User, Driver and Admin Flows
Unlocking Jadawel's potential through User Research and Prioritization
Challenge
•
HR and other admins face significant challenges in tracking and managing employee data submissions, approvals, and errors, which would lead to inefficiencies and errors in Power Bi dashboards.
•
There was no centralized system to track when and why data changes occurred, resulting in communication gaps and delayed decision-making.
•
The reliance on manual checks and approvals was very time consuming, requiring multiple resources and tools to understand what type of data was entered incorrectly and who was responsible for it.
Solution
•
Designed a centralized platform integrating submission tracking, error identification, and approval workflows in one space, streamlining the entire data management process.
•
Introduced automated reminders and notifications to ensure timely updates and reduce manual follow-up for recurring tasks.
•
Implemented real-time tracking for data entry, updates, and approvals, ensuring HR managers and other admin entities always have a clear and accurate view of the data flow.
•
Designed a user-centric UI focusing on simplicity and usability, allowing users to efficiently track and approve tasks without added complexity.
My Role
Lead UX/UI Designer
Features
Automated Reminders & Notifications
Real-time Data Tracking
Task & Approval Management
Customizable Dashboards
User-friendly Seamless Flows
Tools
Figma
(Design & Prototyping)
Miro
(User Flows & Research)
Protopie
(Prototyping)
Microsoft Loop
(Documentation & Collaboration)
Adobe Suite
(Custom Illustrations)
Timeline & Status
4 months
Developed & Shipped
Translating User Insights to Actionable Outcomes
Jadawel Usability System – A Holistic Research Framework✨
Miro
Miro served as the primary research platform, enabling me to collect, analyze, and prioritize insights from usability interviews.
Loop workspace
Created a centralized system storing all resources in one space.
Goal
Identify key user frustrations
Define MVP features based on needs
Map user journeys to refine workflows
Strengthen client and team collaboration
Steps
1
Recruitment
Reached out to 50+ clients
2
Testing
Conducted in-depth sessions
3
Insights
Synthesized insights into actionable tasks
How many users?
9 Data Entry
1 Admin
3 Managers
13
Users
Included different aspects in the Jadawel Usability System
Automated usability testing with email templates and potential recruitment lists
Seamless collaboration through links to Miro, Loop, and spreadsheets that hold interview details
Testing Repository including templates, interview script, and data logs for usability testing
Resources database with all helpful links to conduct interviews
Database of future testing tools for greater insights like heatmaps, eye-trackers etc.
Javlections
I have been the lead designer working on this SaaS product for the last year. We have been consistently researching and developing ways to make it more useful for our clients.
User Research
and Impact.
Leveraging AI into Jadawel will make it more valuable
Analyzing the data showed that we scored highest in learnability (76.9%).
Learnability (76.9%)
Memorability (69.2%)
Errors (69.2%)
Simplicity (38.8%)
Texts (7.7%)
Analyzing the data showed that we scored highest in learnability (76.9%) meaning most users associate AI with gaining knowledge followed by memorability (69.2%) indicating that it helps with retaining information and seeking out errors (69.2%).
Users felt prompting to get the desired answer can be complex (61.2%). Additionally, a 7.7% score for text based inquiries confirmed that most prefer visual feedback.
AI Impact by 2025 - IBM Survey
Lower-level employees are expected to see the most shift in roles and skills.
Extreme impact
Significant impact
Moderate impact
Executive/senior
management
6%
9%
12%
Mid-level
management
3%
18%
29%
First-level
management
4%
13%
42%
Experienced
6%
21%
48%
Entry level
18%
29%
30%
Finding the MVP product features meant extensive research and iterations
We went through an agile process with consistent meetings with stakeholders and developers to decide on what features would bring most value.
Over the course of four months and ongoing, we ran multiple iterations followed by major refactoring in Q2 based on the interviews with around 13 users that we were in direct contact with throughout.
I started with competitive analysis and benchmarking studies for similar softwares. Then, moved on with creating journey maps for different options along with user flows. Finally, began the wireframing stage from low-fidelity designing into high-fidelity over time.
When Data Plays Hide & Seek, Decisions Take a Hit
Workforce Vanishing Act
Key workforce data went missing—300 employees vanished from records without anyone noticing, putting the organization at serious risk.
Lost in the Data Maze
With no reports or alerts, there was no way to see when or how the data changed in the tables without a clear audit trail.
