Re-architecting a fragmented 9-tool legacy hiring engine into an integrated, frictionless enterprise suite for candidates, managers and compliance teams.
Smart Recruit Pro is an enterprise recruitment and onboarding platform that simplifies the Financial Advisor recruitment journey. I transformed a legacy, desktop-heavy experience into a modern, mobile-first platform connecting lead management, candidate onboarding, verification, applications, training and recruitment tracking.
How might we simplify the Financial Advisor recruitment and onboarding experience so candidates and managers can complete critical tasks faster, while operations teams gain better visibility, accuracy and control across the journey?
Reduction in clicks
Less data entry
Documentation, down from 6
Task completion in usability tests
Faster task time (KLM estimate)
Research covered 3 primary user groups, 9+ personas and 8+ key workflow areas.
Moves through registration, KYC verification, assessment, interview, documentation, training and onboarding. Needs clear next steps, minimal data entry, visible status and timely notifications.
Creates and manages leads, tracks candidate progress, monitors applications and schedules interviews. Needs quick actions, lead visibility, discrepancy alerts and actionable dashboards.
Manages application quality, document verification, discrepancies and KYC/CKYC checks. Needs accurate information, verification visibility and efficient resolution workflows.
Mapped the journey from lead creation to registration, KYC, assessment, interview, application, training and onboarding.
Friction from manual data entry, repetitive documentation, desktop dependency and limited status visibility.
How managers and operations teams handle leads, discrepancies, verification and application tracking.
Opportunities to make key recruitment actions available in a responsive, mobile-friendly experience.
Making application status, pending actions, discrepancies and metrics easy to understand at a glance.
Simplifying eKYC/CKYC, Aadhaar and penny-drop verification to cut unnecessary documentation.
Business objectives connected directly to design interventions and measurable outcomes.
Three personas represent financial advisors, managers and operations teams.
Wants quick, guided onboarding. Frustrated by too many steps, repeated entry and unclear status.
“I want to know exactly what I need to do next without repeatedly entering the same information.”
Needs lead creation, a centralized view of candidates, scheduling and discrepancy alerts. Frustrated by scattered information.
“I need one place where I can instantly see what requires my attention and how my pipeline is performing.”
Needs accurate information, efficient verification and clear discrepancy tracking. Frustrated by high volumes and manual chasing.
“I need to identify issues quickly, understand what is missing, and know whether an application is ready to move forward.”
“I want to complete my application without repeating the same information.” “Why do I need to submit the same documents again?” “If something is wrong, I should be able to fix it myself.”
Enters personal and professional information, completes KYC and verification, uploads documents, checks application status and resolves discrepancies.
“Have I completed everything required?” “Is my application successfully submitted?” “What information is missing?” “How long will verification take?”
Overwhelmed by too many steps, frustrated by repeated entry, anxious when status is unclear, and relieved or confident when progress and next actions are clear.
Eight problems across the recruitment journey, and six solutions each for candidates and for managers and operations teams.
Primary CTA, 8px radius
Stretch columns
Gutter
Outer margin
Atomic components with primary, secondary and tab states, a six-level elevation scale and a 4-column mobile grid on a 412 x 917 frame.
Mapping the recruitment ecosystem into a clear, role-based structure.
From lead creation to successful onboarding, including failure paths for verification, documents and payment.
Sketched the core flow first, then detailed each screen.
A complete mobile experience with refined UI, consistent branding and interactive flows focused on usability and trust.
A cluttered dashboard with many elements competing for attention. Key actions were hidden, filters and search took most of the screen, and there was no goal visibility.
A clear hierarchy that puts Create New Lead and Manage Existing Leads first, shows relevant metrics at a glance, and adds a goal card to track recruitment targets.
Familiar forms, cards, tabs and step-based navigation minimize learning.
Primary actions like Create New Lead, Proceed and Submit stand out.
Consistent cards, icons and status indicators make related items recognizable.
Candidate details, verification and actions are grouped into clear sections.
Clear hierarchy, spacing and structured cards build trust.
Each stage focuses on the most relevant next action.
Frequent actions such as Save & Next and Verify are large and prominent.
Containers visually separate details, verification and metrics.
Estimated task times for the six core tasks, old flow versus redesign.
Old total time
Redesign time
Time saved
Efficiency boost
Task completion rate
Average task time
Minor UI issue
Critical usability blockers
Validated remotely with 5 target participants.
Human-centered design supported by AI-assisted workflows.
Ideation, UX research synthesis, content exploration and flow generation.
UX strategy, user flows, information architecture, wireframes, UI design and validation.
Tools used: ChatGPT (15%), Claude (7%), Gemini (5%), Figma AI and others (3%).