BOOKING PLATFORM
Improving operational efficiency for room booking and invoicing
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.
View all room bookings by date and event/program
Edit bookings for situations such as changing event dates/information and adding new bookings.
Assign charges to classes to adjust room rates and additional charges.
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.