UX/UI work becomes commercially fragile when research, prototyping and developer handoff are planned as neat phases but staffed by the same small group of leads. A workshop moves, user interviews collide with another discovery, or build questions keep a designer on a project after the next one has started. The result is cancelled sessions, slower iteration and senior time absorbed beyond the hours sold.
Kavaro puts those commitments on one live people plan, including tentative discoveries and the overlap needed for handoff. Resource managers can answer the daily staffing question without losing sight of utilisation or delivery risk, while operations and finance get a defensible view of what the studio can take on. Kavaro proposes an allocation; a person confirms or rejects it.
Challenges
Research days are fixed calendar commitments. Interviews and workshops depend on participant availability, facilitators and preparation time. Double-booking a researcher is not a minor task conflict; it can cancel a session and delay every decision that follows.
Leads are spread too thin to lead. A design lead at 20% across four products may look efficiently utilised, but reviews, stakeholder calls and context switching make that week difficult to deliver and hard to recover commercially.
Handoff needs deliberate overlap. If the designer rolls off when development begins, unanswered interaction and UI questions pull them back in informally. That time either delays the next project or lands as unplanned effort on the current one.
Discovery is sold against imaginary senior capacity. Workshops and proposal support are often agreed before the lead is booked. The studio wins the work, then finds that delivery depends on moving someone from a prototype already in progress.
How staffing for this work shows up in Kavaro
Book researchers, designers and leads by percentage or hours on a shared people × calendar schedule. Tentative bookings keep likely discoveries visible without treating them as won, while open roles hold demand when the discipline is known but the person is not. Research days, prototype work and handoff overlap stay in the same daily view used to manage the studio.
Chat can ask who has the skills and capacity for the next discovery, then propose an allocation for a person to approve. Insights flag overload, leave clashes, unfilled seats and roll-off before a workshop or handoff is exposed. Timesheets record actuals against bookings, and reports show planned and actual utilisation with permission-controlled cost and charge views, giving leadership clearer evidence when scope, staffing or margin needs attention.
Why Kavaro
See leads across every product
Concurrent allocations are visible in one place, so apparently modest commitments cannot hide an unworkable stack of reviews, workshops and stakeholder calls.
Staff research as real days
Workshops and interviews count against availability alongside design work, making the operational cost of discovery visible before dates are promised.
Overlap design and build
Bookings can preserve the handoff overlap instead of ending on a phase label, reducing delivery risk and showing the hours the agency is actually committing.
Ask who can take discovery
Chat checks skills and remaining capacity against the live plan. Kavaro proposes the staffing; your team keeps control by confirming or rejecting it.
Related pages
- Resource management software for agencies →
- Resource management software for design agencies →
- Resource management software for product design agencies →
- Resource management software for web design agencies →
See how Kavaro handles this work
Try Kavaro free for 30 days. Bring a live plan, ask who can take the next piece of work, and approve the staffing before it goes live.