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iHRMS

A STUDY IN SYSTEMS & PEOPLE

UX CASE STUDY · RESEARCH & DEFINITION

Before the UI, there was a human system.

The same hiring journey looked different from every side. Candidates needed clarity. Recruiters needed coordination. Hiring managers needed confidence. Before designing screens, I mapped the system behind the decisions.

THE CHALLENGE

The requirement was clear.The problem wasn't.

Stakeholders knew what they wanted to build.
But the real challenge was understanding the people, processes, and decisions behind every hiring outcome.

Project Overview

METHODS

Discovery
Research
Competitor Analysis
User Interview
Journey Mapping

Card Sorting
Information Architecture
User Flow Map
High-Fidelity Prototypes
Product Demo Video

ROLE

Sr. Product Designer

TIMELINE

Jan 2025 · 1 month

SECONDARY RESEARCH

More applications. More coordination. Longer hiring cycles.

244

Applications per job

+128 since 2022

Up from 116 in 2022Greenhouse(opens in a new tab)

746

Applications per recruiter

+600 since 2022

Up from 146 in 2022Greenhouse(opens in a new tab)

59.7days

Time to fill

+16.1 days since 2022

Up from 43.6 days in 2022Greenhouse(opens in a new tab)

11.7–17.6

Interviews per hire

11.7 business · 17.6 technical

Business roles → Technical rolesAshby(opens in a new tab)

Automation helped. Accountability still mattered.

89%

Report time or efficiency gains

Among HR professionals whose organizations use AI in recruiting.

SHRM(opens in a new tab)

38%

Want visible human review

US candidates wanting confirmation that a person reviews AI output before decisions.

Greenhouse(opens in a new tab)

The opportunity wasn't simply to automate more. It was to make the system easier to understand and coordinate.

COMPETITOR ANALYSIS

Different products solved different parts of the hiring system.

01Direct and indirect competitors

Direct competitors run integrated HR and hiring suites; indirect competitors own specific parts of recruitment.

DIRECT COMPETITORSIntegrated HR / HCM suites

RipplingSan Francisco, US2016HR, IT and payroll on one employee record
WorkdayPleasanton, US2005Unified HCM and finance with recruiting, talent and analytics
SAP SuccessFactorsSouth San Francisco, US2001Cloud HCM suite for core HR, talent and payroll
Oracle HCM CloudAustin, US1977Enterprise HCM with recruiting, workforce and AI assistants
UKG ProWeston, US2020HR, payroll and workforce management for large teams

INDIRECT COMPETITORSRecruitment and talent platforms

LinkedInSunnyvale, US2003Professional network with sourcing and recruiter tools
IndeedAustin, US2004Job search engine with employer hiring tools
NaukriNoida, IN1997Indian job portal with a resume database for recruiters
GreenhouseNew York, US2012Structured-hiring ATS with onboarding
PhenomAmbler, US2010AI talent experience for candidates, recruiters and employees

02Feature comparison

Capabilities grouped by hiring-lifecycle stage and compared within each competitor group.

