'My Hires' for Placement Management

redesign • user research (b2b) • prototyping
Tempo is a SaaS-based hiring tool that allows companies to find candidates for permanent and temporary positions. In June 2023, Tempo unveiled 'MyHires,' aimed at simplifying and speeding up placement management actions. This new area in the application reduced the time on task for crucial company user actions on placed candidates, including rehiring and extensions.
Product design, user testing, UI design, full developer handoff
1 Product Designer (me), 2 Developers, COO
Jan 2023 - March 2023
Reduced time on task, reduced reliance on Client Sucess teams
Problem context
There isn't currently any area for companies to manage their placements, making it difficult to locate candidates placed in roles. Users typically have to manually search through many historic job postings when needing to find a specific candidate when making placement management actions
impact of problem
⬆️ Potential missed commercial opportunities
The failure to address a key user need particularly for highly seasonal temp clients, who contribute significantly to our revenue, has resulted in missed commercial opportunities
😩 Unnecessary pressure on Tempo's Client Success team
Due to the absence of a solution for managing placed candidates, Tempo's Client Success team is burdened with inefficiently spending time on administrative tasks for users
high overview of the old experience
"As a hiring manager, I want to quickly send a rehire or extension offer to a candidate I once hired through Tempo because their performance was great and I need help fast"
For high-volume clients with many posted roles, the problem is pronounced. Locating candidates becomes challenging as users must rely on recall to identify job titles, especially when roles are reposted with similar titles.

Navigating through the placements tab and scrolling through candidate lists exacerbates frustration. It is highly likely that a hiring manager may need to go through this flow repeatedly before successfully finding the candidate
solution preview
'My Hires' for effortless placement management and success demonstration
This additional feature to the platform consolidates all of a company's previously hired candidates into one place. It showcases the platform's exceptional success in candidate sourcing and streamlines placement management tasks
if you are wondering... "can we skip to the good part" 🎵
jump to solution highlights 🙃
Attribute mapping: understanding what objects comprise with placements
To tackle the intricacies of placements, I initiated the process by seeking a comprehensive understanding of the interconnections among candidates, jobs, placements, and companies. I accomplished this by creating an 'attribute map,' which is similar to an object mapping exercise. This exercise facilitated the identification of dependencies, actions that users may need to carry out, and the sequential steps that users are likely to follow.
User Story Mapping - Clarifying goals for permanent and temporary hiring
Employing user story mapping, I gained insights into the distinct objectives of permanent and temporary hiring. This understanding informed the design of a user experience that caters to the unique and duplicated requirements, actions, and expectations of each hiring scenario.
indirect competitor references
Analysing object organisation in solutions with Upcoming, Live, and Past States
Lack of access to HR-Tech benchmarks like Coople and HiBob made it challenging to find existing solutions for similar problems. Focusing on the aggregation of complex objects like placements, I examined Airbnb and Resy to gain initial insights into how information may be organised

During my research, I observed that objects are commonly organised into mutually exclusive sections presented in a card format. Clicking on each card directs users to an overlay, providing clear navigation options to explore various associated items within the object.
key explorations
Defining what a 'home' for My Hires could look like
I initiated the process by creating rough layouts as a starting point. This allowed me to quickly iterate and refine the design before proceeding to rapid prototyping.

Leveraging Tempo's design system, I seamlessly translated the initial concept into interactive prototypes, ensuring consistency and efficiency throughout the design process.
key explorations
"Why not just create a simple 'search' feature to solve the problem"
I considered basic search functionality to the platform, allowing users to search candidates by name or job title, however two factors hindered further development of this concept
Varied methods of recall
Recognising that not all users rely on attributes like name and job title for candidate recall, I couldn't assume universal recall capability. For example, some users might rely on candidate profile photos
Limited perspective of an overview
By choosing a high-level overview approach instead of a simple search and locate feature, we can effectively communicate a company's recruiting success on Tempo, showcasing the value the overall value of the platform in an immediate way
key explorations
Concept refinement: experimenting with the message hierarchy for various placement types and statuses
key explorations
Exploring the dialog design prompted the need to prioritise essential user stories
During this stage, I recognised that the initial dialog design I explored contained excessive information leading to cognitive overload, suggesting an attempt to give equal priority to all potential user stories.

To address this, I revisited my user story map and problem statement and focused on identifying the most frequent and critical tasks that users would undertake. This reference point allowed me to prioritise essential elements, ensuring a streamlined and user-centric experience.
Anticipating scalability: Building a mock up using real client insights
To propel the design beyond the initial concept sketch, I leveraged a real client's extensive hiring history on Tempo to develop a prototype.

