BOOKING PLATFORM

Improving operational efficiency for room booking and invoicing

ROLE

UX Designer

Timeline

OCT 2024 - MAY 2025

About La Peña Cultural Center

Based in Berkeley, California, La Penã Cultural Center is a nonprofit organization dedicated to promoting social justice, arts, and empowerment of the community through cultural events and education.

Founded in 1975, La Penã has been a pillar in the Latinx and multicultural community in the Bay area, where they host 150+ events and workshops every year.

With the support of educatiors and artists, La Peña continues to create a beautiful community where culture can come to inspire change.

Research

To better understand the problems La Peña was facing, we met with key stakeholders to pinpoint what their concerns were and user pain points. Through interviews, we learned that La Peña struggles with managing their operation needs with just spreadsheets and word documents.

Without a platform to manage event booking and invoice generation, this leads to delays, miscommunication, and an overall inefficient process.

Problem

La Peña’s booking and invoicing process slows down what should be simple.

Manual Entry

Admins must take events from a spreadsheet and input them into Google Calendar to keep track of them. This increases their workload.

Manual Invoice Generation

Admins must generate invoices manually from a payment tracker worksheet. This means user error is greatly increased, and the process is tedious.

No Invoice History

If invoices are not properly managed and saved, they are essentially lost.

Prioritizing key features and user flows

Following our research, we worked with our project lead for feature prioritization to define a MVP.

Centered around creating and editing room bookings, as well as invoice generation.

  1. View all room bookings by date and event/program

  2. Edit bookings for situations such as changing event dates/information and adding new bookings.

  3. Assign charges to classes to adjust room rates and additional charges.

  4. Generate and edit invoices.

Iterations

Beginning from intitial conception from October 2024 to Feburary 2025, I have iterated over the invoice managment portal several times, simplying the flow and strengthening visual clarity.

INVOICE #001

To:

[Name]

[Mailing Address]

[Phone]

[Street Address]

[City, Zip Code]

Phone, Fax

La Peña Cultural Center

COMMENTS:

$100

Room required additional deep cleaning.

$100

CHARGE

DESCRIPTION

TOTAL

Edit

Name

Review

Payments

Activity

Name

$100.00

$100.00

Room required additional deep cleaning

Invoice Date:

Due Date:

Amount due: $0.00

10/1/24

Cash

$100.00

[Contact Info]

Invoice Summary

Charge

Description

Total

$0.00

$100.00

Subtotal

Total

Date

Activity

By

Date

Method

Amount

Preview

Update

Oct. 1 - Oct. 31

$100.00

$20.00

Previous

Billing Period

Amount Due

Remaining Balance

Invoice Details

Program:

Immigrant Rights Solidarity Week: Become an Immigration Rights Ambassador Workshop

Billed to:

Edit Payment

Email History

John James

johnjames@gmail.com

Preview

Date

Change Log

1/15/25

View PDF

MM/DD/YY

$___.___

Date

Amount

SENT

FALL

-

Preview

Invoice Details

Sent

Fall

-

Email History

1/15/25

View PDF

1/05/25

View PDF

Edit

Billing Period

Amount Due

Remaining Balance

Oct. 1 - Oct. 31

$100.00

$20.00

Previous

La Peña Cultural Center

3105 Shattuck Ave., Berkeley, CA 94705

lapena.org

INVOICE

Generated on 10/25/2025

Recurring Program

Immigrant Rights Solidarity Week: Become an Immigration

Rights Ambassador Workshop

Lead Artist(s)

Jay Sotelo - jaysotelo@gmail.com

Jessie He - jessiehe@gmail.com

Nate Pietrantonio - thenatepie@gmail.com

William Garcia - willgarcia@gmail.com

Designated Payer

Tim Adams - timadams@gmail.com

Classroom Rental Monthly Statement

October 2025

Sessions

Date

Classroom

Rental Hours

Room Fee

Adjustment Type(s)

Total

10/10/25

Community

9:30am

to

11:30am

$

20.00

/hr

None

$

40.00

10/17/25

Community

9:30am

to

11:30am

$

20.00

/hr

None

$

40.00

10/24/25

Community

9:30am

to

11:30am

$

20.00

/hr

None

$

40.00

Subtotal

$ 120.00

Summary

Description

Adjustment Type(s)

Total

Past Due Balance

$

20.00

Current Statement Subtotal

None

$

140.00

Total Amount Due

$

160.00

Payments are due at the end of each month.

