Digvijay Portfolio

Sync

Desk H2-12 · near Design

Booked 3:30 PM, before you asked

Aims to ease the daily booking ritual, and return the space nobody is using.

SYNC AGENT

Parking P12 · Level B1

You drive on Tuesdays

Role

Product Designer

End-to-end

Team

Solo concept

Self-directed

Duration

1-day sprint

Rapid concept

Year

2026

April

(01)

Project overview.

Sync is a concept for an agentic booking assistant in a hybrid workplace built on hot-

desking. Instead of a form you fill in every morning, it reads your calendar and holds the

desk, room and parking your day actually needs before you're awake.

Sync is a concept for an agentic booking assistant in a hybrid workplace built on hot-

desking. Instead of a form you fill in every morning, it reads your calendar and holds the

desk, room and parking your day actually needs before you're awake.

14:33

check

Atlas is back in the pool.

One hour of Floor 5 returned before anyone had to ask for it.

1 hr

freed

were waiting

ghosts left

WHAT CHANGED

undo

Released

Atlas · 15:00 – 16:00

lock

Kept

Desk D4-22 · Parking P12

Undo this release

Done

I'll keep watching for rooms nobody needs.

14:33

check

Atlas is back in the pool.

One hour of Floor 5 returned before anyone had to ask for it.

1 hr

freed

were waiting

ghosts left

WHAT CHANGED

undo

Released

Atlas · 15:00 – 16:00

lock

Kept

Desk D4-22 · Parking P12

Undo this release

Done

I'll keep watching for rooms nobody needs.

9:41

home

Home

map

Map

bolt

Activity

person

You

add

TUESDAY, 11 AUG

notifications

Good morning, Digvijay

auto_awesome

I booked your whole day at 6:31 AM

Desk, parking and Atlas are held

chevron_right

TODAY

10:00

Design Review

Atlas · Floor 5

13:00

1:1 with Priya

Nook 3 · Floor 2

16:00

Sprint Review

Beacon · Floor 5

YOUR WORKPLACE

desk

Desk

D4-22

local_parking

Parking

P12

meeting_room

Room

Atlas

NEEDS YOUR CALL

Design Review moved to 16:30

Atlas is only yours until 16:00. I found Nimbus.

Review

9:41

Booking your Tuesday

This usually takes about eight seconds.

check

Checked live occupancy

check

Reserved desk D5-08

check

Booked parking P12

radio_button_unchecked

Holding Atlas 10:00

radio_button_unchecked

Updating your calendar

Cancel

(02)

The Context.

Modern corporate offices increasingly run on a hot-desking model, where employees no longer own a fixed seat. Hybrid workers come in only on selected days, mainly for meetings and collaboration, and must book whatever resources they need each time.

(03)

The Challenge.

Hot-desking freed the floor plan but pushed the work onto people. Every day meant re-booking a desk, chasing rooms that vanished when a meeting moved, and living with ghost bookings that hoarded space nobody used.

Manual, repetitive booking every

single morning

Manual, repetitive booking every

single morning

Rooms disappearing the moment a

meeting shifts

Rooms disappearing the moment a

meeting shifts

Ghost bookings holding space

others are waiting on

Ghost bookings holding space

others are waiting on

Brief

Design an agentic AI that handles all of this proactively, while keeping the user firmly in control.

(04)

My Approach.

(05)

Design Strategy.

track_changes

Business Objective

Manage and utilise meeting rooms, desks and parking efficiently, reducing the friction of booking and ensuring a seamless hybridwork culture.

bolt

Solution Overview

An agentic AI-powered app that works quietly in the background , reducing the load

on employees.

An agentic AI-powered app that works quietly in the background , reducing the load

on employees.

calendar_month

Reads context

Integrates with calendar, location & past booking preferences.

sync

Re-routes automatically

Reschedules resources when meetings are postponed or cancelled.

auto_awesome

Books proactively

Chalks out office days and auto-books the resources you'll need.

Remove repetitive manual booking effort

Free up "ghost-booked" resources for others

Maximise utilisation of shared workspace resources

(06)

Three frictions in the current experience.

sync

Schedules shift dynamically

Meetings get moved, cancelled or pushed days

later.

Meetings get moved, cancelled or pushed days

later.

PAIN POINT

Employees must manually update every

booking, wasting work time and causing

frustration.

Employees must manually update every

booking, wasting work time and causing

frustration.

schedule

Manual booking is slow

Opening the portal, entering details, picking

resources and parking takes real effort.

Opening the portal, entering details, picking

resources and parking takes real effort.

PAIN POINT

Repetitive entry leads to fatigue and mistakes,

like wrong slots or missed bookings.

Repetitive entry leads to fatigue and mistakes,

like wrong slots or missed bookings.

event_busy

Forgotten "ghost" bookings

People book a room or desk and forget to cancel

when plans change.

People book a room or desk and forget to cancel

when plans change.