This strategy ensures the prototype is practical and ready for more demand as the platform grows.

For this reason, I am unable to show the full prototype due to the confidentiality of candidate and client data
feasibility review
Streamlining feedback collection and mapping edge cases with developers
To ensure efficient feedback gathering from the team of developers, I took them through the project prototype. Additionally, recognising the complexity of placement objects, I mapped out all the different edge cases of My Hires using Figjam.

This comprehensive approach allowed us to collectively address potential challenges and intricacies, promoting a more robust and well-informed development process.
user testing
Adapting usability testing methods in the absence of client availability
Due to limited client availability, I modified the usability testing approach for validating the prototype and assessing its value to the platform. Instead of traditional tests, I conducted product demo walkthroughs to showcase the prototype's highlights and engaged clients to gather their initial impressions. I also shared the prototype with clients and requested their initial impressions, albeit without the detailed instructions typically associated with a formal usability test. These adapted methods allowed for valuable insights and input from clients, ensuring the iterative improvement of the feature
An illustrative example of relationship management's outreach efforts to engage clients
test learnings
The adapted user testing approach for the "My Hires" feature garnered positive initial impressions from clients and encouraged their engagement throughout the testing process. This approach also had an unintended beneficial impact on client relationship management
Final outcome: highlights
Each highlight captures an aspect of the 'My Hires' experience
Streamlined organisation of candidates
Candidates in 'My Hires' are automatically organised into distinct sections: 'Upcoming', 'Live temp', 'Permanent hires', and 'Past temps'. These categories were carefully designed based on Tempo's existing conceptual model found in the placement tab.
Notably, the inclusion of 'Permanent hires' is new, as once a candidate is hired through Tempo, there is minimal need for ongoing placement management activities.
Candidate cards seamlessly adapt depending on placement status
In 'My Hires,' candidate cards undergo automatic updates and repositioning, keeping pace with their placement status. This intelligent functionality eliminates the need for creating new cards when a candidate's live temporary placement is extended for example. Instead, the existing card encompasses the entire duration, spanning from the candidate's initial start date to the final day of their agreed-upon extension period. This streamlined approach ensures that the information presented remains comprehensive and up-to-date, keeping the content simplified
Before placement extension
after placement extension
Efficient candidate search: Dynamic search bar results
The search bar in 'My Hires' streamlines finding candidates based on job title and name. By eliminating manual browsing, it saves time and effort. Real-time results are generated instantly.
'My Hires' filter tool for precise candidate search
To provide users with even greater convenience, 'My Hires' features a robust filter tool. Users can easily refine their candidate search by filtering based on various criteria, including status (e.g., live temporary, past temporary), job basis (temporary, permanent), or job title. This aims to enhance user recall, particularly when job titles may exhibit similarities or variations for the same roles

Users can also gain a comprehensive overview of the diverse range of positions filled, offering insights into the platform's track record and the extensive success achieved in matching candidates to roles
Leveraging placement history: empowering informed decisions for rehires and extensions
Providing a candidate's placement history within 'My Hires' is valuable for empowering users to make informed decisions when considering rehires or extensions

By presenting key details like tenure, job basis, and previous rehires/extensions, users gain an immediate snapshot of a candidate's success and performance. Users can quickly assess past performance, job fulfilment, and compatibility with company needs. Moreover, the placement history feature offers valuable insights into a candidate's long-term engagement
My Hires drastically reduced user time on task
The implementation of My Hires resulted in a remarkable improvement in time-on-task. Previously, users would spend up to 5 minutes navigating through numerous, similar, historical jobs to find the right candidate. However, with the introduction of My Hires, this time-consuming task has been streamlined to a mere 10 seconds
Comprehensive edge case planning using real data created a seamless development process
Despite the simple overall UI of My Hires, the project's challenge lied in handling various edge cases related to placement states and utilising the existing data schema. Clear breakdowns of edge cases were crucial to ensure shared understanding and smooth development. Addressing edge cases upfront helped anticipate issues and resulted in a surprisingly seamless development process
Creating win-win outcomes for the development of the feature with other stakeholder goals
Throughout the project I deeply appreciated the stakeholder relationships I cultivated throughout my tenure at the company. Leveraging the expertise of the Relationship Management team to engage with clients for concept validation proved invaluable, saving considerable time and effort. This was particularly crucial given the inherent challenges of engaging B2B clients