Make your payment at: lapena.org/payment

For any questions,

please contact: classes@lapena.org

Payments

Add

2/01/25

$20

1/16/25

$20

1/06/25

$20

Program:

Immigrant Rights Solidarity Week: Become an Immigration Rights Ambassador Workshop

Initial Wireframe

December 2024

January 2025

February 2025

Invoice and booking managment. All in one platform.

Invoice dashboard and summary:

Admins struggled with tracking payment statuses and invoice history across different events. The new invoice dashboard and summary page address this by centralizing key information. Allowing staff to add payments, view invoice history all in one place for a single source of truth.

Invoices

3

Filters

Search...

STATUS

INVOICE SENT

PROGRAM

PAYER(S)

DEADLINE

SEASON

DOWNLOADS

Past Due

Salsa with Consuelo

Timothy González

Thu. 1/31/2025

Winter

Past Due

Beginners Bachata Class

Jessie He, Jay Sotelo

Thu. 1/31/2025

Winter

Past Due

Merengue Dance Series

Jessie He

Thu. 1/31/2025

Winter

Past Due

Old Guard “Third Wednesday” Gathering: Immigrant Rights Solidarity Week

Jessie He

Thu. 1/31/2025

Winter

Unpaid

Aguacate Music Kids: Bilingual Family Classes

John James

Thu. 1/31/2025

Winter

Unpaid

Bodywerk Dance: Afrobeat Hip Hop Fusion

John James

Thu. 1/31/2025

Winter

Unpaid

Salsa with Consuelo

John James

Thu. 1/31/2025

Winter

Unpaid

Salsa and Hip Hop with Ricky

John James

Wed. 8/30/2025

Fall

Paid

La Cumbia at La Peña ft. DJ Rabeat

John James

Wed. 8/30/2025

Fall

Paid

Capoeira Angola

John James

Mon. 7/31/2025

Summer

Paid

Old Guard “Third Wednesday” Gathering: Immigrant Rights Solidarity Week

John James

Thu. 1/16/2025

Summer

Paid

Afrobeats Sing Along

John James

Mon. 7/31/2025

Summer

1 of 2

View and edit invoices, adjust charges:

With dozens of active room bookings each month, La Peña’s staff needed a faster, clearer way to manage invoices. The ability to edit charges, add notes for changes in pricing directly within the invoice streamlines processing times giving admins more time to focus on other aspects of the nonprofit.

Payments are due at the end of each month.

Make your payment at: lapena.org/payment

For any questions,

please contact: classes@lapena.org

La Peña Cultural Center

3105 Shattuck Ave., Berkeley, CA 94705

lapena.org

INVOICE

Generated on 10/25/2025

Recurring Program

Salsa with Consuelo

Lead Artist(s)

Consuelo Garcia - consuelo@gmail.com

Jessie He - jessiehe@gmail.com

Nate Pietrantonio - natepie@gmail.com

William Garcia - willgarcia@gmail.com

Designated Payer

Timothy González - timothygonzalez@gmail.com

Classroom Rental Monthly Statement

October 2025

Sessions

DATE

CLASSROOM

RENTAL HOURS

ROOM FEE ADJUSTMENT

ROOM FEE

TOTAL

Tues. 10/1/2025

Community

9:30 am - 11:30 am

Adjust

$20.00/hr

$

40.00

Thu. 10/3/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/8/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

Thu. 10/10/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/15/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

Thu. 10/17/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/22/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

Thu. 10/24/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/29/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

SUBTOTAL

$352.50

Summary

DESCRIPTION

ROOM FEE ADJUSTMENT

TOTAL

Room Fees

Adjust

Community Room

-$1.50

$

18.50

/hr

Theatre Room

-$1.50

$

31.50

/hr

Past Due Balance

$20.00

Current Statement Subtotal

$

352.50

TOTAL AMOUNT DUE

$304.50

Salsa with Consuelo_October 2025_Classroom Rental Summary

Save

Invoices

3

Payments are due at the end of each month.

