AOEU District Admin Reports
Empowering school admins and art directors to make informed decisions about renewals.
- Role
- Product Designer (Contract)
- Timeline
- Client: The Art of Education University
- Year
- 2023
- Tools
- Figma
OVERVIEW
FLEX Curriculum and PRO Learning help art teachers find lesson plans, worksheets, and videos for their classrooms. With no national standardized K-12 testing for the arts, school districts often underfund art education — so many teachers buy these resources themselves or look for alternative funding. Budget cuts and external factors often result in schools canceling these subscriptions.
CHALLENGE
How might we show district admins and visual arts directors the value of art education in real time — without relying on engineering and marketing to build one-off usage reports?
USER RESEARCH
We mapped every role that touches a renewal — then designed for the two who decide.
- 01
Personas for Arts Directors, District Administrators, newbie art teachers, and veteran art teachers mapped who uses FLEX/PRO and who decides on renewals.
- 02
Competitive analysis of McGraw Hill, Savvas Realize, TeachBoost, Otus, Davis, and Sparkle surfaced common dashboard patterns: permissions, login rates, content usage, and top users.
- 03
Customer Success interviews revealed that manually generated reports had become too slow and unsustainable as the product expanded to more districts.
USER INSIGHTS
Four people touch a renewal — but only two actually decide.
We profiled the full chain of users around FLEX and PRO to understand where reports would land, who would read them, and what each role needed to see before a renewal conversation.
Arts Director
Decision makerNeeds district-wide evidence that art education is moving — engagement trends, content reach, and proof to defend the budget upstream.
District Admin
Decision makerManages licenses and entitlements across schools. Wants one surface to see who is using what, without pulling Customer Success into every question.
New Teacher
Daily userLeans on FLEX for lesson plans and worksheets. Their activity is the strongest early signal of product value — but they don't see reports.
Veteran Teacher
Daily userUses PRO Learning for professional development. Their engagement validates the deeper investment — and feeds the topics admins care about.
USERFLOW
Userflow
The Self-Service Portal was expanded to include reports, letting district admins add and remove users, grant and revoke product licenses, keep track of licenses, and view data reports.
WIREFRAMES
Wireframes
Initial wireframes positioned reports within the portal and optimized the metrics dashboard. Customer feedback showed separating reports from the portal reduced clutter, and testing across districts with diverse activity levels finalized the visual approach.
DESIGN PROCESS
Customer Success & Renewals
The AOE Customer Success team supports districts throughout their licensing period and encourages renewals. They often shared usage data to reinforce value — which required engineers to pull reports and marketing to turn stats into visual one-sheets.
Empowering Customers with Self-Service Tools
Prior work at AOEU included the District Admin Self-Service Portal, giving Customer Success and district admins a revamped system to manage teacher licenses and make swift licensing decisions.
FINAL SOLUTION
The MVP introduced a Reports tab in the Self-Service Portal showing teacher materials accessed, student materials accessed, teacher engagement, and trending content topics — in modular cards built for expansion, with numeric values that suit low- and high-activity districts, a dynamic PRO Learning topics bar graph, PDF/JPG/CSV downloads, and school-year activity ranges.
08 · Impact & Results
Report tickets
−40%
Admin engagement
+25%
Renewal strategy
Refined
Custom reports
On demand
09 · REFLECTION
"Giving customers their own data turned a slow, manual process into an always-on story about the value of art education — and closed the loop completely: a custom report for any district can now be generated the moment someone asks for one, with no engineer pulling data and no marketing one-sheet."
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