Analyzing the current process
Observing the existing workflow (paper, data entry, filing) and identifying pain points (duplicate entry, errors, wasted time, complicated tracking).
Case study 
Vill’Âge Jeunes
Digitizing administrative processes and streamlining the sign-up journey.
Overview
Vill’Âge Jeunes is a resource center dedicated to young people. The site hosts workshops, activities and services, and supports young people in developing their talents and projects. It is located at 43 rue Jean-Jaurès (the former École normale).
The space was designed with and for young people, in a participatory approach: users contribute to the life of the site and the projects carried out there.
The challenge
A large share of administrative processes still relied on paper forms. Sign-up happened on site, with re-entry, manual tracking and little visibility. As a result, producing statistics remained slow and complex, creating a heavy workload for the team.
The goal was therefore simple: reduce administrative time to give more time back to hands-on support. To achieve this, the sign-up journey needed to be simplified and data management made more reliable — all while strengthening support for young people.
Designing the solution
User journey / UX
Designing a simplified journey (pre-registration via QR code or kiosk, then validation at the front desk), adapted to different profiles, with clear readability and compliance steps (e.g. parental authorization for minors).
Meetings and discussions with the client
Scoping workshops, incremental sign-offs and concrete adjustments (terminology, content, screen consistency).
Development and rollout
Building a WebApp, setting up the key modules (registration, check-in, internal management) and preparing it for day-to-day use.
Solutions delivered
A WebApp now makes it possible to digitize processes and streamline the journey. Online pre-registration is done easily via QR code or kiosk, then validated at the front desk. Data is now centralized and reliable.
What matters most stays the same: quality, hands-on support.
-80%
Average sign-up time
100%
Reduction in manual data entry
+500
Digitized processes
+30
Statistics available (KPIs)
Before the web app was introduced, managing registrations took a lot of time: paper forms to fill out by hand, re-entry into unwieldy spreadsheets, complicated day-to-day tracking… We needed a tool that was simpler, smoother and, above all, suited to how we work. What we particularly appreciated about this collaboration was VisualCom’s ability to quickly understand the organization and spirit of Vill’Âge Jeunes. The VisualCom team didn’t just build a tool: they took the time to understand our reality on the ground, our needs and the way we work with young people. Throughout the project, the team brought real ideas to the table, with genuine personal involvement. We felt like we were working with people who were truly invested, almost like an extension of our own team. Our exchanges were always straightforward, substantive and professional, in a friendly atmosphere that fits well with Vill’Âge Jeunes’ values. Today, this web app genuinely makes our day-to-day easier and saves us valuable time managing registrations and following up with young people.
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