Viking Centro App (HELIOS)

A real case describing the process of creating a mobile app for a digital ecosystem designed for comprehensive management of a gym chain, focused on task optimization and time efficiency.


Project category: Mobile app (part of a SaaS project as B2B product)

Function: Exclusive UI/UX & Graphic Designer, Analyst, Researcher and Tester

Field: Booking and Scheduling (MVP) – Fitness & Lifestyle (Growth & Scaling phase)

Tools: Figma, FigJam, Adobe Illustrator, Lucidchart, Zoom

Duration: 20 weeks

Client
Viking Centro
Type
Product Design
Year
2023-2024
Project image
Project image

Brief Overview

The Viking Centro mobile app is an ambitious project consisting of two parts: user part and administrator/coach part (administrative roles). The tool would mainly be used by users to create an account, book sessions for services or classes of their preference. Additionally, these sessions can also be paid directly through the app.

One of many other key functions is the bunch session configurator. Using this feature, users can adjust the quantities and times of their sessions so the product itself can automatically reserve these available slots. Other features include: service filters, reminders, management of invoices or information about the different centers of the Viking Centro gym chain.

The MVP version of the software, as established with the client; will benefit from future changes, including various improvements such as physical activity tracking features, gamification methods and activity logging between users, among others.

Main Project Goals

The primary goal of the app is to offer an increasingly diverse range of features while focusing on retaining existing customers and providing added value that enhances the business’s offerings.

On the other hand, the goal of the MVP version is to simplify tasks for users, optimize their daily free time, and deliver an easy-to-use interface for it. Additionally, it supports trainers and other specialists by helping them manage appointments and keep track of all their training sessions. A key focus is on resource automation, achieved through integration with a dashboard. This dashboard allows for managing various aspects of the business, such as enabling or disabling app functions, analyzing invoices, and tracking profits for future operations.

The overarching project objective is business growth, with an estimated 25-40% increase in profit within the first year of the apps’ launch.

App Goals

The primary objective of this product is not just to create a mobile app for booking management. Instead, it aims to build a system that can evolve through iterative improvements and feature integrations, ultimately becoming a fully integrated component of a broader ecosystem. This ecosystem is designed to continuously enhance the user experience, driven by feedback from customers, developers, and other stakeholders.

As outlined earlier, the app is being developed in two phases: the MVP version, which has already been launched with essential features, and the feature-complete version. The feature-complete version, currently in development, will introduce advanced features to provide a comprehensive and seamless gym experience.

"It’s not just about creating an app. It’s a process of investigation, analysis, and applying research to deliver a human-centered solution."

  • Investigation

  • Analysis

  • Enhancement

See the prototype

MVP - Google Play

Requirements Gathering

Target Audience

Even though there was already a target audience for the product, it was still necessary to fully understand them. To achieve this, some practical methods were implemented, including User Profiling and Contextual Inquiry.

These two methods have allowed for a deeper understanding of the users’ pain points, their daily situations in which they would use the app, and some other preferences.

Pablo Montoya García

  • Age: 42

  • Gender: Male

  • Location: Zaragoza, Spain

  • Occupation: retired urban planner

  • Education level: Bachelor’s Degree

  • Income level: High (~96.000€)

Frequently-used Apps

01

Biography

01

Biography

02

Goals & Motivations

02

Goals & Motivations

03

Pain Points & Frustrations

03

Pain Points & Frustrations

Vanesa Rincón Gallardo

  • Age: 33

  • Gender: Female

  • Location: Valencia, Spain

  • Occupation: Enterpreneur, Podiatrist

  • Education level: Master’s Degree

  • Income level: Medium-high (~42.000€)

Frequently-used Apps

01

Biography

02

Goals & Motivations

03

Pain Points & Frustrations

User Interview

A total of 4 people aged between 27 and 43 have been interviewed. The platform used for this process was Zoom. Three groups of questions were developed, covering as many relevant areas as possible for this study.

Fitness & Lifestyle Questions

Related to the frequency of physical training, what is most enjoyable during workouts and similar questions.

Technical Questions

Referring to experiences with mobile apps.

Navigation within them and what is intended to be made easier through their use.

Personal Questions & Experiences

Personal-level questions within the fitness area.