FEATURES	Rippling	Workday	SAP SuccessFactors	Oracle HCM Cloud	UKG Pro
RECRUITMENT & ATS
Job requisition & approval workflows	✓	✓	✓	✓	✓
Job posting & multi-board distribution	✓	✓	✓	✓	✓
Applicant tracking & pipeline	✓	✓	✓	✓	✓
Resume parsing & screening	✓	✓	✓	✓	✓
Talent pool & candidate rediscovery	✓	✓	✓	✓	✓
Skills assessments & tests	−	−	−	−	−
Background check integration	✓	✓	✓	✓	✓
Interview scheduling	✓	✓	✓	✓	✓
Offer management & e-signature	✓	✓	✓	✓	✓
CANDIDATE EXPERIENCE
Branded career site	✓	✓	✓	✓	✓
Mobile-first application	✓	✓	✓	✓	✓
Application status tracking	✓	✓	✓	✓	✓
Interview self-scheduling	✓	✓	✓	✓	✓
Automated email & SMS updates	✓	✓	✓	✓	✓
Job recommendations	✕	✓	✓	✓	−
Conversational assistant	✕	−	−	✓	−
COLLABORATION & HIRING DECISIONS
Interview kits & scorecards	✓	✓	✓	✓	✓
Shared feedback & notes	✓	✓	✓	✓	✓
Hiring manager portal	✓	✓	✓	✓	✓
Employee referrals	✓	✓	✓	✓	✓
ONBOARDING & LIFECYCLE
Automated onboarding	✓	✓	✓	✓	✓
Pre-boarding documents & e-sign	✓	✓	✓	✓	✓
Employee & manager self-service	✓	✓	✓	✓	✓
Internal mobility & career pathing	−	✓	✓	✓	✓
Performance & talent management	✓	✓	✓	✓	✓
Learning management	✓	✓	✓	✓	✓
Time & attendance	✓	✓	✓	✓	✓
Payroll & benefits	✓	✓	✓	✓	✓
AI & ANALYTICS
AI candidate matching	−	✓	✓	✓	✓
AI job description writing	−	✓	✓	✓	−
Generative AI assistant	−	✓	✓	✓	✓
Recruitment reporting	✓	✓	✓	✓	✓
Source effectiveness tracking	✓	✓	✓	✓	✓
Diversity & inclusion analytics	−	✓	✓	✓	✓
Workforce analytics & planning	✓	✓	✓	✓	✓
Predictive insights	−	✓	✓	✓	✓
PLATFORM & GOVERNANCE
Role-based permissions	✓	✓	✓	✓	✓
Audit trails	✓	✓	✓	✓	✓
Single sign-on (SSO)	✓	✓	✓	✓	✓
Integrations & open APIs	✓	✓	✓	✓	✓
Compliance & data privacy	✓	✓	✓	✓	✓
Multi-language & multi-country	−	✓	✓	✓	✓
Mobile app	✓	✓	✓	✓	✓

AvailablePartial or add-onNot offered

03Feature vs experience

How each platform balanced breadth of capability against the quality of its user experience.

↑ HIGH USER EXPERIENCE↓ LOW USER EXPERIENCE← LESS FEATURESMORE FEATURES →

Rippling

Greenhouse

Workday

Oracle HCM Cloud

Phenom

SAP SuccessFactors

Indeed

UKG Pro

Naukri

04SWOT analysis

Strengths, weaknesses, opportunities and threats of the leading direct and indirect competitors.

COMPANYStrengthsWeaknessesOpportunitiesThreats

Rippling

HR, IT and finance on one platform
Automates repetitive admin work
Modern, intuitive interface

Lower brand recognition than incumbents
Less feature depth in talent areas
Limited international compliance

Advanced AI and analytics
International expansion
Partnerships with HR tech vendors

Intense HRMS competition
Regulatory changes
Data security risks

Workday

Unified HR and finance platform
Strong global compliance and security
AI built into planning and analytics

Premium pricing for smaller companies
Steep learning curve
Long, complex implementation

Offerings tailored to SMEs
Deeper AI and mobile capability
Expansion into new industries

SAP and Oracle competing for enterprises
Frequent regulatory change
Cybersecurity and data risk

SAP SuccessFactors

Complete HCM suite
Localisation for global payroll and compliance
Tight integration with SAP ERP

Dated, inconsistent interfaces
Costly, partner-led implementation
Heavy configuration effort

AI copilot across HR tasks
Skills-based talent management
Growth in the mid-market

Cloud-native rivals moving faster
Workday and Oracle in enterprise deals
Shifting data-protection rules

USER JOURNEY MAPPING

Understanding the people showed us the problems.Mapping the journey showed us where those problems connected.

