Koordi – Event Coordination App for Volunteer Organizations
Around 40% of the population does some form of volunteer work, but most of it is organized through a patchwork of WhatsApp groups, spreadsheets, and verbal agreements. We designed Koordi, an all-in-one mobile app that brings task management, team communication, and real-time navigation together in one place. The goal was simple: make the time volunteers actually spend coordinating feel worth it, not wasted.
The Challenge
Volunteer event coordination is a mess of WhatsApp threads, shared folders, and spreadsheets that don't talk to each other. Helpers show up not knowing where to go. Organizers spend their energy managing tools instead of managing the event.
Process & Key Decisions
I started by separating the two user groups — they need opposite things from the same app.
Helpers arrive on the day needing one quick answer: Where do I go? What am I doing? They want to check the app and put it down.
Organizers need structure before and during the event: task assignment, team communication, logistics tracking.
That gap led to the most important design decision: Event Mode — a switched app state that activates when the event goes live, hiding planning tools and surfacing only what matters in the moment: the map, your tasks, your channel.
I also scoped communication channels to work groups, not the whole team. A general chat becomes noise fast when you have separate crews for setup, catering, and guest management.
Tasks were designed around the four questions helpers actually ask — When? Where? Who's responsible? Which team? — rather than generic task-management conventions.
The Solution
Five core features: helper management, task management (with time, location, responsibility, and work group), Event Mode, a map view showing helpers and key locations on-site, and group-scoped channels for communication.