Recruit Onboarding

INTRODUCTION

New recruits are onboarded into a tech company by completing various tasks such as updating their profile, uploading documents, and more.

The recruitment staff (HR, IT and L&D departments) makes sure that recruits complete their tasks properly and on time.

PROBLEM AND SOLUTION

Quite often, recruits aren't sure of what their onboarding tasks are or who to contact for help.

The recruitment staff have to reach out to individual recruits by email or phone to help them initiate and complete their onboarding. This was difficult as, at the time, the company was recruiting around 100-200 candidates per year.

To solve this, we designed an onboarding platform for recruits and an admin panel for staff members, through which the onboarding process can become less complicated for everyone.

MY ROLE

As the UX designer on this project, I worked with

• business analysts to understand the requirements,
• a UI designer to build the visual identity,
• and a handful of developers to bring the platforms to life.

RECRUIT'S ONBOARDING PLATFORM

First, we interviewed current employees to map out the onboarding process they had gone through. The following is a chart of all the content required to cover this onboarding process.

Around this, I created the wireframes for the onboarding platform with two goals in mind:

• Recruits should be able to visit one place for all their onboarding activities.
• Minimize how often they'd have to ask for help from the recruitment staff.

My wireframes were passed on to the UI designer to create the final design. As the project is under an NDA, the original UI design cannot be shared. Instead, the designs shown below were created by me.

RECRUITMENT STAFF'S ADMIN PANEL

We also interviewed recruitment staff members from HR, L&D and IT teams to understand how they support recruits during their onboarding. Staff members will have to work alongside recruits in monitoring and supporting their onboarding activities.

We designed an admin panel for all three teams to make their jobs easier, virtual and automated. But we were careful not to take every admin task and automate them through this admin panel, as we found that some tasks remained more effective to do physically rather than virtually.

The following screens are from the super admin panel, which is an aggregation of every feature accessible by all admin roles.

REFLECTION

Although the project was not fully implemented at the time of writing this case study, the process itself was invaluable. This was one of my first big projects. As I designed two extensive platforms from scratch, it exposed me to new kinds of interfaces and design challenges. Working with cross-functional teams and interviewing numerous user types helped me improve how I handled research information before and after getting into screen designs. As the developers brought it all together, seeing my designs come to life was incredibly gratifying and gave me newfound confidence to tackle future projects.