VR Aircraft Refueling Trainer
All work included in this case study is sanitized and simplified in order to protect client identity, entrusted information and property.
A VR aircraft refueling trainer application accompanied by a trainer console app. This product was for a military client and the objective was to maintain refueling competency, as well as up-skill these trainees to interact with 12 aircraft specific refueling panels.
1 year
Product Owner, UI/UX Lead, 5 3D Artists, 6 Engineers
Lead UX/UI Designer
2025
UI position and design sketches made in Shapes XR, directly in VR.
The Challenge
Around 400 user steps to document and ensure accuracy for with SMEs, all dependent on aircraft. Each aircraft type required specific documentation to maintain training fidelity and regulatory compliance.
Research & Discovery
We conducted extensive user research to understand the pain points and motivations of our target users: instructors and trainees.
User Interviews
Conducted 13 in-depth interviews with target users and SMEs
Key Insights:
- Some documentation is outdated
- Teams have varying ways of communicating with pilot
- Hesitancy to trust others with responsibilities that were formerly their own
User Journey Mapping
Mapped the entire refueling user flow for 12 aircrafts
Key Insights:
- Baseline structure for type of aircraft
- Maintain competency in known tasks
- Different treatment for new information to up-skill
The Solution
Extremely detailed and precise design documentation, including AC-specific user flows and hand-drawn storyboards.
Detailed User Flows
Map out user journey for each of the 12 aircrafts. Methods used were: • Contextual observations • Interviews • Formal work manuals
Storyboarding
Hand-drew and put together hundreds of storyboard frames, cutting dev clarification from 2.5h to 0.5h, 80% faster.
Usability Testing and Goals
Designed consistent touchpoints where feedback was collected before iteration, created concrete goals that could be tracked along the touchpoints, and aligned different workstreams by placing user feedback as the core of the solution thus increasing task-success rate from 76% to 82% in just one month.
| Screen(s) | Assumptions | Risk | Risk Possibility | Impact to Player | Mitigation |
|---|---|---|---|---|---|
| Usability | Clear navigation patterns | Confusing interface | Medium | Task failure | User testing iterations |
| Desirability | Engaging visual design | Low engagement | Low | Reduced motivation | Visual design polish |
| Scalability | Modular architecture | Performance issues | High | System crashes | Load testing |
| Feasibility | Technical constraints | Implementation delays | Medium | Delayed delivery | Technical spikes |
Template table used to track goals per-feature or per broad objective like "Tutorialization". For more concrete examples of these usability, desirability, scalability, and feasibility buckets, visit the Advanced UI/UX for Games case study.
Design Process
Research & Discovery Onsite Visits
Activities
- SME interviews
- Onsite observations
- Documentation review
Deliverables
- Research findings
- User journey maps
- Technical requirements
Ideation & Development
Activities
- Design workshops
- Storyboarding
- User flow creation
Deliverables
- Concept designs
- Detailed user flows
- Development specifications
Alpha Testing
Activities
- Internal testing
- SME validation
- Initial feedback
Deliverables
- Alpha build
- Test results
- Iteration plan
Beta Testing
Activities
- User testing
- Performance evaluation
- Feedback integration
Deliverables
- Beta build
- User feedback
- Design refinements
Final Testing
Activities
- Final validation
- Deployment preparation
- Documentation
Deliverables
- Final build
- Launch documentation
- Training materials
Results & Impact
Led cross-functional team of 15 to deliver a VR UI/UX to reduce trainee error rates, shorten onboarding time, and cut overhead training costs. Defined product goals, designed and synthesized research, and iterated on MVP features based on usability test insights.
"Then one thing I love is that they're coming in at 18,19 and they are playing video games. So this is the most perfect way to teach the mindset. There's rules, it's not only a game, it's my job. I hope we implement it soon; I'm irritated teaching them out there."
Key Learnings
Desirability is still important in a training application. It keeps users wanting to read the instructions and follow along.
Community features significantly impact engagement - competition between users was seen even without explicit in-app feedback
Progressive disclosure works - showing advanced features gradually prevents overwhelm
Micro-interactions matter - small celebrations and feedback loops build engagement
Next Steps
Expand social features with team challenges and leaderboards
Expand to more aircraft platforms