Portal for Race and Event Travel Coordination

Race and event coordination involves many employees traveling to multiple locations during a season, which requires accurate handling of information such as flights, hotels, andrental cars. At Öhlins, this coordination has previously been managed using a sharedspreadsheet. As the amount of travel data increased and multiple users edited the samedocument, the spreadsheet became difficult to both understand and maintain. This resulted in coordination issues such as accidental overwrites, double bookings, and reducedmotivation to keep information updated. The purpose of this thesis was to design and develop a website that replaces the spreadsheetbased solution and provides a clearer overview of relevant travel data. The system wasdesigned as a website with a separated frontend and backend with role-based access toimprove ownership and remove the risk of unauthorized modification of data by other users. The system was evaluated through short task-based usability sessions where seven participants from Öhlins performed key tasks such as finding a user’s profile, adding a rentalcar booking, and locating hotel information. The results showed that the users were ableto complete the tasks without any assistance, that the web pages are loaded in undertwo seconds, and that users preferred the application over the existing spreadsheet-basedapproach. This thesis demonstrates that a structured website can improve usability andtravel coordination, although longer term user evaluation in real work scenarios is recommended. This thesis contributes evidence on how a structured, role-based, race-centricinterface can support usability and reduce coordination risks compared to an unstructuredshared document workflow. The findings suggest that applying HCI principles such asconsistency, clear information architecture, and user-owned entries can improve perceivedusability in collaborative travel coordination systems.