The interviews revealed needs, frustrations and dependencies at an individual level. Journey Mapping placed those observations across time, showing how actions, information, emotion and responsibility changed from one stage to the next.

USER JOURNEY MAP · USE CASE 01

Job Seeker Journey

From searching for an opportunity to becoming an employee.

This journey map captures the complete experience of the candidate, highlighting their actions, thoughts, emotions, touchpoints, challenges and opportunities at each stage.

PERSONA

Aarav Shah

Job seeker / candidate

Discovery → offer decision / continued search

From participant interview · P4

SCENARIO

Aarav aims to secure a role in a mid-level tech company in a specific geographic region. He aims to receive an offer within three months.

Hover, tap or use arrow keys on a stage to trace it through every row

EMOTION EVIDENCEFrom source mapFocus a stage to see what each emotion point rests on.

Stages10 key stages, from create an online presence to onboarding

LinkedIn Profile SetupPortfolio CreationNetworking

Resume and Cover LetterProfile Verification

Searching Jobs on Multiple PlatformsAI-Powered Job RecommendationApply Using AI-Based InsightsUse AI-Based Filters

Custom ApplicationFollow-up Actions

AI Compatibility CheckRecommendations for Improvement

Automated Interview SchedulingMock Interviews

Virtual or On-Site InterviewsBehavioral Analysis

AI-Powered InsightsInterviewer FeedbackContinuous Feedback Loop

Offer Letter

Document SubmissionFirst-Day Preparations

ActionsWhat the candidate does at each stage

Profile Setup

Portfolio Creation

Connected with recruiters and industry professionals.

Used AI tools to draft multiple resume versions for different roles.

Created custom cover letters.

Verified profile to ensure accuracy and consistency

Searched for relevant jobs on job portals using AI-based filters.

AI-Powered Job Recommendation and Insights

Applied through HRMS platform.

Submitted applications and tracked status.

Scheduled follow-ups

Resume reviewed by AI screening tool

Received recommendations for changes

Scheduled interview and confirmed availability.

Prepared using AI-powered coaching tools

Attended interview via HRMS virtual link.

Presented portfolio, handled questions, and underwent behavioral analysis for real-time feedback on communication and interpersonal skills.

Received insights on performance, strengths, areas for improvement.

Interviewer Feedback and Continuous Feedback Loop.

Received job offer, accepted it, initiated negotiation.

Completed onboarding documents

Attended training sessions, introduced to team.

ThoughtsWhat they think and question

How do I make my profile appealing to recruiters?

Will this version get noticed?

Should I tweak it more?

Am I finding the right opportunities?

Are there better options?

I hope my application gets noticed. Should I reach out to the recruiter?

I need to adjust my resume again?

What's missing?

What if the schedule changes?

How should I prepare for this role?

Did I make a good impression?

Did they like my projects?

What do they think of me?

Am I a good fit for their team?

Have I secured the best compensation?

What are the next steps?

I'm excited to start, but I need to understand the company culture better.

TouchpointsTools, platforms and people involved

GitHub

Naukri

Behance

Indeed

Professional networking events

AI Resume Builder, Cover Letter Generator.

Job portals and alerts from email

Naukri

Indeed

HRMS platform and job portals

Naukri

Indeed

Follow-up emails

Gmail

Outlook

None listed in the source map

Calendar Integration and Video Conferencing Tools

Calendly

Meet

Teams

Zoom

AI mock interview platform

aiApply

Video Conferencing Tools

Meet

Teams

Zoom

Portfolio websites

GitHub

Behance

Interviewer Feedback on HRMS platform and Email

BambooHR

Gmail

AI-Powered Insights and Continuous Feedback Loop

SAP

BambooHR

Taleo

Receiving Offer Letter via Email

Gmail

Outlook

Online onboarding platform, internal chat tool.

