PROJECT 02
Zelio
Duration
Type
Role
1 year
Team project
Product design, UX
Boost flexibility, streamline onboarding, and improve transparency with Zelio's integrated modules.
UX | Product design
Developing a the product Zelio, designed to streamline onboarding, enhance visibility, and achieve flexibility in a remote setting.
Zelio has two module, Orgo and Life@X
that will be covered in this case study.
Zelio
My role and responsibilities
Designing High fidelity wireframes and prototypes to communicate the ideas and solutions effectively.
Collaborating closely with the development team to comprehend the practicability of designs and to explore optimal solutions given time and technical restrictions.
Creating a design system.
Reviewing and finalizing the final designs done by the team.
Take ownership of the product.
Designing High fidelity wireframes and prototypes to communicate the ideas and solutions clearly.
Empathizing with the users and creating detailed user personas and user journeys.
Responsible for the presenting designs and brainstorming with the stakeholder on the requirements and providing suggestions to add more value to the product.
Approaches:
Our focus isn’t solely to consolidate employee management and onboarding into one, but also to incorporate existing APIs to expedited the development life cycle.
Outcomes:
The onboarding module of our application has been efficiently set up. Currently, the employee management system is a WIP alongside the design system.
All-in-one admin portal for an organization.
As the tech industry shifts towards a remote setting, there's an increasing demand for a robust workforce management framework, supervising aspects ranging from onboarding to managing work life within the organization.
Overview
From onboarding to managing one's work life
As the tech industry shifts towards a remote setting, there's an increasing demand for a robust workforce management framework, supervising aspects ranging from onboarding to managing work life within the organization.
Business Goals
Enhance the efficiency, effectiveness, and experience of the hiring process to reduce time-to-hire and improve the quality of new hires over the next 12 months.
Reduce drop-off rate of the candidate during the hiring process by 30 % within the next 12 months.
Reduce HR processing times for employee requests by 60% through self-service capabilities within the application.
Allow 90% of HR-related requests (leave, attendance, payslips etc) to be managed within the application.
Goals for Life@X
Product Goals
Enable clear and efficient communication between job seekers and employers.
Prioritize integration to ensure one stop solution for recruiters.
Build a community around the app for networking and support.
Build a scalable and reliable infrastructure to handle growing user demands.
Foster a more connected and collaborative work environment.
Overwhelming dashboards and tables
Admin applications have multiple modules and need for a huge amount of data to be displayed that must be easy to understand. Managing the learning curve and consistency of elements was tricky while designing for the same.
Complex Permissions and Role Management
Handling the complex hierarchies was the most significant hurdle. We considered role-based access where the admin could establish and control the permissions across all roles.
Challenges for Orgo
Iterate:
User involvement helped us understand the problems, reassess our preconceived notions, and ultimately, led to a far more advantageous and effective solution.
Test:
Following the completion of the wireframes, stakeholders were presented with them to see the alignment with the product's intended vision and direction.
Design:
Upon establishing our comprehension and defining the issue at hand, we started with wireframes (and progressed to visual designs post approval of wireframes) based on brainstorming sessions.
Define:
The product was built with the purpose of achieving the defined goals. Throughout brainstorming, we refined multiple ideas, enriching the overall user interaction by including features for employee management.
Empathize:
Connecting with users, understanding their key problems, and work conditions by conducting multiple user interviews.
Design Process
Research:
Connecting with users, understanding their key problems, and work conditions by conducting multiple user interviews.
Competitive Analysis:
To enhance our understanding on onboarding and how employees interact within the internal application of an organization in different contexts, we conducted an in-depth analysis of various employee management applications such as Zoho, HROne, BambooHR and Freshworks (previously freshteams).
Research
Features released
Orgo
MS365 Login
Onboarding candidates
Add new candidates
View all candidates and details
Create offer letter
Offer letter review and approval
from management.
Send offer to candidate.
Orgo
The all-in-one admin portal for streamlined operations. Efficiently manage task, projects, resources. Simplify workflows, optimize resources and drive success. Unlock productivity with Orgo's ultimate admin portal.
