designers, and team leads to map daily pain points
- Competitor analysis across established project management and time-tracking tools to identify gaps and opportunities
- Workflow mapping of the full project lifecycle — from lead/quote to project kickoff, execution, time logging, and final delivery
- Requirement gathering across three user contexts: admins/managers (web-heavy), individual contributors (mobile-heavy), and clients (quote approval, read-only visibility).
Design Process
- The Workload experience was shaped through an iterative, user-centered design process:
Strategy &
Solution
Based on research findings, the product was split strategically by context:
- Web — the command center Dashboards, multi-view project management (Table / Board / Gantt), customer and quote/invoice management, timesheets, reporting, and team-wide settings — everything a manager or admin needs to plan, track, and bill.
- Mobile — the on-the-go workspace A fast home dashboard, quick task and project updates, a built-in time tracker with manual entry, team chat, push notifications, schedule/time-off requests, and — critically — offline mode with automatic sync so field teams are never blocked by a weak connection.
- Shared foundation A single Appwrite backend and AWS infrastructure keep both apps in sync in real time, so a task updated on mobile reflects instantly on the web dashboard and vice versa.
Feature prioritization followed an MVP-first approach — core project, task, and time-tracking flows shipped first, with quoting/invoicing, Kanban boards, and channel-based chat layered in as the platform matured.
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Project & Task
Management
1. Multiple project views: Table, Board (Kanban), and Gantt
2. Task detail pages with status, priority, checklists, and file attachments
3. Threaded comments and @mentions on tasks
- Time Tracking
1. One-tap start /stop timer with live task label
2. Task detail pages with status, priority, checklists, and file attachments
3. Threaded comments and @mentions on tasks
-
Project & Task
Management
1. Multiple project views: Table, Board (Kanban), and Gantt
2. Manual time entry with project, task, and notes
3. Daily and weekly time-log history with per-project breakdown.
- Team Collaboration
1. Direct messages and topic-based channels/groups
2. Categorized, real-time notifications
3. Approval and request workflows (e.g., edit requests, audits)
- Reporting & Insights
1. Daily task overview charts
2. Hours-spent-per-project breakdown with total hours
- Mobile-First Reliability
1. Offline mode with local change queue
2. Automatic background sync with failure detection and retry
3. Time-off requests and weekly schedule view
- Account & Security
1. Email/password authentication with Google sign-in
2. OTP verification via SMS or email
3. Guided forgot-password and reset-password flow
Results &
Impact
Based on research findings, the product was split strategically by context:
- Consolidated task management, time tracking, team chat, and client invoicing into a single connected workspace — removing the need to juggle multiple disconnected tools
- Real-time visibility for managers into project status, deadlines, and team workload through live dashboards and reporting
- Reliable time tracking for field and remote teams, even in low- or zero-connectivity conditions, through offline-first sync with automatic retry
- In-house quote-to-invoice workflow, removing manual back-and-forth over email or spreadsheets and giving clients a direct accept/decline flow
- One consistent source of truth across web and mobile, so every team member — regardless of role, location, or device — works from the same live project data
Feature prioritization followed an MVP-first approach — core project, task, and time-tracking flows shipped first, with quoting/invoicing, Kanban boards, and channel-based chat layered in as the platform matured.
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- Discover how we tackled diverse challenges through research, strategy, and thoughtful design solutions.
Client Testimonial
- Real feedback from our collaboration, highlighting the impact of our design approach and outcomes.
Crystal Maiden
CEO at workload
- Working with Lumestea Innovex on Workload gave us a platform that finally matches how our team actually works. The web dashboard keeps managers in control, and the mobile app keeps the field team moving — even offline. It feels like one product, not two."