BambooHR

Teams

Slack

Emotional Experience

Excitement

Motivation

Hopeful

Anxiety

Frustration

Initial Excitement

Anxiety

Hopeful

Nervousness

Frustration

Confidence

Nervousness

Relief

Excitement

Excitement for Starting

Feelings & NeedsWhat they feel and need at each stage

I want to be recognized in the industry

wants to stand out

I need clear guidance on improving my resume

I want jobs that fit my skills and goals

I'm feeling nervous

I just wish I knew if my application is being noticed

I want effective resume feedback

I need suggestions on how to better prepare for the interview

I wish the scheduling would be easy and flexible

I wonder if I made a good impression

Did they like my projects?

I feel relieved to receive positive feedback

The given insights along with the interviewer's personal feedback are really helpful

I need fair compensation and clarity on next steps

I want a smooth onboarding experience

Pain PointsKey challenges and frustrations

Difficulty in understanding which specific skills recruiters value

Overwhelmed by conflicting resume advice

Receiving too many irrelevant opportunities

Lack of clarity in application status

Uncertainty about next steps

Frequent rejections without clear reasons

Conflicting schedules and vague interview expectations

Lack of real-time feedback

Anxiety due to long response time

Anxiety about fit and next steps

Uncertainty in feedback loop

Fear of losing the offer, negotiating terms

Feeling disconnected from team

Overwhelmed with documents

Potential OpportunitiesHow iHRMS can improve the experience

AI-Powered Profile OptimizationEnhance candidates' online profiles by highlighting recruiter-preferred keywords and skills.Focus on the most in-demand skills to improve visibility and profile attractiveness

Resume Effectiveness ScoringImplement a real-time scoring system during the preparation stage to help candidates improve their resumes.Provide actionable suggestions and a clear score to boost resume quality.

Application Tracking AutomationOffer a streamlined application tracking feature with a clear hiring timeline.Reduce uncertainty by providing candidates with transparent updates on their application status.

Behavioral Feedback AnalysisIntroduce AI-driven analysis for interview performance to help candidates understand their strengths and weaknesses.Offer specific feedback on communication skills and interpersonal interactions.

Buddy System for OnboardingAssign onboarding buddies to assist new hires in integrating smoothly into the companyPersonalized support can reduce stress and foster a positive onboarding experience.

OVERVIEW

CANDIDATE

Card sorting

44 candidate features sorted into 10 groups, plus 6 shared services

Profile & Career Identity

Personal Profile

Resume & Portfolio

Skills & Certifications

Profile Verification

Professional Profiles

Profile Strength

Job Discovery & Company Research

Personalised Job Recommendations

Advanced Job Search

Job Alerts

Company Research

Saved Jobs & Search History

Job Match Insights

Applications & Tracking

Apply to Jobs

Fast / Batch Apply

Application Tracker

Follow-up Management

Talent Pool / Future Opportunities

Resume & Application Preparation

Resume Builder

Cover Letter Builder

ATS & Resume Feedback

Application Templates

Interview Preparation & Scheduling

Mock Interviews

Interview Preparation

Interview Scheduling

Interview Rescheduling

Interview Performance Feedback

Skills, Learning & Career Growth

Skill Gap Analysis

Learning Recommendations

Courses & Certifications

Learning Progress

Career Path & Goals

Network & Referrals

Professional Networking

Referral Management

Career Events

Offers & Onboarding

Salary & Market Insights

Offer Evaluation & Negotiation

Pre-joining & Documents

First-Day & Onboarding Prep

Support & Wellbeing

Career Support

Rejection & Resilience Support

Peer Support Community

Privacy, Documents & Settings

Privacy & Visibility

Document Centre

Data & Security Controls

Cross-cutting services

AI Assistance

Notifications & Reminders

Feedback & Insights

Accessibility

Personalisation

Gamification / Progress

INFORMATION ARCHITECTURE

Candidate / Job Seeker

10 capability groups structured into 6 destinations, 3 contextual experiences and 7 shared services

