Hero image for LoopinHQ

LoopinHQ – AI-Powered Meeting Intelligence Platform

Project Overview

Client

LoopinHQ – AI-powered meeting intelligence and productivity platform

Role

Lead Product Designer, In-house Design Team Lead

Deliverables

Multi-platform design system, Chrome extension, web app, Mac app, MS Teams integration

Impact

Featured in TechCrunch and Forbes, successful agency-to-in-house transition, comprehensive meeting solution

Overview

In today’s fast-paced business environment, effective communication is at the heart of success, and meetings play a pivotal role in collaboration. However, the sheer volume of meetings can lead to critical insights being lost in the shuffle, making it challenging to keep track of decisions and action items.

Our mission: Empower teams and individuals with a platform that records, transcribes, and summarizes all their meetings, unlocking the hidden insights within. As Lead Designer, I led the transition from external agency to in-house design, creating a comprehensive meeting intelligence platform.

The Challenge

Meetings are essential for collaboration, but they often lead to information overload, time-consuming transcriptions, knowledge silos, poor retention, and difficulties in diverse work environments.

These challenges hinder productivity and the sharing of valuable insights with stakeholders.

Harvard Business Review Study
Harvard Business Review study showing statistics on meeting productivity challenges

Loopin was born to address the challenges of unproductive meetings by simplifying the process, providing automated meeting summarization, offering insightful post-meeting interactions, and ensuring that critical insights are never lost—ultimately enhancing team productivity.

My Role & Approach

As the Lead Designer at Loopin, I undertook a pivotal role in reshaping our product’s design landscape. When I joined, the company was undergoing a critical transition from relying on an external agency for the past two years and wanted to bring the design process in-house.

- Design Leadership: Transitioned design from external agency to in-house team

- Cross-functional Collaboration: Worked closely with Product Manager and CEO as integral part of product team

- Frontend Partnership: Collaborated with engineering team to ensure seamless design handoff

- Agile Methodology: Led team of four engineers and one product manager with rapid release cycles

My focus was on establishing new design processes, creating scalable design systems, and building a comprehensive meeting intelligence platform across multiple touchpoints.

Research & Discovery

Competitive Analysis

Analyzed the competitive landscape to understand market positioning and identify opportunities for differentiation in the meeting intelligence space.

Competitive Landscape Analysis
Competitive landscape analysis showing positioning of meeting intelligence platforms and feature comparison

User Research & Demographics

To gain deeper insights into our user base, I collaborated with my Product Manager to implement a strategic survey introduced during onboarding and dashboard launch for existing users.

User Composition Research
User research showing demographic breakdown of Loopin users by role and department including managers, sales, and customer success

Research Methods:

- Strategic onboarding surveys to capture user demographics and role-specific needs

- User interviews with Customer Success, Product Management, and Sales professionals

- Internal team interviews leveraging our own product usage

- Comprehensive UX audit from internal and external perspectives

This research revealed distinct user personas with unique meeting needs, mental models, and workflow requirements that directly shaped our design strategy.

Key Design Solutions

1. Chrome Extension with Smart Recap Notes

Designed an intelligent Chrome extension that automatically generates meeting recaps and provides seamless calendar integration for managers and team leads.

Loopin Chrome Extension
Primary persona profile showing manager needs and pain points for meeting management
loopin.so/extension
Chrome extension interface showing automatic recap note generation and calendar integration

Key Features:

- Automatic recap generation accessible during calendar browsing

- Dynamic switching between meeting recaps based on selected events

- Proactive notifications via Slack 10 minutes before meetings

- Seamless integration with existing calendar workflows

Result: Streamlined meeting preparation and reduced context-switching for busy managers

ce_recording

⬆️ Loopin Chrome Ext. manager_persona_pic

  1. When user joins a meeting Loopin chrome extension opens automatically ready to start recording the meeting.
  2. Additionally user may choose to share summary with participants post meeting after summary is generated.
  3. Loopin also enables multi - language selection for summary generation

ce_pause

⬆️ Loopin Chrome Ext. manager_persona_pic

  1. While the meeting is in progrees, user may pause recording and resume anytime.
  2. The floating widget allows users to view the status of recording and perform quick actions. This also helps users as the sidepanel can be closed
  3. Apart from this, the floating widget provides various curicial messsages the users to ensure the meeting recording is not interrupted.

day_view

⬆️ Loopin Web App Day View. manager_persona_pic

  1. Post Meeting the summary for recorded meetings are available on the web app.
  2. Older summaries for a recurring meeting are threaded and available on scroll.

tasks_panel

⬆️ Loopin Web App Tasks (Right Panel). manager_persona_pic

  1. Users can quickly create new tasks and later manage them on a Kanban board. Tasks can be assigned and Loopin will follow up on assigned tasks.
  2. Future Implementation: AI auto task extraction from a summary note.

ai_chat

⬆️ Loopin Web App AI Chat (Right Panel). manager_persona_pic

  1. Users can engage with LoopinAI through a chat-based interface, allowing them to ask meeting-related questions and seek information.
  2. The AI chat provides user-friendly suggestion options to streamline and initiate conversations effortlessly.
  3. Users can rate responses, and if a response receives a negative rating, it triggers regeneration, allowing our team to continually refine and enhance the quality of interactions.

