Eurofragance

PRODUCT DESIGNER | SOFTWARE B2B

Eurofragance, a leading fragrance development company, needed a modern B2B software to replace their outdated internal platform. As the Product Designer Lead, I spearheaded a full redesign to transform a clunky, inefficient system into an intuitive tool that empowers perfumers to create, collaborate, and innovate seamlessly.

Team

Product Designer Lead of the project at RocaSalvatella

Team consisting of: 6 Developers, Project Manager, 2 business and innovation consultants, and other designers for feedback (2 designers).

Timeline

May 2023 - April 2024

Tools

Figma/Figjam, JIRA, Lookback, UserTesting, Excel, Mixpanel

Image of the old software used by the perfumers

A fragrance company trapped in 2009

The challenge stemmed from Eurofragance's decade-old outdated software, causing workflow inefficiencies and a negative user experience due to issues like an obsolete interface and misaligned technology.

Users' previous involvement in multiple projects without significant improvements diminished their experience and confidence in change efforts. The lack of visible results from past initiatives added complexity, emphasizing the pressing need for a comprehensive solution.

Goals

3.System Performance & Integration

The legacy system required manual file exports and re-uploads between departments, creating version conflicts and lost work. Our solution enabled:

  • 1-click formula sharing.

  • Direct digital handoff to lab analysis tools.

  • Auto-sync of test results back into formulas

4.Intuitive Usability & Accessibility

Analysis of the functionalities and established ways of working, normally it takes more than 3 weeks for a new employee to become autonomous due to the complexity of the software.

  • Keyboard shortcuts

  • Simplified UI with progressive disclosure

  • Role-optimized layouts (perfumers vs. lab techs)

2.Formula Lifecycle Management

Perfumers needed to simultaneously create new formulas while working or tracking regulatory compliance:

  • Unified workspace for formula creation + version comparison

  • Auto-linking to olfactory families and project briefs

  • One-click normalization with minimum drop validation

  • Automatic update of the data of the formula (whose version is the original version, versions created, etc.).

1.Project Visibility & Control

The legacy system provided no clear overview of project status or formulas used, forcing users to manually track deadlines, comments or project information across spreadsheets. Our solution introduced:

  • Real-time project dashboards with filtering (active/completed/cancelled)

  • Automated deadline notifications with acknowledgment tracking

  • Integrated FDM, Analysts, Perfumers… comment threads directly tied to project

Enhance Eurofragance’s workflows through a comprehensive software upgrade—balancing user needs with business goals.

Process

Research

A comprehensive research plan was developed, combining qualitative and quantitative methods—including user interviews, surveys, and feedback analysis—to explore the needs, desires, and pain points of end-users, such as perfumers, production technicians, and project managers.

347

Surveys

12

TECHNIQUES USED

28

Interviews

Shadowing

Analysis of the old softwe with the perfumers, using the shadowing technique. And a photo of an interview with a perfumer.

In total uncovered 38 critical pain points—from redundant data entry to blind spots in formula tracking—costing teams 4 hours each week.

To better understand the distribution of these needs, we analyzed them across different categories (e.g., Project Management, Formula Management) and user groups (e.g., perfumers, lab technicians). This analysis helped us prioritize the most critical areas for improvement.

The following chart shows how needs are distributed among different categories and user groups. For example, perfumers have more needs in the Formula Management category, while lab technicians are more affected by system integration issues.

Senior Creative Perfumer

“I became a perfumer to craft scents, not to manage spreadsheets and chase lost versions of formulas.”

Junior Technical Perfumer

“As a new perfumer, I felt overwhelmed—formulas were scattered, versions impossible to track, and even basic searches took forever. I needed clear rules, quick edits, and confidence that my work wouldn’t get lost in the system.”

A key focus was ensuring the new software seamlessly integrated with existing systems. This involved mapping out workflows and identifying touchpoints where the software could enhance efficiency without disrupting current processes.

An example of the beginning of the flowchart made to see how would be the desired flow + the current painpoints.

Defining & Ideation

Research insights were translated into a clear redesign strategy. User journey maps and personas helped define the problems, while co-design workshops with stakeholders ensured alignment on priorities. The team explored a range of solutions through sketching and low-fidelity wireframes.

Draws done during the collaborative sessions with stakeholders, here we can see some of the first functionalities that we made up.

Design & Prototype

Multiple wireframes were created to explore different design approaches, leading to low-fidelity prototypes for early user testing. High-fidelity UI screens were then developed, along with a comprehensive design system for consistency and scalability.

A summary of key findings from early testing and final designs of the most important screens.

Development & Implementation

Once the design was validated through user testing, the development phase focused on bringing the new interface and functionalities to life. Beta testing and onboarding sessions ensured a seamless transition for employees.

A summary of feedback from beta testing and Photos or visuals of onboarding materials

Evaluation & Improvement

The impact of the new system was measured through KPIs, user feedback, and behavior analysis. A long-term maintenance strategy was established to ensure continuous improvement and sustainability.

A visual summary of key performance indicators