Use of apps to monitor progress, essential tools for every workout, or features that would be useful if digitized or integrated into an app.

All of these questions are focused to:

Understand their perception of the apps they use, particularly focusing on how easy it is to complete tasks within them.

  • Explore their relationship with technology.

  • Gauge their level of interest in physical activity.

  • Identify their motivations or demotivations.

  • Determine what can be improved or created to ensure the product enhances their experience, making them feel it complements their gym-related activities effectively.

"I got injured at work while rearranging some huge boxes. I have a sprain on my left wrist, and I want to keep training, but I’m afraid of making the situation worse."

Sandra

Client of Viking Centros' gym chain

Analysis

Affinity Mapping

The affinity mapping was a crucial tool for synthesizing user research during this phase. Data from user interviews and other observations were organized into clusters such as: pain points, motivations and needs.

Key insights included users’ frustration with personal situations, their desire for more enjoyable experience, and the importance of timely reminders.

Affinity Diagram with Clusters
Affinity Diagram with Clusters

Gathered data was processed and displayed on sticky notes on Figjam. From raw data input from each client to assigning a theme to each card. Then, started to group the notes following different themes and topics they followed such as motivations, feature requests, etc. As the last step, refined clusters were formed after merging notes together and consolidating overlapping data.

Analysis of User Feedback
Analysis of User Feedback

All mentions have been categorized according to the topics they address. In this case, the frequency of mentions regarding certain experiences, desires, or problems expressed by users can be observed. However, despite some topics being less frequently mentioned, all are taken into consideration for the creation and improvement of the app or apps’ features.

User Interview Insights

The purpose of the methods used during user interviews was mainly to understand if the solutions offered in the app are clear and useful for their intended tasks.

Some of the key objectives were:

  • Finding out how many users still prefer to book services manually instead of using the app.

  • Making the user journey as simple as possible for both easy tasks and more complex ones (example: adding a physical injury).

  • Increasing the sense of community by analyzing how users feel about the app’s community features.

What do actuals user DO?

  • Stay home doing things like watching TV all afternoon or skip the gym entirely because they don’t have workout buddies to go with

    Users feel more motivated to work out when they are part of a community or group, or if there is a strong external factor

  • Track their metrics, such as sleep duration or weight, through mobile apps

    People want to reassure themselves about their choices and see that they are actually making progress

What do actual users WANT?

  • Track their calorie expenditure, check how many people are in each session, and share any limitations or injuries that prevent them from performing certain exercises

    A.S.D – Advanced Session Detailing. All needed details will be available to check, before booking a class

  • They want to get back in shape and exercise to minimize the aging impact

    Nutrition, physical therapy, and personal trainer services, along with health insights provided through the app

Conclusion

We set out to build a reliable, easy-to-use product with features that keep users motivated and excited to work out, while also including health-tracking tools to help improve their lifestyle.

One big takeaway is that Spaniards are super social, so we focused on adding social events, group workouts, and fun activities to bring people together.

Prioritizing Solutions

The analysis of the solutions was focused on prioritizing the problems according to their impact on the improvement of the app, taking into account the time that each development would cost. It should be noted that the contractor has already expressed his preferences and which solution is the most urgent, therefore from the delivery of the minimum viable product – the improvements will continue to be incorporated (in the final version) as presented throughout the analysis.

The goal is to guide product development by evaluating the impact and effort of each feature or task, allowing processes to be structured as efficiently and effectively as possible.

Quick Wins

Enhance adaptability with features like alt text and streamline onboarding by minimizing initial permission requests.

Low-Hanging Fruit

Automate tasks like gym attendance, reminders, and towels while providing simple workout stats on the app dashboard.

Major Projects

Integrate tracking for weight, calories, and progress while adding a community feature to see followers' training status.

Long-Term Investment

Streamline the app interface and processes, including payments, while providing guided workout routines with video tutorials.

Prioritizing Solutions

The analysis of the solutions was focused on prioritizing the problems according to their impact on the improvement of the app, taking into account the time that each development would cost. It should be noted that the contractor has already expressed his preferences and which solution is the most urgent, therefore from the delivery of the minimum viable product – the improvements will continue to be incorporated (in the final version) as presented throughout the analysis.

