Slotty
Slotty
Designing a smarter way to schedule
Designing a smarter way to schedule
A recruitment scheduling platform that replaced a chaotic mix of spreadsheets, emails, and calendar tools giving recruiters, interviewers, and administrators one centralised place to manage every interview slot. This results in faster, more efficient, candidate-friendly hiring.
A recruitment scheduling platform that replaced a chaotic mix of spreadsheets, emails, and calendar tools giving recruiters, interviewers, and administrators one centralised place to manage every interview slot. This results in faster, more efficient, candidate-friendly hiring.
Industry :
Industry :
HR Tech - Recruitment & Talent Acquisition
HR Tech - Recruitment & Talent Acquisition
Duration :
Duration :
30 Weeks
30 Weeks
Tools :
Tools :
Figma
Figma
OVERVIEW
This project was an internal HR tech platform, a scheduling tool built specifically for teams that run high-volume interview processes. Think: dozens of interviews a week, multiple interviewers, multiple rounds, multiple time zones. Before this platform existed, all of that coordination was being done across emails, spreadsheets, and calendar invites. Manually. Every. Single. Time.
The platform was designed to bring everyone: Recruiters (called Talent Acquisition, or TAs), Interviewers (called Panellists), and Administrators, into one shared system where they could see what was happening, act on it, and trust the data.
This project was an internal HR tech platform, a scheduling tool built specifically for teams that run high-volume interview processes. Think: dozens of interviews a week, multiple interviewers, multiple rounds, multiple time zones. Before this platform existed, all of that coordination was being done across emails, spreadsheets, and calendar invites. Manually. Every. Single. Time.
The platform was designed to bring everyone: Recruiters (called Talent Acquisition, or TAs), Interviewers (called Panellists), and Administrators, into one shared system where they could see what was happening, act on it, and trust the data.
This work is confidential.
This work is confidential.
Certain details have been anonymised to respect that agreement. The design process, artefacts, and decisions shared here have been cleared for portfolio use.
Certain details have been anonymised to respect that agreement. The design process, artefacts, and decisions shared here have been cleared for portfolio use.
MY ROLE
I was one of the designers on the team and wore a few different hats over the course of the project:
I was one of the designers on the team and wore a few different hats over the course of the project :
I was one of the designers on the team and wore a few different hats over the course of the project:
Research & stakeholder
interviews
Research & stakeholder interviews
Research & stakeholder interviews
Interviewing with recruiters and interviewers to understand where their current process was actually breaking down.
Interviewing with recruiters and interviewers to understand where their current process was actually breaking down.
Ideation & wireframing
Ideation & wireframing
Translating research insights into user and task flows and wireframes, both on paper and in Figma.
Translating research insights into flows and wireframes — both on paper and in Figma.
Translating research insights into flows and wireframes — both on paper and in Figma.
Design system
Design system
Building a component library and style guide from scratch to keep things consistent as the product grew.
Building a component library and style guide from scratch to keep things consistent as the product grew.
Collaborative Feedback
Collaborative Feedback
Participating in demo walkthroughs and feeding insights back into the design through iterative cycles.
Participating in demo walkthroughs and feeding insights back into the design through iterative cycles.
User testing & iteration
User testing & iteration
Running usability testing sessions and incorporating feedback into refined designs.
Running usability testing sessions and incorporating feedback into refined designs.
QA & Audit
QA & Audit
Conducting design audits before handoff to catch issues before they became development problems.
Conducting design audits before handoff to catch issues before they became development problems.
Who I worked with ?
I collaborated closely with other designers on the team, worked alongside the development team during handoff and QA, and engaged directly with stakeholders from both the TA and Panellist sides throughout the research and validation phases.
I collaborated closely with other designers on the team, worked alongside the development team during handoff and QA, and engaged directly with stakeholders from both the TA and Panellist sides throughout the research and validation phases.
I collaborated closely with other designers on the team, worked alongside the development team during handoff and QA, and engaged directly with stakeholders from both the TA and Panellist sides throughout the research and validation phases.
THE CHALLENGE
The core issue was fragmentation. Everyone involved in the hiring process - recruiters, interviewers, and admins - were using different tools to manage overlapping information. That meant:
The core issue was fragmentation. Everyone involved in the hiring process - recruiters, interviewers, and admins - were using different tools to manage overlapping information. That meant:
The core issue was fragmentation. Everyone involved in the hiring process - recruiters, interviewers, and admins - were using different tools to manage overlapping information. That meant:
For Recruiters (TAs)
For Recruiters (TAs)
Manually entering availability into spreadsheets, following up with interviewers repeatedly, and scrambling when someone cancelled last minute.
Manually entering availability into spreadsheets, following up with interviewers repeatedly, and scrambling when someone cancelled last minute.
For Interviewers (Panels)
For Interviewers (Panels)
Switching between Slack, email, and calendars to track interview requests and getting caught off-guard by scheduling conflicts.
Switching between Slack, email, and calendars to track interview requests — and getting caught off-guard by scheduling conflicts.
