Overview
Client:
Orchidia Pharmaceutical Industries
Industry:
Pharmaceuticals
Region:
Egypt
Services:
Product Discovery & UX · UI Design · Backend & Frontend Development · Internal Tools & Workflow Automation
From a custom meeting room management application to employee feedback and internal communication solutions, The Portal Agency helped Orchidia create more seamless, practical, and engaging workplace experiences.
Reduction in scheduling conflicts and double bookings
Faster room booking process
Employee adoption rate in the first 3 months
Improvement in meeting room utilization
Project Scope
- Custom meeting room management application
- Employee feedback & suggestion experience
- Branded internal celebration and greeting designs
- Real-world testing and product validation
About Orchidia
Orchidia Pharmaceutical Industries is one of the most impactful players in Egypt’s pharmaceutical field, with large teams, frequent collaboration, and a high volume of internal meetings across departments.
As the organization grew, several internal touchpoints needed to become more structured, intuitive, and engaging from meeting room coordination to employee feedback and internal communication.
The Portal Agency partnered with Orchidia to design and deliver a combination of digital and physical solutions that improved everyday employee experiences while staying aligned with the company’s professional identity.
The Challenge
The core operational challenge centered on meeting room management, which relied heavily on manual coordination:
- No centralized system to see which rooms were free or occupied
- Frequent double bookings and overlaps
- Time wasted on calls, messages, and back-and-forth just to confirm a room
- No clear visibility for management into how rooms were being used
The company needed a solution that would:
- Be simple enough for all employees to use
- Provide real-time visibility on room status
- Reduce friction, confusion, and time wasted on organizing meetings
Orchidia needed more than a generic off-the-shelf tool. The goal was to create a
tailored internal experience that could simplify daily operations while supporting a broader culture of employee engagement and communication.
Objectives
Together with Orchidia, The Portal Agency defined clear objectives:
- Digitize the entire meeting room booking process in a single, easy-to-use app.
- Enable employees to book rooms, set requirements, and add guests in a few clicks.
- Provide real-time visibility into room availability and bookings.
- Reduce scheduling conflicts and save time across teams.
- Create additional branded touchpoints that support employee feedback, recognition, and internal communication.
Our Strategy
We approached the engagement as a broader internal experience project, combining product strategy, UX, engineering, testing, and creative communication
- Define Purpose & Scope
We started by clearly defining:
- The problem the app needed to solve
- The target users (employees, admins, managers)
- The core features, including:
- Room listing & availability views
- Booking creation & editing
- Meeting details & requirements
- Visibility of current and future reservations
This ensured the app would focus on what actually matters, not just a long feature checklist.
2. UX Planning: Wireframes & Prototypes
Next, we created wireframes and interactive prototypes to map the experience:
- User flows for:
- Browsing available rooms
- Selecting time slots
- Booking a room and adding meeting details
- Visual layouts showing:
- Room status (free / occupied)
- Who booked the room, when, and why
These prototypes allowed Orchidia’s team to validate the experience and give feedback before development started.
3. Fullstack Development
With the UX approved, we moved into development.
- Backend
- Designed the database structure for rooms, bookings, users, and requirements
- Built APIs and server-side logic to:
- Handle bookings and avoid conflicts
- Update room status in real time
- Support future scalability
- Frontend
- Developed a clean, intuitive interface any employee could use
- Focused on clarity, minimal steps, and fast interactions
- Integrated visuals and microcopy that match Orchidia’s professional tone
4. Testing & Launch
Before rollout, we validated the product through practical testing and real working scenarios:
- Tested the app thoroughly for usability, bugs, edge cases, and performance
- Used hands-on team testing to validate booking flows and identify friction points before launch
- Refined the experience based on practical usage, then prepared deployment and app store submission
This testing process helped ensure that the final product was not only technically stable, but also clear and practical for everyday employee use.
The Meeting Room Management Solution
The primary digital outcome was a custom Meeting Rooms Management App tailored specifically to Orchidia’s internal operations.
With the new app:
- Employees can:
- View all meeting rooms and their availability
- Book a room with:
- Date & time
- Meeting title & purpose
- Attendees & guests
- Equipment or setup requirements
- Once a room is booked:
- It appears as occupied, with all details available to other users
- Double bookings and clashes are automatically prevented
The app gave Orchidia:
- A central source of truth for all meeting rooms
- Faster, clearer scheduling across teams
- A professional internal tool that matches the company’s scale and standards
The result was a practical internal tool that combined strategy, UX, engineering, and everyday usability to solve a persistent operational problem.
Beyond the App: Supporting Employee Experience
Our collaboration with Orchidia extended beyond the meeting room application. The Portal Agency also designed and executed additional employee engagement and internal communication touchpoints.
Employee Feedback & Suggestion Experience
- To encourage employees to share ideas, suggestions, and feedback, we designed and produced a customized physical feedback solution for Orchidia.
- Rather than using a standard suggestion box, the concept was developed as a branded workplace installation that aligned with Orchidia’s corporate identity and created a visible, accessible way for employees to participate.
- The solution helped make employee feedback a more integrated part of the workplace experience while reinforcing the company’s commitment to listening to its teams.
Internal Celebration & Recognition Designs
- We also supported Orchidia’s internal communication initiatives through branded employee celebration designs.
- The Portal Agency designed customized Birthday Cards and Eid Greeting Cards for Orchidia employees, using a consistent visual language aligned with the company’s brand identity.
- These pieces helped create more personal and engaging employee moments while keeping internal communication professional, recognizable, and on-brand.
Results & Impact
- Scheduling conflicts and double bookings dropped by 75%, thanks to real-time room status and conflict prevention.
- The time needed to book a room decreased by around 60%, with employees now able to secure a room in seconds instead of minutes.
- The app achieved an 85% adoption rate among employees in the first three months, becoming the standard way to book meeting spaces.
- Overall meeting room utilization improved by 40%, with rooms used more efficiently and fewer empty or underused slots.