Life@X
The revolutionary mobile application for a virtual silicon valley experience. Connect essential tools, collaborate seamlessly and stay informed on events. Share knowledge, recognize achievements and unlock professional growth. Experience a connected workplace where collaboration thrives.
Life@X
Login
Sign offer letter
View your team
Connect your LinkedIn
Add your socials, interest and skills
User profile
Settings: FAQs, report and issue,
about app, log out
Mobile usability
Frequently, it's crucial for leadership to have mobile abilities. Nonetheless, duplicating desktop features on compact displays while ensuring user-friendliness turns into a challenging endeavor.
Catering to different User needs and abilities
Newly inducted members may vary in technical expertise, prior experience, and familiarity with digital tools. Navigating through an introductory software may be simple for some, whereas others might find it difficult to handle complex or unfamiliar elements.
Balancing Simplicity with Functionality
An information overload may intimidate new hires, potentially causing disengagement and missed tasks. We were driven to explore ideas for phased onboarding, socializing and gamification to overcome this challenge.
Challenges for Life@X
Adapting to Different Devices and Platforms
In a world that prioritizes mobile-first, new hires could find themselves completing their onboarding on different platforms (desktop, tablet, and mobile), based on what is convenient to them. Designing a consistent user experience across different devices does present a challenge.
Integration with existing systems
Our biggest challenge was to harmonize diverse operations like HR management, payroll, IT setup, compliance, and evaluation tools, so as to avoid redundancy and multiple data inputs.
SWOT analysis:
We needed to have a strategic plan to capitalize on the strengths and opportunities while addressing the weaknesses and threats. Our goal was not to be the competitors but to integrate best APIs to expedite the development lifecycle of the product.
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Details
Ratings
Data Analytics:
We collaborated closely with the HR team to gain valuable insights into the essential steps and data necessary for smooth operational execution. Key questions included identifying challenges in recruitment processes and understanding the frequency with which employees seeks information from HR.
Findings:
After carefully analyzing the findings, Zoho HR was found to have the most robust and flexible API with excellent documentation. Ideal for businesses that require deep customization and automations across different tools. The leadership also took a step and migrated HRone to Zoho for a smooth learning curve after development of the product.
Empathizing
This exercise served as a valuable guide in our design process, enhancing our comprehension of development stages.
Integrating Zoho API with our product (Life@X) for hiring and onboarding involves several key steps.
Understand the Zoho API and Scope:
Zoho Recruit API: Focuses is on hiring and recruitment.
Zoho People API: For onboarding and employee management.
Both APIs allows interact with data for job postings, candidates, employee records, and other HR-related functions.
Integrating Key Functions
For Hiring (Zoho recruit API): Job
openings management, Candidate management, Interview scheduling,
and offer management.
For Onboarding (Zoho people API): Employee record creation, document management, task assignment, leave
and attendance setup.
Setting Up Zoho API Access
Get API Key/Access Token:
Zoho Developer Console or API section in Zoho Recruit/People.
Generate an API Key (OAuth 2.0 Token) for authentication.
This token will allow you to interact with the API and perform actions like adding, updating, or deleting records.
OAuth 2.0 Authentication
Generate Auth Token: Redirect the user to Zoho’s OAuth 2.0 page, where they authorize access to the application.
Get Access Token: Exchange the authorization code for an access token that the app will use to make API calls.
Refresh Token: Ensure you have a refresh mechanism to prevent the app from losing access after the access token expires.
Handling API Requests
API Requests Format: All requests will be in REST format. Use GET, POST, PUT, DELETE based on the action.
Data Format: Zoho API uses JSON format for sending and receiving data.
Error Handling: Implement error handling for API rate limits, authentication errors, etc.
Persona & user journey
mapping
To ensure clarity in our process, we utilized Notion to document the workflow, referring to it as our "empathy exercise." This exercise aimed to understand the user’s intent, thoughts, and obstacles.
After documenting the workflow, we validated the steps with the user group to ensure accuracy. Team members then suggested solutions by commenting on the steps in Notion. These solutions were refined through discussions and iterations.
Finally, we conducted a final validation with the user group to confirm that the refined steps and solutions effectively addressed the identified needs and obstacles.
Emphathy exercise:
Understanding the API integration