The goal is to guide product development by evaluating the impact and effort of each feature or task, allowing processes to be structured as efficiently and effectively as possible.

Quick Wins

Enhance adaptability with features like alt text and streamline onboarding by minimizing initial permission requests.

Low-Hanging Fruit

Automate tasks like gym attendance, reminders, and towels while providing simple workout stats on the app dashboard.

Major Projects

Integrate tracking for weight, calories, and progress while adding a community feature to see followers' training status.

Long-Term Investment

Streamline the app interface and processes, including payments, while providing guided workout routines with video tutorials.

Design

01

Expanding Horizons Through Combination

01

Expanding Horizons Through Combination

02

Simple and Consistent Navigation

02

Simple and Consistent Navigation

03

The Amount of Information Matters

03

The Amount of Information Matters

Wireframe Sketches and Inspirations

Initially, a series of wireframes were hand-drawn on a digital platform, guided by the sitemap. Most of the elements were retained in the prototype, with only a few minor integrations postponed for later review.

Comparative Analysis

After closely examining numerous published lifestyle, workout, and booking apps, many references were researched and analyzed. The idea is to base product development on impact-effort values in order to structure processes in the best possible way.

Inspiration is understood as any element that adds value to the project. This can include negative aspects that highlight areas for improvement or positive features that can be enhanced, reused, or expanded to make the app more complete and enjoyable for users.

Vivagym
Vinted

Amongst others, Vivagym mobile app was analyzed, along with some details from the Vinted app, to incorporate certain elements into the Viking Centro prototype. This makes it easier to see which influences were included in the prototype and which were intentionally avoided.

Conclusion

After analyzing apps like Vivagym and BasicFit, I identified key areas for improvement to enhance our app’s user experience.

Offering features for non-members could make the app more inviting, addressing accessibility frustrations. Drawing inspiration from Vinted, filtering options and optimized layouts has been incorporated to better display information, creating a cleaner and more intuitive interface.

Looking ahead, potential features like athlete-inspired challenges or gamified community elements such as leaderboards and group bonuses could deepen engagement. These ideas will require further analysis to ensure alignment with user needs and app goals.

By addressing these areas, the app is positioned to deliver a superior user experience and stand out in the fitness market.

From Mid-Fi Screens to a Functional Prototype

The approach to the interface design, based on feedback provided by gym users, has gone through several phases. The process focused on visualizing information in the most optimal way possible, making the user journey easier and more intuitive.

Design System & UI Kit Elements

The Design System and UI Kit showcase a cohesive and scalable approach to digital design, including reusable components such as typography, color palettes, buttons and cards.

Built with accessibility and consistency in mind, they streamline workflows and ensure a seamless user experience across the entire product.

Information Architecture

The project has progressed through various phases during the course of its development.

Thanks to its dynamic nature as a constantly evolving product, we have been able to refine the direction of the app within its ecosystem.

Task Flow

To provide a clearer understanding of the main structure, four examples are included:

  • A user journey illustrating the registration process and the use of a free session token, along with secondary paths for completing user profile information and adding observations for the specialist of a booked session.

  • Three user flows showcasing additional examples of the app’s functionality and overall navigation.

01

How the Structure Works

02

User's Journey Focus

Affinity Diagram with Clusters
Booking a session from the main screen and confirming it + secondary paths

  • Affinity Diagram with Clusters

    Booking a Jiu-Jitsu session and verifying if the operation has beed completed

  • Affinity Diagram with Clusters

    Registering an injury on the 3D human body model and adjusting the recovery time after the entry is created

  • Affinity Diagram with Clusters

    Participating in a hoodie giveaway prompted by a notification about sufficient available points

Cracks in the Blueprint

Several elements proposed during the research phases have been partially discarded or their launch postponed due to their interference with the main features of the app. Discarding these elements resulted in slight adjustments to the distribution of features across the screens.

Certain features, such as an AI Trainer or custom routines and workouts, need to be carefully reviewed to ensure alignment with the apps' value proposition and brand identity. For instance, one of the core features of the app is booking workout sessions led by professional trainers. Adding an AI trainer could potentially undermine this functionality.