PERSISTENT

01
Home
- Overview
- Quick Actions
- Recent Activity
- Upcoming Interviews
- Application Progress
- Recommended Next Actions
02
Profile
- Personal Profile
- Resume & Portfolio
- Skills & Certifications
- Professional Profiles
- Profile Verification
- Profile Strength
03
Opportunities
- Job Search
  - Personalised Recommendations
  - Advanced Search
  - Job Match Insights
- Saved Jobs
- Job Alerts
- Company Research
- Talent Pool / Future Opportunities
- Network & Referrals
  - Professional Networking
  - Referral Management
  - Career Events
04
Applications
- My Applications
- Application Tracker
- Apply / Fast Apply
- Application Preparation
  - Resume Builder
  - Cover Letter Builder
  - ATS & Resume Feedback
  - Application Templates
- Follow-up Management
05
Interviews
- Upcoming Interviews
- Interview Details
- Schedule / Reschedule
- Interview Preparation
- Mock Interviews
- Interview Performance Feedback
06
Growth
- Skill Gap Analysis
- Learning Recommendations
- Courses & Certifications
- Learning Progress
- Career Path & Goals
- Career Support

CONTEXTUAL

· Appears only when relevant

Feedback & Improvement

After application review, interviews, rejection, progression or learning

Feedback Summary
Strengths
Improvement Areas
Coaching Suggestions
Recommended Next Actions

Offer & Negotiation

When the candidate reaches an offer state

Offer Details
Salary & Market Insights
Compare Offers
Offer Evaluation
Negotiation Support
Accept / Reject / Counter

Pre-joining / Onboarding

After an offer is accepted

Documents
Verification
Pre-joining Formalities
First-Day Preparation
Team Introduction
HR Support

SHARED SERVICES

· Available across every destination

Search
Notifications
Calendar
Documents
AI Assistance
Privacy & Settings
Help & Support

USER FLOW MAPPING

From first search to first day — mapping the candidate journey.

I mapped the candidate experience end-to-end—from discovering opportunities and submitting applications to interviews, feedback, offers and onboarding—while accounting for decisions, alternate routes and recovery paths.

Complete candidate user flow

The full end-to-end map across discovery, applications, interviews, feedback, growth, offers and onboarding.

AREAS IN THE MAP

The challenge wasn't only mapping the happy path. It was accounting for what happened when a candidate paused, rescheduled, withdrew, was rejected, improved, negotiated or eventually joined.

Critical candidate journeys

The complete map captures every branch. These selected paths make the core experience easier to inspect.

JOURNEY 1Discovery

Discover → Apply

Without logging in, a candidate can explore and filter jobs, open one, and choose to apply or bookmark it.

Explore Jobs
Search Result
Job Detail Page
Apply Job
Redirect to Login Page

ALSO MAPPED

Job Detail Page → Bookmark Job → Redirect to Login Page
Search Result → Sort and Filter, or AI Job Search

JOURNEY 2Application

Application → Screening → Interview

The application stages a candidate moves through before the interview itself.

Application Submitted
Initial Screening
Shortlisted?
YesTechnical Review
Interview Scheduling
Interview Process

ALSO MAPPED

Not shortlisted → Received Feedback on Resume & Cover Letter → Upgrade using AI-powered coaching tools
Screening Test Required? → Participate in the Test → Submit Test/ Document
Want to Reschedule Interview? → Choose Date & Time → Confirm Availability

JOURNEY 3Interview

Interview → Feedback → Next round

From the interview session to feedback, and preparation when the candidate moves forward.

Attend Interview Session
Finish Interview Call
Feedback
Shortlisted?
YesReceived Selection Email/ Notice
Received insights on Performance, Strengths, Areas for Improvement
Prepare for next rounds using AI-powered coaching tools

ALSO MAPPED

Virtual or On-Site Interview? → separate preparation for each
Received Interview Details? No → Request for details

JOURNEY 4Non-happy path

Rejection → Insight → Coaching

A rejection is mapped as a route to feedback and improvement, not an end state.