PAIN POINT

Locked-up resources sit idle while others who

need them can't book, wasting capacity.

Locked-up resources sit idle while others who

need them can't book, wasting capacity.

(07)

Who is Sync for ?

Neha

Product Manager

DEMOGRAPHICS

Age: 28

Work Style :
Highly collaborative, constantly switching between focus work and meetings.

About :
curious and adaptable product manager who enjoys solving complex problems and working closely with different teams. .

Age: 28

Work Style :
Highly collaborative, constantly switching between focus work and meetings.

About :
curious and adaptable product manager who enjoys solving complex problems and working closely with different teams. .

"My day changes by the hour, so my bookings should keep up without me babysitting

them."

"My day changes by the hour, so my bookings should keep up without me babysitting

them."

PAIN POINTS

Constant manual updates to existing bookings

Manual filtering for the right room adds cognitive load

Different resources for each meeting

Constant manual updates to existing bookings

Manual filtering for the right room adds cognitive load

Different resources for each meeting

NEEDS AND GOALS

Meeting rooms with video-conferencing support

To sit near different teams depending on the day's focus

Context-specific spaces, e.g. a room with a large whiteboard

Meeting rooms with video-conferencing support

To sit near different teams depending on the day's focus

Context-specific spaces, e.g. a room with a large whiteboard

DEMOGRAPHICS

Age: 24
Work Style :
Deep-focus worker, in office only 1 to 2 days a week, prefers a quiet environment.
About :
A methodical senior data analyst who does his best thinking in long, uninterrupted blocks and plans his office days around the setup he needs.

"I drive in for deep-focus days, and if my setup and parking aren't guaranteed, the trip is

wasted."

PAIN POINTS

Struggles to find parking spots
Misses his equipment setup because he forgot to pre-book 48 hrs in advance
Doesn’t always get a quiet space

NEEDS AND GOALS

Specific equipment such as a dual-monitor setup.

Prefers to sit in quiet zones for concentration.

A guaranteed parking spot, since he commutes a long distance.

Kabir

Sr. Data Analyst

(08)

User Journey Map.

(09)

Ideas Before Interfaces .

(10)

Meet Sync .

0:00

A control-aware AI agent that books the right spaces, with transparent control.

psychology

Eliminates mental load

When schedules change, the agent quietly handles rebooking, so the user never has to track or fix it.

event_available

Reduces ghost bookings

Resources are released the moment a meeting is delayed or cancelled, freeing them for everyone else.

tune

Keeps the human in control

Every action is visible and reversible, so you can undo, edit or override any AI decision at anytime.

Design System

With limited time constraint and a huge task I decided to use Claude code with my Figma MCP to establish a proper Design system for sync with components and variants along with the colour tokens, Typography and variables inside my Figma file.

Sync

Your AI agent for a seamless
workplace experience

Design System

MCP

Typography

Color Palette

INTER

Regular

Medium

Semi-Bold

Bold

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z a b c d e f g h i j k l m n o p q r s t u v w x y z1 2 3 4 5 6 7 8 9 0

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z a b c d e f g h i j k l m n o p q r s t u v w x y z 1 2 3 4 5 6 7 8 9 0

#0066ff

#ff8d67

#4fe3b6

Components

Button

meeting_room

Floor 5 · 2 min walk

Free now

edit_square

videocam

Screen · Whiteboard · Video

Atlas

8 seats

meeting_room

Floor 5 · 2 min walk

Free now

edit_square

videocam

Screen · Whiteboard · Video

Atlas

8 seats

meeting_room

Floor 5 · 2 min walk

Free now

edit_square

videocam

Screen · Whiteboard · Video

Atlas

8 seats

Button

Resource Card

Bottom bar

Input Fields

home

Home

map

Map

bolt

Activity

person

You

add

home

Home

map

Map

bolt

Activity

person

You

add

home

Home

map

Map

bolt

Activity

person

You

add

home

Home

map

Map

bolt

Activity

person

You

add

Corporate email

person

name@company.com

Corporate email

person

name@company.com

Corporate email

person

name@company.com

Corporate email

person

name@company.com

Corporate email

mail

name@company.com

Corporate email

mail

name@company.com

Corporate email

mail

name@company.com

Corporate email

mail

name@company.com

Corporate email

lock

name@company.com

Corporate email

lock

name@company.com

Corporate email

lock

name@company.com

Corporate email

lock

name@company.com

Agent Interactions

Sync is designed to act on the user’s behalf without making decisions feel invisible. These interactions define how much the agent can do, what it is doing, and what it remembers.

9:41

arrow_back

Autonomy level

How much should

I decide alone?

How much should

I decide alone?

You can change this any time, or per resource.

Full auto

Books and rebooks silently, tells you after.

Confirm first

Proposes, waits for a tap, then books.

check

Manual

Suggests only. You book everything.

info

Parking is always Confirm first

You asked me not to book bays alone

User-defined autonomy

Users decide how much Sync can handle on its own. From fully automatic booking to confirmation-first, autonomy can be adjusted per resource.