However, it could be introduced as a complementary feature, offering additional benefits without disrupting the primary service. Similarly, for features like nutrition plans, these will be incorporated into the app but will not rely on artificial intelligence. To maintain the app's value proposition, nutrition plans may function as recommendations and personalized diet plans provided by specialists, preserving the human expertise central to the app's identity.

What did happen next?

01

Development

01

Development

02

Testing & Quality Assurance

02

Testing & Quality Assurance

03

Deployment

03

Deployment

04

Maintenance & Support

04

Maintenance & Support

04

Key Takeaways

04

Key Takeaways

Viking Centro App (HELIOS)

A real case describing the process of creating a mobile app for a digital ecosystem designed for comprehensive management of a gym chain, focused on task optimization and time efficiency.


Project category: Mobile app (part of a SaaS project as B2B product)

Function: Exclusive UI/UX & Graphic Designer, Analyst, Researcher and Tester

Field: Booking and Scheduling (MVP) – Fitness & Lifestyle (Growth & Scaling phase)

Tools: Figma, FigJam, Adobe Illustrator, Lucidchart, Zoom

Duration: 20 weeks

Client
Viking Centro
Type
Product Design
Year
2023-2024
Project image

Caring about structure

File's layers consistently renamed.

Components as automation

Component management and advanced prototyping.

Caring about accessibility

W3C Accessibility Guidelines Color Contrast Compliant.

Brief Overview

The Viking Centro mobile app is an ambitious project consisting of two parts: user part and administrator/coach part (administrative roles). The tool would mainly be used by users to create an account, book sessions for services or classes of their preference. Additionally, these sessions can also be paid directly through the app.

One of many other key functions is the bunch session configurator. Using this feature, users can adjust the quantities and times of their sessions so the product itself can automatically reserve these available slots. Other features include: service filters, reminders, management of invoices or information about the different centers of the Viking Centro gym chain.

The MVP version of the software, as established with the client; will benefit from future changes, including various improvements such as physical activity tracking features, gamification methods and activity logging between users, among others.

Main Project Goals

The primary goal of the app is to offer an increasingly diverse range of features while focusing on retaining existing customers and providing added value that enhances the business’s offerings.

On the other hand, the goal of the MVP version is to simplify tasks for users, optimize their daily free time, and deliver an easy-to-use interface for it. Additionally, it supports trainers and other specialists by helping them manage appointments and keep track of all their training sessions. A key focus is on resource automation, achieved through integration with a dashboard. This dashboard allows for managing various aspects of the business, such as enabling or disabling app functions, analyzing invoices, and tracking profits for future operations.

The overarching project objective is business growth, with an estimated 25-40% increase in profit within the first year of the apps’ launch.

App Goals

The primary objective of this product is not just to create a mobile app for booking management. Instead, it aims to build a system that can evolve through iterative improvements and feature integrations, ultimately becoming a fully integrated component of a broader ecosystem. This ecosystem is designed to continuously enhance the user experience, driven by feedback from customers, developers, and other stakeholders.

As outlined earlier, the app is being developed in two phases: the MVP version, which has already been launched with essential features, and the feature-complete version. The feature-complete version, currently in development, will introduce advanced features to provide a comprehensive and seamless gym experience.

Investigation

Analysis

Enhancement

See the prototype

MVP - Google Play

"It’s not just about creating an app. It’s a process of investigation, analysis, and applying research to deliver a human-centered solution."

Requirements Gathering

Target Audience

Even though there was already a target audience for the product, it was still necessary to fully understand them. To achieve this, some practical methods were implemented, including User Profiling and Contextual Inquiry.

These two methods have allowed for a deeper understanding of the users’ pain points, their daily situations in which they would use the app, and some other preferences.

Pablo Montoya García

  • Age: 42

  • Gender: Male

  • Location: Zaragoza, Spain

  • Occupation: retired urban planner

  • Education level: Bachelor’s Degree

  • Income level: High (~96.000€)

Frequently-used Apps

01

Biography

02

Goals & Motivations

03

Pain Points & Frustrations

Vanesa Rincón Gallardo

  • Age: 33

  • Gender: Female

  • Location: Valencia, Spain

  • Occupation: Enterpreneur, Podiatrist

  • Education level: Master’s Degree

  • Income level: Medium-high (~42.000€)

Frequently-used Apps

01

Biography

02

Goals & Motivations

03

Pain Points & Frustrations

User Interview

A total of 4 people aged between 27 and 43 have been interviewed. The platform used for this process was Zoom. Three groups of questions were developed, covering as many relevant areas as possible for this study.

