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Onboardly Dashboard

Client
Onboardly (Now Clio HR)
Project Type
UX/UI Design
Duration
2 Months
Year
2021

Overview

Onboardly seeks to help organizations ease their employee onboarding experience. They do this by providing a simple centralized web dashboard for diverse teams to automate the workflows involved in onboarding new employees and provisioning accounts for them. With Onboardly, organizations are provided with a centralized yet simple to navigate system to manage access, tools, and knowledge sharing across teams in an organization. These teams are also able to add new hires to the company tools (such as Google Workspace, Slack, GitHub, Microsoft 365, GitLab) with the click of a button. The Onboardly v1 (Private Beta) was launched in April 2021 as a web app, built quickly by the founders themselves. Now, with a vision for expansion into wider markets and increasing needs from the current private beta users, the need to redesign the web application was a necessity.

Scope & Goal(s)

I was contracted to lead the design of the Onboardly v2 web app in collaboration with the existing product team, as part of a redesign and upgrade from an v1 to v2, to improve current customer experiences, design for new features, revamp overall aesthetics and also, help the company expand to a wider market and acquire its next set of users.

Setting the Stage

As there was already an existing product, most of my mini-research was centered around talking to current users and taking a deep-dive into the current product itself to have a feel of it. The redesign was primarily aimed at revamping the aesthetics to suit the current brand definitions, designing for new features and also, improving the experience of the core actions.

As part of my aim to understand the day-to-day activities and the strain that comes with onboarding new hires, I spoke to five (5) people (2 team leads, a HR personnel and a small startup owner who currently use this app. These conversations greatly helped me understand their current experience(s) as well as existing pain points.

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My discoveries

I discovered 3 key things from my deep-dive:

◉ Lack of ease of access to the primary action which is “Onboarding new hires”
To reach triggers to kick off onboarding new hires took a tad too many steps to get to. It was tucked away inside a section and would require a user to break the flow of whatever action they were performing if they wanted to kick start the flow to onboard a new hire.

◉ Inadequate representation of the exact location of a user at any point in time within Onboardly
For products that have a lot of parts to them, it helps to have a proper navigation system within that helps point users to where exactly they are within the product.

◉ Not so strong representation of the brand within the product
The app felt a tad too generic and needed to have a splash of the brand’s identity on the actual product.

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Designing with components

Before approaching a redesign I needed to define the style guide to exist as a unified design language. Right from the start, a style guide was set up in Figma to easily apply changes throughout the process and to keep things highly consistent throughout the app.

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A revamped sign-up process

Chiefly, the aim was to keep the sign up process as easy and as intuitive as possible. Also, it ends with a suggestion to take further actions like "Creating a team", "Installing your first application" or "Onboarding your first employee". This is to adhere the promise to help organizations onboard new hires in less than 10 minutes.

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Onboard new hires in absolutely no time

The process to onboard new hires also had to be redesigned to consider the new features that were being plugged in for v2 (teams & groups), remove redundant steps, show users exactly what step they were on and generally improve the overall experience. The flow was also made a lot clearer and more intuitive.

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Integrate & manage your work apps in a jiffy

With the apps section users have a 360 degree view of everything pertaining to the apps/software their organization uses. Here, users can add new apps (from an app directory), manage existing ones and view details about them. Also, they can assign them to members of staff, teams and/or groups they may have created in their organization.

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Optimizing for more effective navigation

Effective navigation was a huge issue from the previous version and we sought to fix that with this redesign. As "Onboarding new hires" is the primary action we want users to take, we made the CTA button more globally accessible to users, wherever they may be on the app and this was achieved by nesting it in the side navigation.

Also, one of the prominent complaints from existing users was the difficulty in finding out the exact route they took to get to a certain page, we fixed this also, by introducing breadcrumbs.

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Dashboard refresh

The previous dashboard didn't give users a surface snapshot of relevant data. We improved this and provided users with an overview of relevant data and also the ability to take desired actions a lot more quickly.

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Key Learnings

● It takes anywhere from 4 weeks - 3 months to get a new hire up to speed at a fast-growing company.

● These processes can greatly be simplified by having a centralized yet simple to navigate system to manage access, tools, and knowledge sharing across teams in an organization.

● Based off market requests and growth plans, this product may have to be scaled to meet growing market needs. These needs may range from HRMs to Payroll Management and other scopes.

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Credits

- Joshua Oguntade (Founder and Head Engineer)

- Esther Tobi Afia (Product Manager)

- Barima Effah (Engineer)

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