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Polska Akademia Fotowoltaiczna (Polish Photovoltaic Academy) is a respected institution offering high-quality training for photovoltaic installers. To increase the effectiveness of training management and simplify certificate issuance,
the Academy approached us to implement a CRM system organizing coordinators' work around training preparation, sales, analysis, and a complete history of trainings attended by installers from all over Poland. Following the initial Kick-Off workshops with the Client, we decided to implement the modern powerCRM system for this purpose. This case study presents the design process and challenges associated with designing the UX system for this CRM.
Streamlining the training process
Easing training registration, monitoring participant progress, and automating the assessment process.
Ease of obtaining certificates
Providing an intuitive interface for generating trainings by coordinators, review and approval by the administrator, and certificate downloads by installers after completion.
Effective information management
Centralization of participant data, training history, and ratings in one system.
A diverse user base
The system has to support varied user groups such as training participants, instructors, administrators, and guests.
Data security
Securing the confidentiality of participant data and certificates required implementing strong security mechanisms and safe online payments.
Integration with existing systems
Complex integration requirements with the Academy's existing systems, such as the registration system and installer database.
Adaptation to different devices
Ensuring UI responsiveness across various devices such as computers, tablets and smartphones.
Requirements discovery
We consulted with stakeholders, conducting interviews with administration, instructors and training participants to understand their needs and expectations of the CRM features for each user group.
Persona creation
Based on existing data (desk research) and assessment of target-audience needs, we prepared personas for each main user group — identifying their goals, challenges and preferences. The work was done in a workshop format together with a three-person Client team.
User flow and interface architecture
The next step was preparing the user flow for each user type. Preliminary interface sketches took shape, addressing navigation, page layout, and interactions.
UX prototyping
We built an interactive prototype internally, enabling stakeholders to test features and give feedback during joint workshops.
Tests and further prototype iterations with system users
We ran tests with real users — coordinators, who are the main system users. We collected feedback on usability, clarity and system effectiveness during in-depth studies.
UI design
After wireframing based on user feedback and successive project iterations, we moved into UI layer design.
Optimized training process
As a result of the work, we simplified installer registration for training and increased coordinators' efficiency in the training-creation process per given parameters and types.
Easy generation and acquisition of certificates
The interface was adapted for easy browsing and downloading of certificates by installers, increasing their satisfaction. For coordinators, the certificate-generation mechanism combined with automated email delivery significantly shortened work time and after-sales support.
Effective information management
Data centralization enabled better management of participants, courses, and ratings — contributing to effective administration of the Academy.
Designing a UX system for the Photovoltaic Academy's CRM was a challenge — but through research strategies, an iterative approach, and user testing, we succeeded in creating a modern, effective system that meets the expectations of user groups and Academy staff.