meeting_tags

⬆️ Loopin Web App Meeting Tags (Left Panel). manager_persona_pic

  1. Meeting tags offer a simple and effective way to categorize your meetings, making it easier to identify whether they involve external participants, internal team members, or other specific groups. This feature helps you quickly filter and manage your meetings based on their context.
  2. Users can quickly assign/change a meeting tags as required.

user_management

⬆️ Loopin Web App User Management. manager_persona_pic

  1. Managers often invite their teams to join Loopin. Seats can be added here.
  2. Roles, such as ‘Admin,’ can be assigned to users, granting specific privileges and responsibilities within the platform.

Secondary Persona : Sales Users

sales_persona

⬆️ Secondary Persona: Sales.


integrations

⬆️ Loopin Web App Integrations. sales_persona_pic

  1. Loopin provided users with integrations for widely used tools such as HubSpot and Outlook, offering valuable functionality, especially for sales users.

create_meeting

⬆️ Loopin Web App Create A Meeting. sales_persona_pic

  1. Sales users often need to quickly schedule calls; they can do so directly from the dashboard.
  2. Initiating a meeting on Loopin synchronizes all connected calendars.

upload_recordings

⬆️ Loopin Web App Upload Recordings (Right Panel). sales_persona_pic

  1. Sales calls often occur through direct phone calls. In such cases, users can upload their recordings and automatically generate summaries.
  2. By choosing a meeting type (template), users can obtain a well-structured summary.

ms_teams

⬆️ Loopin App on MS_Teams. sales_persona_pic

  1. MS-Teams:Loopin’s multi-platform design greatly benefited our sales users.

mac_app

⬆️ Loopin Mac App. sales_persona_pic

  1. Mac App:Loopin’s multi-platform design greatly benefited our sales users.
  2. The Mac app offered users extensive customization options for native notifications, ensuring they remained informed and connected while using other apps in their workflow stack. Quite helpful for sales users.

loopin_insights

⬆️ Loopin Insights (opens in Right Panel). sales_persona_pic

  1. Insight cards provide quick, tailored meeting summary insights, with the front card customized for the user type.
  2. Users have the flexibility to select from a variety of insight areas for more in-depth exploration, which is particularly valuable for sales users handling complex calls.

insight_chat

⬆️ Loopin Insight Chat (Right Panel). sales_persona_pic

  1. Users have the option to inquire further about specific insight areas by asking follow-up questions.

Tertiary Persona : Customer Success

cs_persona

⬆️Tertiary Persona: CS.


tasks_integration

⬆️ Loopin Tasks. cs_persona

  1. Deep integrations between Loopin and various CRM tools to streamline customer interactions and data management.
  2. This feature was beneficial for the manager persona as well since integrations with tools like Trello facilitated in-app task management within Loopin.

auto_email

⬆️ Loopin Automated Email. cs_persona

  1. Automated emails containing meeting summaries/recaps are sent to participants who engaged with the Customer Success team.
  2. Loopin Chrome extension integrates with widely adopted workspace products and opens alongside those products, enabline seamless acess of Loopin features.

meeting_templates

⬆️ Loopin Meeting Template Browser. cs_persona

  1. Customizable templates empower customer success users to tailor summary formatting, language, and tone to create client-ready summaries.
  2. When switching templates, the summary is automatically regenerated.

Outcomes & Business Impact

Media Coverage & Recognition
Media coverage collage showing TechCrunch, Forbes, and LaLiga features highlighting Loopin's industry recognition

Media Recognition

- TechCrunch: Featured as innovative productivity platform for meeting management

- Forbes: Recognized for making meetings productive

- LaLiga: Partnership and usage in high-profile sports industry events

Product Impact

- Successfully transitioned design from external agency to in-house team

- Implemented multi-platform design strategy (Chrome Extension, Web App, Mac App, MS Teams)

- Created comprehensive meeting solution serving diverse user personas (Managers, Sales, Customer Success)

- Built AI-powered features including automated summarization and intelligent insights

Key Learnings

- Multi-Persona Design: Successfully designing for diverse user types (Managers, Sales, CS) requires nuanced understanding of each role’s unique meeting needs and workflows

- AI Integration: Implementing AI features like automated summarization and smart insights requires careful balance between automation and user control

- Platform Ecosystem: Building across multiple platforms (Chrome, Web, Mac, Teams) demands consistent design language while adapting to platform-specific patterns

- Meeting Context Matters: Different meeting types (internal, external, sales calls, CS check-ins) require different summarization templates and insight generation

- Agency to In-House Transition: Leading the transition from external agency to internal design team requires establishing new processes, design systems, and team collaboration methods

- Real-time Feedback Integration: Implementing user feedback collection during onboarding provides invaluable insights for rapid product iteration

- Cross-functional Collaboration: Working closely with PM and CEO in a small team environment accelerates decision-making but requires clear communication protocols