Empower Clients to Onboard Employees and Share Company Information
Work Project
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Overview
Our company's product offers a suite of SAAS modules, including Onboarding, Performance, Claims Administration, and more, empowering companies to configure each module according to their specific requirements.
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Onboarding is the first module I've been working on revamping since early 2023 and is currently in the stage of development.
Current Stage : Developed and ready to be piloted for first client.
Journey Mapping
Context : It’s Clara’s first day at Omnivore as a Finance Analyst. She realizes she hasn't been onboarded yet.
She gets in touch with Tracy, her Manager to find out how to proceed.
01 Tracy proceeds to ask Greg from HR to publish Clara’s profile on the onboarding module.
02 While updating Clara’s profile Greg realizes he needs permission to add a few additional details to her profile.
03 Greg reaches out to vExecution’s Super Admin to make the changes for him
Greg wishes there was an easier way to edit forms without having to reach out to the Super Admin each time.
Current Scenario
The Super Admin has overall control over each client company’s module.
- The Client Admin only has permission to update the particulars of forms created by the Super Admin.
- Any changes required by the client from Super Admin are time-consuming as most changes are not global but company-specific.
Problem
Currently, the Super Admin acts as a bottleneck, hindering the clients from efficiently onboarding their employees.
How might we enable Client Admins to have more control and ownership of their own company module, reducing reliance on the super admin, and eliminating delays and time wastage?
Introducing configurable Onboarding module
CREATE NEW FORMS
Client Admin can create their own forms apart from the global template forms provided
FORM EDITING
Client Admin now has access to edit Global template forms to suit their own needs.
How did we get here?
Before getting into the details of design let’s look into how we went about the flow of arriving to the final solution.
Current Flow
Despite being an exception flow, the Super Admin found too many requests like Greg’s on a regular basis from different clients asking for requests specific to only their companies.
A minimum of two weeks is required to accept, review, and customize each request by the Super Admin.
How did we solve this?
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Provide Clients with a standard module, but also Allow Client Admin to create their own forms.
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Allow Client Admin to edit certain “editable” form fields from the Global template forms.
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Client Admin can assign permissions to employees to give them editing/viewing access.
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Employees with editing access still require Client Admin’s approval to make any changes to the global template of forms.
Solution 1 : Create new forms
01
Create new Form
02
Drag and Drop form fields from Property bar
Solution 2 : Edit global template of forms
01
Click on Design form icon
02
The form opens into edit mode showing the editable and non editable fields
03
Editable form fields can be hidden, deleted or replaced
Solution 3 : Client Admin can approve/reject edit requests from employees
01
Client Admin can view all requests sent in by employees for edits
03
Admin can send back requests with reason with this popup
02
Admin can either approve or send back the request
04
Admin can view the Audit Trail to review the flow of events for any change requests for any items in the module
Publish mode
After rejecting Tracy’s request to changes to the Display Name form field, Greg then proceeds to fill the particulars and publish Clara’s profile.
How will this help?
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Client companies now have more ownership over their modules and can tweak the forms to suit their company’s needs.
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This leads to reduced delays saving company time.
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The product works more seamlessly compared to before when Super Admin spent hours over specific company requests and can focus on updating and making the module more configurable and easy to use instead.