Attract, Empower & Engage the best talent.
The Client
Cassidi is a startup that has developed a human resources SaaS oriented to improve the experience of the new employees when entering in the companies, as well as automatize and facilitate the processes for the human resources department.
For doing so, the human resources department creates a “journey” in our platform. A journey is a subsequent flow of notifications and visuals that are going to be sent to the new employee on different days.
This journey can be assigned to multiple employees on different dates, and automatically will trigger all the set of notifications on different days. Also, this journey automatically gets personalized for each employee.
The Project
In Spain, there are regulations that make it mandatory for firms and employees to submit their timesheets every week. This task is typically a boring and bureaucratic task.
The scope of the project was to provide companies and employees with the best way to submit the timesheets and make the experience the less painful as possible.
The goals of this project are:
Conduct UX/UI research to understand pain points and "must have" for companies and employees using a timesheet submission platform.
Study the best approach for employees to submit their time and for companies to view and manage timesheets.
Consider edge cases like holidays and illness when designing the platform.
Use research insights to inform the development of intuitive interfaces, clear workflows, and automated functionalities.
The Team
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Dario
UX/UI Designer
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Giulia
UX/UI Designer
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Antón
UX/UI Designer
The Agenda
Competitive Analysis
Cassidi operates within a crowded market, characterized by numerous companies offering similar products and services.
During our analysis, we closely examined the brand positioning of two prominent competitors, Connecteam and Emboarder, to understand their offerings and how they distinguish themselves. These platforms offer a range of features, including "THE TIME CLOCK AND THE CLOCK IN REMINDER" and "THE EMPLOYEE TIME MANAGEMENT," which streamline attendance tracking and employee productivity management.
Despite competition, Cassidi can leverage its strengths to offer unique and innovative solutions in timekeeping and employee management.
Survey and Interviews
The interviews proved particularly insightful as they provided a deeper understanding of how users would prefer a tool like CASSIDI and what features they would appreciate. Gathering data through surveys and interviews was crucial in examining the emotions and sentiments of users towards time-tracking systems.
Our survey and interviews provided valuable insights into the perception of clock-in and clock-out tools, revealing that they are often seen as a form of control from the employer's perspective. Interestingly, we discovered that these tools are not always viewed positively by users.
Affinity Diagram
Through our analysis, we identified important insights from our survey and interviews. The affinity diagram revealed three key categories:
Missed Clock In/Out Reminders: Users expressed that they sometimes missed clock in/out reminders, leading to issues with punctuality and attendance. This finding highlights the need for improved reminder systems to ensure employees are consistently aware of their clock-in responsibilities.
Visibility and Recognition: Users emphasized the importance of having a system that provides visibility and recognition within the company. They desired a platform that allows them to showcase their accomplishments, skills, and contributions, fostering a sense of appreciation and motivation.
Fun and Enjoyable Workdays: Respondents expressed a desire for features that make their workdays more enjoyable and engaging. They sought elements that add a touch of fun and creativity to their daily tasks, making the work environment more enjoyable and stimulating.
User Personas
Considering CASSIDI’s double interface, we had to create two user personas: María and Pablo.
Pablo needs to clock in and out every day, and sometimes he forgets to do it. Also, the platform used by his company is not intuitive and is a bit sterile. He would like more transparency, a better management system, and some engagement with his colleagues since working remotely is not always social.
María is an HR representative who wants her workload to be organized and straightforward but also engaging for the employees.
User Journeys
Pablo’s journey starts early in the morning, working from home, feeling happy and motivated. However, he forgets to clock in and gets annoyed when his manager asks why he wasn't online. He faces internal disorganization, a lack of transparency, and difficult communication within the company. Pablo feels frustrated, unrewarded, and disconnected from his teammates.
María starts her day with enthusiasm, handling various tasks in her dynamic job. She faces challenges with a disorganized inbox, mixed-up replies, and unrelated emails. Manual vacation tracking and a lack of platform for clock-in/out data cause frustration. She struggles with organizing onboarding documentation without a dedicated platform.
Exhausted and seeking improvement, she desires a more organized and user-friendly solution to simplify her tasks.
HMWs
Based on our user journey, we created the following HMW statements:
Problem Statement
Moscow & MVP
The MoSCoW method helped us identify the key features for CASSIDI: Must, Should, Could, and Won't have. We determined that GPS functionality did not align with our values and excluded it from the scope.
Our primary focus was on implementing clock in/out reminders, a recognition portal, a dashboard, and a time off portal. These features were deemed essential and aligned with our project objectives.