When Data Lies, Statistics Suffer
With 4,000+ employees, manually verifying data is impossible and errors show in Power BI insights.
No More Guesswork, Just Clarity
A tool that could track daily or weekly changes would provide transparency, ensure accountability, and keep leadership informed.
Precaution better than cure
A proactive system is needed to track and flag errors before they affect critical dashboards.
Bridging the Gaps: Keeping updates in Sync & Accountable
Changes happen, but who’s watching?
Staff members update critical data, but there’s no direct visibility for HR managers. Without a review process, errors or missing entries go unnoticed.
Approval Gaps result in no Accountability
HR managers need validation checkpoints before data changes take effect. Without approvals, mistakes can slip through.
Ensuring HR Alignment
Monthly calendar invites and data exports have to be sent currently through teams.
Automated Calendar Invites
Ensure all HR personnel stay informed with scheduled updates.
Monthly Data Backups
Export and archive key records to prevent data disputes or accidental deletion.
Cut the Clutter: Smarter, more Accurate updates
Overwhelming Email Reminders
Constant emails and calendar invites are required to remind stakeholders to update data, leading to frustration and inefficiency.
Inaccurate Data & Deadline Mismatches
Misaligned deadlines result in incorrect data submissions, impacting financial reports and decision-making.
Smarter Updates
Automating reminders through in-app notifications and implementing task-based deadlines, ensuring accuracy and accountability.
Product Goals
How Might We?
Javlections
This was one of the most enjoyable parts of my experience as a designer as we visited many high-end resorts in Muscat and got insights on how things work within, I made a lot of friends!
Have entities submitted data within the required timeframe?
Quickly identify whether data submissions have been completed on time.
Clearly label submissions (e.g., “Submission for [Month]”) for easy tracking.
Ensure data is linked to the entity rather than the individual who submitted it.
Is the submitted data accurate for the reporting period?
Detect and flag missing or incorrect entries within the timeframe.
Highlight gaps when a deadline is missed to ensure completeness.
Implement a process to review and correct inaccurate data efficiently.
How can we automate follow-ups for missing submissions?
Reduce manual effort by sending automated reminders via email or text.
Allow users to set reminder frequency based on reporting needs.
Ensure sub-entities are notified to prevent any delays.
Iterating the perfect layout
Optimizing Table Space for Maximum Efficiency & Expandability✨
Redefining the Table Layout
Understanding the constraints of the existing table view was key, as the header consumed excessive space, limiting visibility and reducing workspace efficiency. The new iteration prioritizes usability by reducing header clutter and introducing color-coded highlights for better visibility.
Before
Several Iterations
Finalized
From Drafts to Tasks
From Drafts to Completion, Tracking in One System!✨
Task Assignment & Tracking
Assign tasks with deadlines, track progress, and ensure accountability with clear status updates.
Smart Task Allocation
Easily assign users or teams to tasks and automate recurring tasks.
Smart Resource Allocation
Ensure the right people are assigned to the right tasks, balancing workloads for better efficiency.
Automated Reminders for Submissions
Set automated alerts for timely updates, reducing manual follow-ups and missed deadlines.
Progress Monitoring & Milestones
Track project milestones and task completion in real time with clear, actionable insights.
Integrated Update Visibility
Get live updates on tasks, approvals, and data changes to keep teams aligned and informed.
Built with Custom Components
Designing for Aesthetics & Functionality✨
Say no to boring data entry
Feedback flow that doesn't Dissappoint ✨
Javflections
future steps
Refining Usability with Advanced Testing
Next, I’ll enhance usability testing with eye-tracking and heatmaps. While initial research was thorough, using my loop usability system will enable deeper insights for further improvements.
future steps
Expanding Analytics for Smarter Insights
Phase 2 will introduce advanced analytics to track user submissions, delays, and reminder engagement. This will improve task completion rates and streamline workflows.
closing thoughts
Aligning Business Goals with User Needs
Feature updates must balance complexity with impact. A data-driven approach ensures business priorities align with designing user experiences.
closing thoughts
Leveraging User Psychology for Better UX
Real user insights prevent ignored pain points. Prioritizing user needs over assumptions leads to intuitive, high-retention designs.
I'M GLAD YOU MADE IT! Thank you all for reaching here! This was a long project with multiple iterations and change in priorities. I'd love to hear your feedback and learn more from fellow readers! :D Connect with me!