All of these questions are focused to:

Understand their perception of the apps they use, particularly focusing on how easy it is to complete tasks within them.

  • Explore their relationship with technology.

  • Gauge their level of interest in physical activity.

  • Identify their motivations or demotivations.

  • Determine what can be improved or created to ensure the product enhances their experience, making them feel it complements their gym-related activities effectively.

"I got injured at work while rearranging some huge boxes. I have a sprain on my left wrist, and I want to keep training, but I’m afraid of making the situation worse."

Sandra

Client of Viking Centros' gym chain

Analysis

Affinity Mapping

The affinity mapping was a crucial tool for synthesizing user research during this phase. Data from user interviews and other observations were organized into clusters such as: pain points, motivations and needs.

Key insights included users’ frustration with personal situations, their desire for more enjoyable experience, and the importance of timely reminders.

Affinity Diagram with Clusters
Affinity Diagram with Clusters

Gathered data was processed and displayed on sticky notes on Figjam. From raw data input from each client to assigning a theme to each card. Then, started to group the notes following different themes and topics they followed such as motivations, feature requests, etc. As the last step, refined clusters were formed after merging notes together and consolidating overlapping data.

Analysis of User Feedback
Analysis of User Feedback

All mentions have been categorized according to the topics they address. In this case, the frequency of mentions regarding certain experiences, desires, or problems expressed by users can be observed. However, despite some topics being less frequently mentioned, all are taken into consideration for the creation and improvement of the app or apps’ features.

User Interview Insights

The purpose of the methods used during user interviews was mainly to understand if the solutions offered in the app are clear and useful for their intended tasks.

Some of the key objectives were:

  • Finding out how many users still prefer to book services manually instead of using the app.

  • Making the user journey as simple as possible for both easy tasks and more complex ones (example: adding a physical injury).

  • Increasing the sense of community by analyzing how users feel about the app’s community features.

What do actuals user DO?

Track their metrics, such as sleep duration or weight, through mobile apps

People want to reassure themselves about their choices and see that they are actually making progress

Stay home doing things like watching TV all afternoon or skip the gym entirely because they don’t have workout buddies to go with

Users feel more motivated to work out when they are part of a community or group, or if there is a strong external factor

What do actual users WANT?

Track their calorie expenditure, check how many people are in each session, and share any limitations or injuries that prevent them from performing certain exercises

A.S.D – Advanced Session Detailing. All needed details will be available to check, before booking a class

They want to get back in shape and exercise to minimize the aging impact

Nutrition, physical therapy, and personal trainer services, along with health insights provided through the app

Conclusion

We set out to build a reliable, easy-to-use product with features that keep users motivated and excited to work out, while also including health-tracking tools to help improve their lifestyle.

One big takeaway is that Spaniards are super social, so we focused on adding social events, group workouts, and fun activities to bring people together.

Prioritizing Solutions

The analysis of the solutions was focused on prioritizing the problems according to their impact on the improvement of the app, taking into account the time that each development would cost. It should be noted that the contractor has already expressed his preferences and which solution is the most urgent, therefore from the delivery of the minimum viable product – the improvements will continue to be incorporated (in the final version) as presented throughout the analysis.

The goal is to guide product development by evaluating the impact and effort of each feature or task, allowing processes to be structured as efficiently and effectively as possible.

Quick Wins

Enhance adaptability with features like alt text and streamline onboarding by minimizing initial permission requests.

Low-Hanging Fruit

Automate tasks like gym attendance, reminders, and towels while providing simple workout stats on the app dashboard.

Major Projects

Integrate tracking for weight, calories, and progress while adding a community feature to see followers' training status.

Long-Term Investment

Streamline the app interface and processes, including payments, while providing guided workout routines with video tutorials.

