User Onboarding
Overview
I designed the User Onboarding interface to improve how the End User Support (EUS) team manages joiners, transfers, and leavers across the company. The tool provides a high-level canvas view of onboarding status and a detailed sliding panel for managing provisioning tasks, assets, and user attributes.
Unlike purely digital tools, this application is used to support real-world actions. EUS team members use it to assign desks, prepare laptops and phones, provision software access, and coordinate with line managers, all before the employee’s first day.
My role included end-to-end UX and UI design for this internal tool, with a focus on clarity, operational speed, and integration with real support workflows.
Problem
Prior to this tool, onboarding processes were fragmented and inconsistent across global offices. EUS teams relied on spreadsheets, emails, and manual ticketing systems to coordinate new joiner setups and asset allocation. There was no unified view of employee status, no clear ownership of provisioning steps, and no connection between onboarding tasks and the physical setup of workspaces and equipment.
This led to delays, redundant work, and onboarding failures. Especially across time zones or during periods of high volume.
Goals
- Create a unified system for managing all onboarding and offboarding scenarios
- Offer real-time visibility into each joiner’s status
- Provide clear task ownership for provisioning workflows
- Connect digital requests with real-world assignments like desks, laptops, and phones
- Ensure consistency across departments and global offices
Design Approach
The layout follows a canvas model, with columns representing onboarding stages:
- New Joiners
- Waiting for Line Manager
- Pending EUS Tasks
- Ready to Go
Each card shows key employee information including start date, location, department, line manager, and employment type (e.g. contractor, employee, external). Visual badges and labels help distinguish roles and highlight time-sensitive actions.
When a joiner card is clicked, a sliding panel opens from the right. This panel contains:
- User Properties: editable fields like email, user ID, location, department, and role
- Provisioning Tasks: actions like setting up applications (e.g. Jira, Confluence, Bloomberg) with status labels and assignees
- Provisioning Assets: physical equipment such as phones, SIM cards, and workstations, including asset IDs and ownership (permanent or rental)
Each task and asset can include comments, screenshots, or assignment status — bringing both digital and physical workflows together in one place.
System Features
- Column view for fast status scanning
- Sliding panel for task-based editing without navigation breaks
- Reminder and email triggers to notify line managers or team members
- Contextual chips and tags for employee type, urgency, and task state
- Assignable tasks with real-time updates
- Asset tracking with permanent or rental tagging
Highlights
- A tool that blends digital UX with real-world logistics
- Designed for internal teams who need both clarity and flexibility
- Created reusable UI components and task modules for future scalability
- Reduced onboarding delays by improving transparency and task distribution
- Enabled EUS team to operate globally with a unified, process-driven syste
Reflections
Designing this interface meant deeply understanding the operational side of onboarding — not just digital user flows, but the logistical steps that make a new employee feel supported from day one. The tool supports dozens of moving parts, from system access to physical device setup, in a clean and structured environment.
While internal and not public-facing, this project had high visibility and a tangible impact on cross-functional efficiency. Adapting it for the portfolio involved removing branding while preserving the logic and value behind the experience.
