Mapping Physical & Digital

At Kiefa, we built a task management system designed for the unique complexities of cannabis cultivation. The feature set brought together labor tracking, employee performance, inventory usage, SOP references, environmental data, and media into one unified workflow. Teams could plan, assign, and track work in real time without disrupting how they operated on the floor. It quickly became a core feature that powered more than 90% of daily user activity. The data we were collecting fed throughout the entire tool providing labor insights, cost control and much more.

Client

Kiefa

Time

12 months

Systems Design, Permissions

Impact

#1
Most used feature

6%
Increase in user activity QoQ

37.5%
Sales growth QoQ

My Role

When I joined Kiefa, task management was already part of the platform. This gave me a starting point to test with users right away. I was also in the midst of full site audit to start building a design system to ensure consistency and scalability. Through ongoing user research, I uncovered unmet needs and guided multiple redesigns of this feature set. It quickly became clear this feature was shaping our systems design by connecting workflows across the platform. I worked hand-in-hand with engineering to ensure updates accounted for different user roles and permissions, from admins (managing tasks on desktop/tablet) to technicians (solely on the mobile experience).

Problem

Early versions of the Task Editor lacked depth. It was missing critical features for granular data capture, leading to inefficiencies in task management and labor tracking.

Admins

Robust, responsive tool to assign tasks, track employee performance, and record inventory usage.

Technicians

Mobile only view that was restricted to logging their own time, inventory use, and referencing SOPs.

The current version was limited in functionality, scalability and ripe for visual improvements.

This is the beta version I inherited. During my initial full site audit, I identified inconsistent CTAs, unclear icons, and inefficient layouts. From there, I mapped out quick improvements based on best practices.

Solution

We rolled out targeted enhancements with each release, evolving the Task Editor from a small drawer into a larger modal that gave users more space to work. As the tool grew, we connected new features directly to the editor, turning it into a central place to reference key information while performing a task. Every update was tested with users, helping us validate improvements and prioritize what mattered most. Key improvements included:

More detailed assignee statuses and grading. This gave managers granular insights into employee performance.
Consumables tab - Inventory used during a task was recorded and deducted from the larger inventory page to help show where items are being used
SOP tab - We created a new feature set around Standard Operating Procedures (SOP) to store, create, and maintain them on the platform. We then connected these docs to task types, giving employees, especially newer staff, quick access to step-by-step guidance in context.
Comments tab - Started out with limited functionality. We then introduced employee tagging, with in-app notifications to people informed. Later, expanded it with media uploads so technicians could share photos or videos to provide richer context in the field.
History tab - This strengthened accountability across employees and created another level of operational clarity.
We also focused on improving the responsive redesign so admins could manage workflows seamlessly on any device.

Initial sketches to improve on the beta version

v1: Introduced new elements with status drop downs, detailed work instructions, and per-assignee time logging. Collapsible sections for comments, metrics, and media improved focus and space efficiency.

v3: A more responsive layout with improved accessibility of edit states and bulk actions, while unifying comments and media into a single, streamlined feature.

Dashboard modules fueled by data collected via the Task Editor.

Learnings + Next Steps

Start small, but design for scale: A simple task tool became a system backbone [Learnings]
Work with the workflow, not against it: By matching physical constraints with thoughtful design, we increased adoption [Learnings]
Data is only valuable if it’s accessible: When labor data started flowing into dashboards and reports, stakeholders leaned in [Learnings]
Continue to test via contextual inquiries and refine features [Next steps]

Mapping Physical & Digital

Kiefa

12 months

Systems Design, Permissions

Systems Design, Permissions

Impact

#1
Most used feature

6%
Increase in user activity QoQ

37.5%
Sales growth QoQ

My Role

Problem

Early versions of the Task Editor lacked depth. It was missing critical features for granular data capture, leading to inefficiencies in task management and labor tracking.

Admins

Robust, responsive tool to assign tasks, track employee performance, and record inventory usage.

Technicians

Mobile only view that was restricted to logging their own time, inventory use, and referencing SOPs.

The current version was limited in functionality, scalability and ripe for visual improvements.

This is the beta version I inherited. During my initial full site audit, I identified inconsistent CTAs, unclear icons, and inefficient layouts. From there, I mapped out quick improvements based on best practices.

Solution

More detailed assignee statuses and grading. This gave managers granular insights into employee performance.

Consumables tab - Inventory used during a task was recorded and deducted from the larger inventory page to help show where items are being used

SOP tab - We created a new feature set around Standard Operating Procedures (SOP) to store, create, and maintain them on the platform. We then connected these docs to task types, giving employees, especially newer staff, quick access to step-by-step guidance in context.

Comments tab - Started out with limited functionality. We then introduced employee tagging, with in-app notifications to people informed. Later, expanded it with media uploads so technicians could share photos or videos to provide richer context in the field.

History tab - This strengthened accountability across employees and created another level of operational clarity.

We also focused on improving the responsive redesign so admins could manage workflows seamlessly on any device.

Initial sketches to improve on the beta version

v1: Introduced new elements with status drop downs, detailed work instructions, and per-assignee time logging. Collapsible sections for comments, metrics, and media improved focus and space efficiency.

v3: A more responsive layout with improved accessibility of edit states and bulk actions, while unifying comments and media into a single, streamlined feature.

Dashboard modules fueled by data collected via the Task Editor.

Learnings + Next Steps

Start small, but design for scale: A simple task tool became a system backbone [Learnings]

Work with the workflow, not against it: By matching physical constraints with thoughtful design, we increased adoption [Learnings]

Data is only valuable if it’s accessible: When labor data started flowing into dashboards and reports, stakeholders leaned in [Learnings]

Continue to test via contextual inquiries and refine features [Next steps]