Airlines operate in a dynamic, constantly changing environment - but the tools used to manage flight crews haven’t caught up.
Most aircrew members still juggle multiple disconnected systems, spreadsheets, and manual updates to manage their schedules and requests.
WeFly was designed to change that.
It’s a smart, all-in-one management system built for flight attendants, pilots, and HR staff, allowing them to stay organized, informed, and connected -wherever they are.
Introduction
The Problem
Many airlines still rely on outdated or manual systems.
Flight attendants currently manage multiple disconnected platforms- for schedules, requests, procedures, forms, and updates.
This fragmented experience leads to confusion, wasted time, and a lack of control and connection to the organization.
Additionally, the user base is very diverse in both age and digital literacy, requiring a clear, intuitive, and consistent experience that suits everyone.
The system was built for all aircrew and HR staff, but for the purpose of research and design, I chose to focus on flight attendants- the largest and most active user group - to present a focused, in-depth process.
Research
Research Methods- Two types of research were conducted:
Quantitative Research
An anonymous survey answered by 40 flight attendants
Qualitative Research
in-depth interviews with six participants of different seniority levels.
In addition, a competitive analysis was conducted on Organizer- a popular app used by flight crews.
-
Aircrew members rely on too many disconnected and complex systems each for a different task. This constant switching and learning create confusion and frustration, making them feel like they’re working for the systems instead of the systems working for them.
-
A recurring sense of invisibility- employees feel like “just a number.”
-
Difficulty receiving real-time updates and performing shift or flight swaps.
-
The majority of users operate mainly from mobile devices, emphasizing the need for a full mobile version.
Key Findings
Solution
WeFly connects all the data, procedures, messages, and requests in one place.
The system is modular, and the main module provides flight attendants with:
The system was designed from the start for both mobile and desktop, ensuring full access for aircrew on the move, alongside a convenient management interface for HR teams.
Role & Task Analysis
1. Job Level Flight Attendant - the most junior operational role in the flight crew hierarchy. During flights, reports to the Purser (chief flight attendant) and pilots (First Officer & Captain). Between flights, reports to a mentor (senior attendant), then to a group manager, and finally to the Head of Cabin Crew. Has no direct subordinates, works collaboratively across departments.
Task | Frequency | Importance | Difficulty | Summary |
|---|---|---|---|---|
Explore layover destination recommendations | 2 | 4 | 3 | 9 |
View estimated monthly salary | 1 | 4 | 4 | 9 |
Gather destination info for layovers | 2 | 3 | 3 | 8 |
Sync schedule with personal calendar | 3 | 5 | 5 | 13 |
Check post-flight legal duty hours | 5 | 3 | 1 | 9 |
View assigned flight crew | 4 | 4 | 2 | 10 |
Receive real-time flight delay updates | 2 | 5 | 5 | 12 |
Receive shuttle (transportation) details | 5 | 5 | 1 | 11 |
Read and sign new company procedures | 4 | 4 | 1 | 9 |
Book discounted personal flights | 1 | 4 | 5 | 10 |
Get information on leisure flights | 2 | 4 | 4 | 10 |
Review essential pre-flight info | 5 | 3 | 1 | 9 |
Send a flight swap request | 3 | 5 | 4 | 12 |
Find a crew member for a flight swap | 3 | 5 | 5 | 13 |
Review next month’s flight schedule | 4 | 4 | 2 | 10 |
Log sick days | 1 | 5 | 2 | 8 |
Request days off | 2 | 5 | 3 | 10 |
Submit monthly flight requests | 2 | 5 | 5 | 12 |
- 01
- 02
- 03
- 04
- 05
Information Architecture & User Flow
UX Decisions
01
Memory / Cognitive Load
The Question
Should the flight number appear as part of the flight details?
Pros: Quick identification for experienced users.
Cons: Adds cognitive load and relies on memory instead of clear information.
Decision
Remove the flight number from the main schedule view and display it only in steps where users must input it (e.g., swap form).
The Question
Should the swap form include a progress bar, summary step, and success message?
Does it overload and lengthen the form or is it important to have it?
Decision
Based on Operant Conditioning, Serial Position Effect, and Peak-End Rule, these elements were added to strengthen positive learning and user confidence:
-
Progress bar: creates a sense of advancement and control.
-
Summary step: reinforces key details and improves memory retention.
-
Success message: provides closure and positive reinforcement.
02
Learning & Cognitive Biases
Main Screens
Summary & Insights
-
Holistic approach: Centralizing all aircrew needs in one place dramatically improves workflow and clarity.
-
Simple, universal language: Essential for users with diverse ages and tech skills.
-
Full mobile accessibility: A must for aircrew members constantly on the move.
-
Intuitive interaction: Increases a sense of control, belonging, and reduces frustration.