Switching between Slack, email, and calendars to track interview requests — and getting caught off-guard by scheduling conflicts
For Admins
For Admins
No unified view of team capacity, no easy way to identify who was overloaded, and no single source of truth for slot data.
No unified view of team capacity, no easy way to identify who was overloaded, and no single source of truth for slot data.
For Candidates
For Candidates
Delays. Re-scheduling. Uncertainty. A slow and frustrating experience that reflected badly on the organisation.
Delays. Re-scheduling. Uncertainty. A slow and frustrating experience that reflected badly on the organisation.
THE PROCESS
USER RESEARCH
I ran structured interviews with two main user groups: recruiters (Talent Acquisition) and interviewers (panelists), using thoughtful questions to uncover genuine needs beyond surface behaviors.
I ran structured interviews with two main user groups: recruiters (Talent Acquisition) and interviewers (panelists), using thoughtful questions to uncover genuine needs beyond surface behaviors.
I ran structured interviews with two main user groups: recruiters (Talent Acquisition) and interviewers (panelists), using thoughtful questions to uncover genuine needs beyond surface behaviors.
User Interviews
DISCOVER
User personas distilled research insights into clear, relatable user types. They served as a constant reference to keep design decisions aligned with actual user needs. By highlighting their goals, frustrations, and routines, we could better understand their perspective.
User personas distilled research insights into clear, relatable user types. They served as a constant reference to keep design decisions aligned with actual user needs. By highlighting their goals, frustrations, and routines, we could better understand their perspective.
User Personas
IDEATION
I mapped every user path through task flows and user flows, catching logic gaps early, before they became design problems. From there, paper sketches let us explore layouts quickly and cheaply. Bad ideas got scrapped in seconds, not hours. Once there was direction, greyscale digital wireframes were built for structure and logic, not aesthetics. Everything in the final UI traces back to a decision made here.
I mapped every user path through task flows and user flows, catching logic gaps early, before they became design problems. From there, paper sketches let us explore layouts quickly and cheaply. Bad ideas got scrapped in seconds, not hours. Once there was direction, greyscale digital wireframes were built for structure and logic, not aesthetics. Everything in the final UI traces back to a decision made here.
Task Flows and User Flows
Task Flows and User Flows
Paper Wireframes
Paper Wireframes
Wireframes
Wireframes
DESIGN
Before touching screens, building the foundation was necessary. A purple-led colour palette, clear type scale using Montserrat and Roboto, and a full component library covering every state were designed. Consistent, scalable, and ready for handoff.
Before touching screens, building the foundation was necessary. A purple-led colour palette, clear type scale using Montserrat and Roboto, and a full component library covering every state were designed. Consistent, scalable, and ready for handoff.
USABILITY TESTING
After building out hi-fi designs, I ran usability testing with real users from both the TA and Panelist groups. Every change that came out of this phase was a direct response to observed behaviour, not assumption.
After building out hi-fi designs, I ran usability testing with real users from both the TA and Panelist groups. Every change that came out of this phase was a direct response to observed behaviour, not assumption.
Content redacted under NDA
Get in touch if you'd like to discuss the findings.
OUTCOME & IMPACT
The prototypes went through multiple rounds of testing and refinement, were handed off to a development team, and the final product was successfully launched.
The prototypes went through multiple rounds of testing and refinement, were handed off to a development team, and the final product was successfully launched.
The prototypes went through multiple rounds of testing and refinement, were handed off to a development team, and the final product was successfully launched.
Scheduling efficiency
Scheduling efficiency
Significant reduction in back-and-forth coordination time for TAs
Significant reduction in back-and-forth coordination time for TAs
Error reduction
Error reduction
Internal feedback reported a 30% reduction in scheduling errors
Internal feedback reported a 30% reduction in scheduling errors
Panellist engagement
Panellist engagement
Improved slot availability through clearer visibility and motivation features
Improved slot availability through clearer visibility and motivation features
WHAT I LEARNED
Adaptability is a designer’s superpower :
Constraints, feedback, and changing requirements are inevitable - staying flexible turns them into opportunities for better solutionsDesign is never done, it evolves :
Every round of feedback, whether from users or the tech team, deepened my understanding that iteration isn’t rework, it’s refinement toward real impact.
Adaptability is a designer’s superpower :
Constraints, feedback, and changing requirements are inevitable - staying flexible turns them into opportunities for better solutionsDesign is never done, it evolves :
Every round of feedback, whether from users or the tech team, deepened my understanding that iteration isn’t rework, it’s refinement toward real impact.
WHAT I'D DO DIFFEREENTLY
I'd push for more testing earlier in the process, especially with the panellist persona. They were often the last to be consulted in sprint demos, which meant some of their needs surfaced late. Earlier co-design sessions could have saved iteration time.
I'd push for more testing earlier in the process, especially with the panellist persona. They were often the last to be consulted in sprint demos, which meant some of their needs surfaced late. Earlier co-design sessions could have saved iteration time.
Let’s talk projects, collaborations, or anything design!
Contact
Let’s talk projects, collaborations, or anything design!