Job Tracking System
"Managing jobs efficiently shouldn’t feel like a constant battle with spreadsheets, lost updates, and unclear task ownership. Yet, for many teams, it does. The Job Tracking System changes that."
Instead of just digitizing workflows, we focused on clarity, real-time visibility, and effortless task tracking—so teams can focus on getting work done, not managing work.
ERP System
Apr 2024-May 2024
Product Designer
User Research
UI Design
Prototyping
UX Design
Why a Streamlined Application Process is Crucial for Candidate Retention
Applicants often became frustrated and abandoned the application process midway due to the system's clunky interface.
Hiring Managers had to manually send emails and schedule interview meetings with applicants, making their work more cumbersome and time-consuming.
The Core Problem: Why Job Tracking Feels Messy
Through user research, we uncovered three major pain points that were slowing teams down:
🔹 Scattered Communication – Updates were buried in email threads, making job status unclear.
🔹 No Real-Time Visibility – Teams lacked an overview of who’s doing what and what’s urgent.
🔹 Inefficient Task Flow – Assigning and updating jobs required too many manual steps.
💡 Key Insight: Teams don’t just need job tracking—they need a dynamic, living system that keeps everything in sync without micromanagement.
35%
Improved onboarding process
25%
Increase in user retention
84%
Increase in time spent on website
Gaining Insights into System Pain Points with User Research
I had a sit down with the Company’s hiring managers and current employees that had used the system during their job application process to further understand their needs. I carried out Usability testing with the team as well.
The Breakthroughs: Making Job Tracking Effortless
Rather than following a traditional "step-by-step process," we focused on three key design wins that transformed the experience:
1. A Centralized Dashboard for Instant Clarity
Challenge: Users struggled with fragmented tools and outdated status updates.
Solution:
✅ Designed a clean, card-based dashboard with clear job progress indicators.
✅ Implemented real-time updates—so everyone sees the latest job status instantly.
✅ Added custom filtering options to let users quickly find urgent tasks.
The Result: No more digging through emails—just a single source of truth for all job updates.
2. Fewer Clicks, More Productivity
Challenge: Excessive clicks and cluttered navigation were slowing down workflows and reducing efficiency.
Solution:
✅ Streamlined the user interface to minimize clicks and enhance usability.
✅ Redesigned search functionality for faster access to relevant information.
✅ Integrated email threads within candidate profiles for a smoother hiring experience.
The Result: Increased efficiency, reduced distractions, and a more seamless hiring process.
3. Preventing Incomplete Data with Stage-Lock Solutions
Challenge: Incomplete or incorrect data was causing reporting inaccuracies and disrupting workflows.
Solution:
✅ Implemented a stage-lock feature to ensure users complete all required data before progressing.
✅ Designed validation checks to flag missing or incorrect entries in real time.
✅ Introduced guided prompts to help users enter accurate information efficiently.
The Result: Improved data accuracy, reduced errors, and seamless workflow progression with reliable reporting.
Final Thought
Managing work shouldn’t feel like extra work. With the Job Tracking System, teams can finally focus on what matters—getting things done.
By focusing on creating a user-friendly interface and automating repetitive tasks for recruiters, we learned that simplifying complex workflows for different user types improves engagement and productivity on both ends.
Empathy-driven design, informed by user pain points, leads to more efficient systems and better user satisfaction.