Make your payment at: lapena.org/payment

For any questions,

please contact: classes@lapena.org

La Peña Cultural Center

3105 Shattuck Ave., Berkeley, CA 94705

lapena.org

INVOICE

Generated on 10/25/2025

Recurring Program

Salsa with Consuelo

Lead Artist(s)

Consuelo Garcia - consuelo@gmail.com

Jessie He - jessiehe@gmail.com

Nate Pietrantonio - natepie@gmail.com

William Garcia - willgarcia@gmail.com

Designated Payer

Timothy González - timothygonzalez@gmail.com

Classroom Rental Monthly Statement

October 2025

Sessions

DATE

CLASSROOM

RENTAL HOURS

ROOM FEE ADJUSTMENT

ROOM FEE

TOTAL

Tues. 10/1/2025

Community

9:30 am - 11:30 am

Adjust

$5.00/hr

$

10.00

Holiday discount on this day.

-$15

Thu. 10/3/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/8/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

Thu. 10/10/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/15/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

Thu. 10/17/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/22/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

Thu. 10/24/2025

Theatre

9:30 am - 11:30 am

Adjust

$16.50/hr

$

33.00

Tues. 10/29/2025

Community

9:30 am - 11:30 am

Adjust

$20/hr

$

40.00

SUBTOTAL

$352.50

Comment

Custom

Summary

DESCRIPTION

ROOM FEE ADJUSTMENT

TOTAL

Room Fees

Adjust

Community Room

-$1.50

$

18.50

/hr

Theatre Room

-$1.50

$

31.50

/hr

Past Due Balance

$20.00

Current Statement Subtotal

$

352.50

TOTAL AMOUNT DUE

$304.50

Invoices

3

Salsa with Consuelo_October 2025_Classroom Rental Summary

Save

Easy booking management with fewer clicks:

La Peña’s new centralized dashboard eliminates the need to toggle between Google Calendar and email threads. With all events, dates, and room details in one place, staff can manage bookings seamlessly, reducing back-and-forth and making scheduling faster and more intuitive.

Programs

3

Programs

Summary

Invoice

Immigrant Rights Solidarity Week: Become an Immigration Rights Ambassador Workshop

Custom

Usually

10:00 am - 11:00 am

on

Tue.

in

Room

11:00 am - 12:00 am

on

Thur.

in

Room

Starts on

Thur. 2/6/2025

and ends on

Thur. 2/20/2025

John James

Julio King

Johnjames@gmail.com

Theater

60.00

/ hour

Room Information

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Program Information

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Sessions

Select

Filters

Revise Session(s)

Thu. 2/6/2025

11:00 am - 12:00 pm

Theater

John James

John James

Tue. 2/11/2025

10:00 am - 11:00 am

Theater

John James

John James

Thu. 2/13/2025

11:00 am - 12:00 pm

Theater

John James

John James

Tue. 2/18/2025

10:00 am - 11:00 am

Theater

John James

John James

Thu. 2/20/2025

11:00 am - 12:00 pm

Theater

John James

John James

Programs

3

Editing Session of Program

Immigrant Rights Solidarity Week: Become an Immigration Rights Ambassador Workshop

10:00 am

to

11:00 am

On Tuesday

2/6/2025

Lead artist(s)

Payee(s)

address@email.com

Theater

60.00

/ hour

Room Information

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General Information

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Save

Testing and further iterations

Information icons for notifications

In our second usability test, we recieved feedback that the notifications table for the invoice side was confusing. Users found it difficult to understand the labels (ie. Sent, Not Sent, Both) for each notification and wanted clarification on what they meant. To target this problem, I implemented information icons next to labels for users to reference.

This is default

Payment Overdue (5+ Days)

Email Has Not Been Sent (1+ Weeks)

Past Due and Email Not Sent

Outcome and plans for future iterations

With this new and improved way to track events and invoices all in one system, I created an experience that condensed a scattered workflow quick and simple for admins to manage their bookings and invoices.

This project has been presented and was well-recieved by La Peña’s stakeholders and is currently being deployed!

Reflection - Adapt to change

Tailored Understanding

When I communicate design solutions to colleagues and clients, I empathize with both development and business perspectives, and explain decisions backed by data and transparency.

Be Agile

In the industry, projects are almost never linear. At La Pen˜a, I had to adapt to client requests but also prioritize features.

Connect with me!

Navigation

Selected works

Resume

© 2025 – Winston Lee

Connect with me!

Navigation

Selected works

Resume

© 2025 – Winston Lee

Connect with me!

Navigation

Selected works

Resume

© 2025 – Winston Lee