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Eurofragance, a leading fragrance development company, needed a modern B2B software to replace their outdated internal platform.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

A FRAGRANCE COMPANY TRAPPED IN 2009

Image of the old software vs the new one

The challenge stemmed from Eurofragance's decade-old outdated software, causing workflow inefficiencies and a negative user experience due to issues like an obsolete interface and misaligned technology.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

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

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.).

3.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.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)

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

Process

Our approach combined Agile methodology with the Double Diamond framework, ensuring iterative improvements while maintaining a user-centered focus.

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.

AT A GLANCE

347

Surveys

28

Interviews

12

Shadowing

Analysis of the old software 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.

We categorized the critical pain points into five main areas:

  1. Project & Workflow Management – Lack of project visibility and inefficient tracking systems.

  2. Formula Management – Complex formula versioning and difficult ingredient modifications.

  3. Regulatory Compliance – Time-consuming compliance checks with high error rates.

  4. Sample Management & Testing – Inefficient sample tracking and validation workflows.

  5. System Integration & Performance – Disconnected tools and poor system response times.

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.

What our users said:

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.”

Defining & Ideation

With research insights in hand, we translated findings into a clear redesign strategy focused on improving efficiency, usability, and system integration.

  • User Journey Mapping & Personas – Defined specific pain points and user needs based on research.

  • Co-Design Workshops – Collaborated with stakeholders (perfumers, project managers, lab technicians) to align on priorities.

  • Sketching & Low-Fidelity Wireframing – Explored multiple solutions, ensuring feasibility and usability.

Sketches and a mid-fidelity wireframes done during the collaborative sessions with stakeholders. Here we can see some of the first functionalities that we made up.

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. By understanding where the system could fit into existing workflows, we ensured that changes would increase productivity while respecting established practices.

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

Design & Prototype

Once we had a clear direction from our ideation phase, we moved into designing the user interface and creating an MVP to test our ideas with real users. Feedback from user testing led to several design refinements, including streamlined workflows and clearer information hierarchy, to better align with user expectations.

Formula Workspace Redesign

Transformed a complex, fragmented interface into a flexible workspace that supports perfumers in creating, comparing, and editing formulas with confidence.

Key improvements:

  • Multi-tab editing to handle multiple formulas side by side.

  • Fine-tuning mode to test variations without overwriting originals.

  • Formula comparator to instantly highlight differences between two versions.

  • Olfactory pyramid editor and task-linked headers for clear structure and traceability.

Task & Formula Management

A single dashboard to control, track, and refine every fragrance formula – from concept to submission. This ensures complete visibility across the development pipeline while enhancing collaboration between teams.

The integrated Project Management view enables teams to:

  • Monitor the status of ongoing projects (In Progress, Submitted, Recommended, Rejected).

  • Upload Excel files for formula import and historical tracking.

  • Read detailed project descriptions to understand context and development goals.

  • Filter and sort projects and formulas by key attributes (e.g., due date, application type, customer, status).

  • Navigate between project phases and formula development in a streamlined interface.

Raw Material Management & Compliance

The raw materials system was overhauled to support fast decision-making and ensure regulatory safety from the start.

Key improvements:

  • "Where Used" lookup for raw material traceability.

  • Editable columns for cost, sustainability, and origin tracking.

  • Real-time RMC calculations (Raw Material Cost) during formulation.

  • Normalization and regulatory checks built into the formulation process.

Impact & Results

After one year of implementation and continuous improvements, the redesigned software has transformed how Eurofragance’s perfumers and teams work. What was once a fragmented, inefficient system is now a unified platform that empowers creation, clarity, and speed across the fragrance development process.

One year after launch, the redesigned platform revolutionized how Eurofragance teams work—transforming a fragmented system into a seamless, efficient tool for perfumers, analysts, and project managers. Here's the measurable impact:

60% Less time spent tracking formulas

Usability testing and user interviews revealed a 60% reduction in time spent tracking down formula versions.

75% faster onboarding for new hires

Onboarding duration dropped from 3 weeks to 1 week, based on feedback from managers and junior perfumers.

82% higher satisfaction vs. legacy system

Post-launch surveys revealed a 82% increase in user satisfaction scores compared to the legacy tool.

100% formula version traceability

All formula versions are now traceable and linked to their task history, eliminating version confusion and errors.