Shortlisted?
NoReceived Rejection Email/ Notice
Received AI-Powered Insights and Interviewer Feedback
Received insights on Performance, Strengths, Areas for Improvement
Upgrade using AI-powered coaching tools
Personalized Coaching Suggestions, Reflective Learning Log

ALSO MAPPED

Application Status → Rejected → Receive Feedback → Upgrade using AI-powered coaching tools
Not sure about the job? → Withdraw Application → Are you sure? → Give Reason or Feedback

JOURNEY 5Offer & onboarding

Offer → Negotiation → Onboarding

Offer review and negotiation, then the preparation a candidate completes before joining.

Received a Job Offer?
YesView Job Offer
Like the Offer?
NoInitiate Negotiation
Submit Counter Offer
Accept Offer
Receive Joining Letter
ONBOARDING PREPARATION
Document Submission
Pre-Joining Formalities
Proceed to Onboarding Completion

ALSO MAPPED

Settle on the Original Offer? No → Reject Offer
Required documents missing → Ask to upload missing documents

Flow explorer

Drag to move, hold Ctrl or ⌘ and scroll to zoom, or jump to an area. Full screen zooms with the scroll wheel.

WHAT THE MAPPING CLARIFIED

Candidate movement across the lifecycle
Major decisions and alternate routes
Dependencies between product areas
Where contextual support was needed

HIGH-FIDELITY PROTOTYPES

From mapped journeys to usable screens.

The interface brings the system into focus: what needs attention, why it matters, and what happens next. Explore the candidate journey and the workspaces supporting it.

Screen

iHRMS Candidate workspace: Urgent decisions, interview preparation and applications share one home. — Candidate workspace
A clear next step, every day.
Urgent decisions, interview preparation and applications share one home.

Prioritise the next action.

A focused home surfaces decisions that need attention, alongside the context needed to act.

Keep the reasoning visible.

Recommendations, supporting evidence and proposed changes can be reviewed before committing.

Make control explicit.

AI permissions distinguish assistance from actions that require a person’s approval.

Interactive prototype · Sample names, figures and records illustrate the experience.

MORE WORK

Continue exploring complex systems.

Three more works across complex products, research platforms and design systems.

View all work

Signal Intelligence

Contact

If the work resonates, let’s talk.

Open to Lead Product Designer and UX leadership conversations around 0→1 products, AI-enabled SaaS and complex multi-persona systems.

Email me LinkedIn WhatsApp

Before the UI, there was a human system.

“The requirement was clear.The problem wasn't.

Project Overview

More applications. More coordination. Longer hiring cycles.

01Direct and indirect competitors

02Feature comparison

03Feature vs experience

04SWOT analysis

Understanding the people showed us the problems.Mapping the journey showed us where those problems connected.

Profile & Career Identity

Job Discovery & Company Research

Applications & Tracking

Resume & Application Preparation

Interview Preparation & Scheduling

Skills, Learning & Career Growth

Network & Referrals

Offers & Onboarding

Support & Wellbeing

Privacy, Documents & Settings

Cross-cutting services

PERSISTENT

Home

Profile

Opportunities

Applications

Interviews

Growth

CONTEXTUAL

Feedback & Improvement

Offer & Negotiation

Pre-joining / Onboarding

SHARED SERVICES

Complete candidate user flow

Critical candidate journeys

Discover → Apply

Application → Screening → Interview

Interview → Feedback → Next round

Rejection → Insight → Coaching

Offer → Negotiation → Onboarding

Flow explorer

From mapped journeys to usable screens.

A clear next step, every day.

Prioritise the next action.

Keep the reasoning visible.

Make control explicit.

Continue exploring complex systems.

Turning scattered market signals into decisions

How do you run live research without interrupting the call?

Unified Participant Experience

If the work resonates, let’s talk.

The requirement was clear.The problem wasn't.