Design

01

Expanding Horizons Through Combination

02

Simple and Consistent Navigation

03

The Amount of Information Matters

Wireframe Sketches and Inspirations

Initially, a series of wireframes were hand-drawn on a digital platform, guided by the sitemap. Most of the elements were retained in the prototype, with only a few minor integrations postponed for later review.

Comparative Analysis

After closely examining numerous published lifestyle, workout, and booking apps, many references were researched and analyzed. The idea is to base product development on impact-effort values in order to structure processes in the best possible way.

Inspiration is understood as any element that adds value to the project. This can include negative aspects that highlight areas for improvement or positive features that can be enhanced, reused, or expanded to make the app more complete and enjoyable for users.

Vivagym
Vinted

Amongst others, Vivagym mobile app was analyzed, along with some details from the Vinted app, to incorporate certain elements into the Viking Centro prototype. This makes it easier to see which influences were included in the prototype and which were intentionally avoided.

Conclusion

After analyzing apps like Vivagym and BasicFit, I identified key areas for improvement to enhance our app’s user experience.

Offering features for non-members could make the app more inviting, addressing accessibility frustrations. Drawing inspiration from Vinted, filtering options and optimized layouts has been incorporated to better display information, creating a cleaner and more intuitive interface.

Looking ahead, potential features like athlete-inspired challenges or gamified community elements such as leaderboards and group bonuses could deepen engagement. These ideas will require further analysis to ensure alignment with user needs and app goals.

By addressing these areas, the app is positioned to deliver a superior user experience and stand out in the fitness market.

From Mid-Fi Screens to a Functional Prototype

The approach to the interface design, based on feedback provided by gym users, has gone through several phases. The process focused on visualizing information in the most optimal way possible, making the user journey easier and more intuitive.

Design System & UI Kit Elements

The Design System and UI Kit showcase a cohesive and scalable approach to digital design, including reusable components such as typography, color palettes, buttons and cards.

Built with accessibility and consistency in mind, they streamline workflows and ensure a seamless user experience across the entire product.

Information Architecture

The project has progressed through various phases during the course of its development.

Thanks to its dynamic nature as a constantly evolving product, we have been able to refine the direction of the app within its ecosystem.

Task Flow

To provide a clearer understanding of the main structure, four examples are included:

  • A user journey illustrating the registration process and the use of a free session token, along with secondary paths for completing user profile information and adding observations for the specialist of a booked session.

  • Three user flows showcasing additional examples of the app’s functionality and overall navigation.

01

How the Structure Works

02

User's Journey Focus

Affinity Diagram with Clusters
Booking a session from the main screen and confirming it + secondary paths

Affinity Diagram with Clusters

Booking a Jiu-Jitsu session and verifying if the operation has beed completed

Affinity Diagram with Clusters

Registering an injury on the 3D human body model and adjusting the recovery time after the entry is created

Affinity Diagram with Clusters

Participating in a hoodie giveaway prompted by a notification about sufficient available points

Cracks in the Blueprint

Several elements proposed during the research phases have been partially discarded or their launch postponed due to their interference with the main features of the app. Discarding these elements resulted in slight adjustments to the distribution of features across the screens.

Certain features, such as an AI Trainer or custom routines and workouts, need to be carefully reviewed to ensure alignment with the apps' value proposition and brand identity. For instance, one of the core features of the app is booking workout sessions led by professional trainers. Adding an AI trainer could potentially undermine this functionality.


However, it could be introduced as a complementary feature, offering additional benefits without disrupting the primary service. Similarly, for features like nutrition plans, these will be incorporated into the app but will not rely on artificial intelligence. To maintain the app's value proposition, nutrition plans may function as recommendations and personalized diet plans provided by specialists, preserving the human expertise central to the app's identity.

What did happen next?

01

Development

02

Testing & Quality Assurance

03

Deployment

04

Maintenance & Support

04

Key Takeaways

The only thing we don't get back is time ⌚

...and I want to thank you by spending it on checking my work! :)

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🧩 Let's connect!

Connect with me on Linkedin

Connect with me on Linkedin

Got something cool in the works?

A fresh idea brewing? Time to act!

You’re about to reach out to best solution, and that means we’re getting down to business right away.

Got something cool in the works?

A fresh idea brewing? Time to act!

You’re about to reach out to best solution, and that means we’re getting down to business right away.