Site Map and User Flow
With the user's needs in mind, our focus shifted towards creating a sitemap that offers different paths for users to navigate through the platform. We began by defining the main menu, which serves as a central hub for accessing key features and functionalities. Within this menu, we developed the following sections:
My Profile: This section allows users to view and manage their personal information, including their profile picture, contact details, and job-related information. Users can check their statistics, documents and book their time off.
Status: This feature provides users with a way to clock-in and indicate their current availability or status to their colleagues and teammates.
Recognition: In this section, users can give and receive recognition for their achievements and contributions.
Archive: The Archive section provides users with a centralized location to store and access important documents, files, and previous communications.
Forum: The Forum feature serves as a space for users to engage in discussions, ask questions, and share knowledge with their colleagues. It promotes collaboration and knowledge sharing within the company, fostering a sense of community and providing a platform for open communication.
Low-Fi Wireframes
After using the Crazy 8s method to generate initial ideas, we proceeded to develop low-fidelity (lo-fi) wireframes to bring those ideas to life. Our primary emphasis was on designing various sections of the platform, including the Status Page, where users can clock in/out and update their status, the Dashboard, the Recognition Section, and the Calendar for holiday requests.
Mid-Fi Wireframes
After refining the layout of our platform we moved on to creating mid-fidelity wireframes. These incorporated feedback from testing and we added more details,including texts and graphics, we created components and designed our icons.
Style Tile
In response to the client's request to maintain their existing style, we ensured consistency by respecting the background colors, page layouts, typography, buttons, boxes, and shadows already established within their brand identity.
While maintaining these elements, we introduced new icons and a color system to represent the new functionalities we developed. To maintain visual harmony, we followed a chromatic range of blue, indigo, and violet as secondary colors, which complemented the existing style. Additionally, we used accent colors such as green, red, and yellow to highlight and draw attention to specific functions and actions within the platform.
By integrating these new elements while adhering to the client's existing style guidelines, we were able to create a cohesive and visually appealing user interface that seamlessly incorporates the desired functionalities. This approach ensures that users can easily navigate and interact with the platform while experiencing a consistent visual experience aligned with the client's brand.
Hi- Fi Prototype
Upon accessing the portal, users are directed to their profile page, known as "My Profile." Here, they will find a convenient pop-up reminder that prompts them to clock in. Clicking on this reminder takes them to the dedicated "My Status" page.
On the "My Status" page, users can effortlessly complete the clock-in process. They receive a confirmation message once they have successfully clocked in. In the event of any issues or the need to make changes, users have the option to edit their clock-in time and submit a request to the HR or relevant department for review.
Additionally, users can access important information such as their total work hours, allowing them to keep track of their productivity. They can also update their status to indicate their availability or any specific circumstances.
The system includes reminder pop-ups that are triggered when employees have been sitting for an extended period. These pop-ups serve as gentle reminders to engage in activities like stretching and staying hydrated, promoting overall health and well-being in the workplace. By incorporating these reminders, we aim to create a work environment that prioritizes employee health and encourages positive habits throughout the workday.
In the Recognition section, we have developed a platform for employees to engage in recognition and communication.
Users can view company-wide recognitions for events like promotions and birthdays, react to them, and participate in a positive work culture.
They can also access their personal recognition history and choose to highlight specific recognitions on their profile page.
To give recognition, employees can select recipients, filter their search by department or organizational chart, and send messages or choose from a variety of cards for direct communication. This section fosters a sense of appreciation, encourages communication among employees, and celebrates individual achievements within the organization.
In the My Profile section, employees have access to various sub-sections.
The Library contains personal documents like payslips and contracts.
The Dashboards display informative graphs on time control, hours worked, and overtime, with filtering options for different time periods.
The Time Off sub-section allows employees to manage their absences. It shows available, used, and pending days, along with national holidays. Employees can request time off by selecting dates and absence type, sending the request to HR.
A pop-up notification reminds employees to clock out and rest at the end of the day.
These features provide a comprehensive view of employees' company-related information, facilitate document management, enable time tracking, and simplify absence management.
In the Archive section, we have designed a centralized repository where employees can access various company documents. This includes public documents managed by the company, which are organized into different folders. These documents provide useful information for employees in their day-to-day activities, such as statistics, surveys, and legal documents. The Archive section serves as a convenient resource hub for employees to find and reference important materials.
Additionally, the Forum section provides a platform for employees to engage in company-wide activities and discussions. It serves as a space to post news, promotions, and other relevant updates, functioning as a blog-like platform. In the future, we plan to include a link to LinkedIn, which will enhance the company's visibility and facilitate seamless integration with professional networking.
Testing
During the testing of the Cassidi platform, users expressed appreciation for the popup reminders, describing them as necessary. They also found the platform’s layout to be intuitive.
