Digitising data capture with an app

UX Lead • Project Lead

60% reduction in data processing time • Eliminated manual transcription errors • Full offline capability for remote environments

  • Role

    UX lead
    Product Owner
    Project Manager

  • Team

    Laura Pinkstone
    Frontend & Backend Development team
    CREST team

  • Key Services

    Wireframing
    Prototyping
    User testing
    Ethnographic research
    Product Management

01. Overview

A global leader in industrial energy efficiency solutions captures up to 80% of wasted energy from boiler and steam systems, recycling it back into factory operations.

Before these systems can be installed, engineers must carry out detailed surveys—often in remote, hard-to-reach areas, including basements several stories underground. Given the harsh conditions, the industry standard for data collection has long relied on pencil and paper.

Recognising the limitations of this outdated approach, the organisation was ready to modernise and scale, moving away from manual processes that were slowing progress.

02. Problem

The current challenge with how engineers were working was;

Field engineers still relied on paper forms to record complex site surveys in remote and often underground locations. After each visit, data had to be manually transcribed into spreadsheets, leading to delays, a high risk of errors, and limited capacity for timely, informed decision making.

Engineers were tasked with gathering large volumes of complex data while working in harsh, physically demanding environments. This required an intuitive UX with built-in logic to guide users through each survey stage, ensuring the right information was captured at the correct time.

The application also needed to function entirely offline, including help and support features, with seamless data synchronisation once back online, ensuring no loss of integrity.

Additionally, data was inconsistently stored, difficult to analyse, and separated from the company’s broader CRM systems. To support growth and better decision making, the business needed a solution to streamline data capture, reduce administrative burden, and unlock real-time insights.

03. Design Process

The project began with an in-depth discovery phase, allowing me to fully immerse myself in the world of the engineers and the processes they follow. My priority was to understand the different audience groups, how they interact with clients onsite, and what their current data capture methods looked like. This helped build a clear picture of their day-to-day challenges and requirements.

Next, I mapped out the complete journey, from initial data capture to how that data is processed and ultimately delivered to the client. This involved a series of workshops to unpack each step of the process and understand the functionality needed across various systems. I also considered scenarios where engineers would return to a site, ensuring the solution could provide relevant historical data to support repeat visits.

With a clear understanding of the workflow, I then moved on to wireframing the app's interface. Designing the screens involved several important considerations: engineers often work in low-light environments, carry equipment and need to operate the app with minimal friction. This meant optimising button size, layout and input methods for usability in physically demanding conditions.

As I developed the prototype, I held regular review sessions with the client to refine the screen structure, balancing clarity, space constraints and usability without compromising the user experience.

By the end of the wireframing stage, I had over 200 unique screens, which were then transformed into a fully interactive prototype. This prototype was tested with engineers to validate the user flow and ensure it supported a smooth transition from paper-based to digital data collection.

Based on user feedback, I then refined field terminology and adjusted some flows to make sure engineers could perform their tasks easily and intuitively. To further validate the solution, I conducted field testing in an actual factory environment. This included checking that the protective tablet case performed correctly and the app functioned effectively in noisy, industrial conditions.

Key features of the app included:

  • Split-screen interface for seamless form navigation and data entry

  • Button-based inputs to reduce typing in physically demanding environments

  • Offline access, with automatic data sync once a connection is available

  • Integrated photo capture, with automatic tagging to relevant form entries

  • In-app help guides, accessible both online and offline

04. Solution & Results

The custom-built software solution has revolutionised the client’s data collection process, delivering substantial improvements in operational efficiency.

In one of its first deployments at a UK factory, an engineer was able to carry out a complex survey, capturing hundreds of data points and images, in just one day. A comprehensive report was automatically generated and delivered to the client the following morning, cutting down a process that previously took several days.

In addition to streamlining daily operations, the solution empowers the client to uncover new project opportunities by providing faster, more detailed insights across their business.