Space
Matrix

Team Signal

Calendar
Sync

Almost done..

9:41

Reading calendar

Finding available desks

Matching meeting rooms

Optimizing your commute

Lining up your week...

Transparent agent actions

Sync shows what it is doing while it works, reading the calendar, finding desks, matching rooms, and optimizing the commute, so the agent never feels like a black box.

9:41

arrow_back

Privacy & data

What I keep

Patterns only. Never the contents of your meetings.

check

Which desks you book

6 weeks of history

check

When you arrive

Time of day only

check

Who you sit near

Team, not individuals

Meeting titles or attendees

Never stored

CONTROLS

psychology

Keep learning

Improves what I suggest

history

Review what I remember

5 patterns stored

chevron_right

download

Export my data

A copy of everything

chevron_right

delete

Forget everything about me

I will start from scratch tomorrow

Control over Sync Memory

Sync makes its data boundaries explicit. Users can see what is stored, manage learning, export their data, or erase everything at any time.

The Hero Flow

The final high-fidelity screens, following Neha through a single office day, from an auto-booked morning to a mid-day reroute she never had to touch.

STEP 1

The day, already booked

By 6:31 AM the agent has held Neha's

desk, parking and room straight from her

calendar.

By 6:31 AM the agent has held Neha's

desk, parking and room straight from her

calendar.

STEP 2

A recommendation, not a

command

A recommendation, not a

command

Sync proposes the best-fit space and

always leaves the final call to Neha.

Sync proposes the best-fit space and

always leaves the final call to Neha.

STEP 3

Transparent reasoning

One tap reveals exactly why a desk was

chosen, with no black box.

One tap reveals exactly why a desk was

chosen, with no black box.

STEP 4

The meeting moves

At 1:01 PM Design Review shifts to 16:30

and the held room is about to expire.

At 1:01 PM Design Review shifts to 16:30

and the held room is about to expire.

STEP 5

Re-routed automatically

The agent releases the old room and

secures a new one, with parking, on its

own.

The agent releases the old room and

secures a new one, with parking, on its

own.

STEP 6

Nothing left to do

Everything is confirmed and Neha never

once broke focus.

Everything is confirmed and Neha never

once broke focus.

Ghost bookings & cancelling, on the user's terms

The whole promise of Sync is that it frees space others need without ever acting behind the user's back. These two flows are where that principle is tested, so they got the most attention.

The ghost-booking guardrail

A meeting is cancelled but the room stays held in Neha's name. Sync flags it as a ghost

booking, explains who's waiting, and hands the decision back to her.

A meeting is cancelled but the room stays held in Neha's name. Sync flags it as a ghost

booking, explains who's waiting, and hands the decision back to her.

STEP 1

Spotted on the list

"Atlas · in 40 min" is still held while

plans have quietly changed.

"Atlas · in 40 min" is still held while

plans have quietly changed.

arrow_forward

STEP 2

Flagged, not deleted

"Your 3 PM was cancelled." The

room is still held. Sync asks before

releasing.

"Your 3 PM was cancelled." The

room is still held. Sync asks before

releasing.

arrow_forward

STEP 3

Handed back

One hour of Floor 5 returns to the

pool: 2 people were waiting, 0 ghosts

left.

One hour of Floor 5 returns to the

pool: 2 people were waiting, 0 ghosts

left.

shield

"Nothing is released without you." Every release is opt-in and fully reversible with a one-tap Undo.

Cancelling & changing manually

When Neha wants to steer, the agent steps back. Any booking can be opened, changed, or

cancelled directly, with the AI offering to re-plan only if asked.

When Neha wants to steer, the agent steps back. Any booking can be opened, changed, or

cancelled directly, with the AI offering to re-plan only if asked.

STEP 1

Open any booking

Full detail of what's held, with plain

"Change" and "Cancel" controls.

Full detail of what's held, with plain

"Change" and "Cancel" controls.

arrow_forward

STEP 2

Choose the change

Change the time, swap the desk,

move to another day, or let the agent

handle it.

Change the time, swap the desk,

move to another day, or let the agent

handle it.

arrow_forward

STEP 3

Cancel cleanly

Confirm the cancel and the space is

freed for the pool immediately.

Confirm the cancel and the space is

freed for the pool immediately.

pan_tool

“The agent is a default, never a lock-in. Manual override is always one tap away, and "Keep it as it is" is always an option.”

(11)

What building it taught me

Sync was designed without access to a real workplace, and no booking data sits behind the screens. Three things only showed up once the flows had to work end to end.

psychology

The interface was the easy half

Most of the work went into deciding what the agent may do on its own.

THE REAL DECISION

How much autonomy to give, per resource, was the design.

visibility

Transparency needed a place to live

Every automatic action had to carry its reason where the action appears.

WHY IT SHAPED THE UI

That is why "why this desk" sits in the flow instead of a toast.

bolt

The system bought the time