Scaling Multi-Role Registration Across Web & Mobile
Client Overview
StriveScan is a higher education recruitment platform that connects high school students with colleges. The platform enables student scanning, post-event engagement, and institutional reporting. As StriveScan expanded, so did the operational complexity of how institutions register, pay, manage permissions, and access reporting across multiple fairs.
StriveScan partnered with Arro Labs to redesign and re-architect their Institution Registration experience into a scalable, role-aware system that could support growth without increasing operational friction.
Challenge
Institution Registration had evolved from a single form flow into a distributed system and over time, workflows had become tightly coupled but inconsistently modeled in the UI.
Financial states, permissions, and reporting logic were complicated mental models, creating friction for admins and fair hosts.
Arro Labs was engaged to bring clarity to the system model and redesign the product experience around that foundation.
Client Quote
Arro Labs brought clarity and structure to a highly complex registration workflow. Their team translated our operational requirements into an intuitive, scalable experience for Super Admins, Fair Hosts, College Reps, and students alike.
CEO, Dan Saavedra
Process
We approached this as a systems architecture challenge, not just a UI refresh.
Full Ecosystem Mapping
We mapped the model across user types including admins, fair hosts, college reps, and students, defining:
- Form-level vs. Fair-level data ownership
- Explicit financial states (Completed, Partially Refunded, Refunded, Cancelled)
- Role-based permission tiers (Full, Financial Only, View Only)
This architectural clarity informed a redesigned Dashboard Index that centralizes form management, transaction oversight, and fair performance reporting.
Design System Implementation
We codified the architecture into a tailored Flux UI component system, ensuring financial states, dashboard modules, and permission logic were expressed as reusable, scalable patterns. This reduced UI drift, improved cross-team velocity, and ensured new features could be layered onto a stable foundation rather than reintroducing fragmentation.
Financial Transparency by Design
We introduced manageable transaction states and refund constraints, ensuring revenue reporting reflects real outcomes while preventing ambiguous financial actions.
Further, we established a preview pattern leveraging flyout panel style previews for table data. This enabled users to quickly review and manage records in context in dense workflows.
Cross-Platform Infrastructure
A QR-based walk-in flow now enables on-site college reps to register, pay, and unlock scanning in real time — without manual intervention — while preserving reporting integrity.
Outcomes
Institution Registration is now a unified product system with clear ownership boundaries and predictable financial logic.
The redesign delivered:
- Centralized dashboard indexing across forms and fairs
- Transparent transaction states and refund constraints
- Secure role-based sharing and financial controls
- Real-time scan unlocking tied to verified registration
- Scalable multi-fair pricing and configuration
What was once operationally fragile is now foundational infrastructure.
Beyond surface improvements, the redesigned system reduced operational ambiguity across teams. Financial stakeholders can reconcile revenue with confidence. Fair hosts can distinguish between registered, attended, and unregistered institutions without cross-referencing multiple reports. College reps experience clearer pricing logic and predictable registration behavior. Most importantly, scanning access, payment state, and dashboard reporting now operate from a shared source of truth. This alignment strengthened internal efficiency while improving trust in the platform's data accuracy during high-volume event cycles.
Institution Registration evolved from a collection of connected features into a modeled, extensible system that supports StriveScan's continued growth.
