UBBYK

Onboarding made easy

ubbyk
ABOUT
As part of our partnership with the HEC incubator, we were able to individually work for one of the incubator’s startups as part of a call for tenders.
I chose to work for Ubbyk because the issues of the platform are very interesting and it has a real impact on the daily life of HR, indeed Ubbyk facilitates the onboarding of companies by automating all the processes of pre-boarding and onboarding, they also offer processes of crossboarding and offboarding.
Ubbyk is a startup that started in January 2020 and already has several clients. They have managed to convince them thanks to a tool they have implemented with the means on board. Indeed, they created an airtable allowing them to set up all the automations. The problem is that this airtable being too complicated, their customers systematically have to go through ubbyk to modify their content, or create new processes. This is not viable or scalable.
So they need our help to imagine their new product, the one that will be accessible, usable and modifiable by HR. A product that adapts to the complexity of different companies. A product that will revolutionize mobility within companies.
PROCESS
Research | Market research, User interview
Information Architecture | Site map, User flow
Interaction Design | Low-fidelity wireframes
User Interface Design | Branding, High-Fidelity Wireframes, & Prototyping
Iteration & Implementation | User Testing & Iterations
RESEARCH GOALS
GOAL 1 : Discover what Ubbyk’s competitors strengths and weaknesses are
GOAL 2 : Find out what are the best practices in terms of onboarding for new employees
GOAL 3 : Understand how to make the creation of onboarding automation both customizable and easy to use.
MARKET RESEARCH
98% of executives see onboarding as a key factor in improving employee retention

Source sondage Korn Ferry

20% of newcomers to a company want to leave it from day one
For 44% of the companies surveyed, this onboarding objective is important because it will prevent them from wasting time printing documents or retyping information, which often leads to errors.

Source étude de l’observatoire SIRH

USER INTERVIEW
In order to better understand the issues in the field of HR, as well as the issues of mobility within companies, in addition to my research, I interviewed several HR people as well as people who have experienced onboarding in different sizes of companies.
Thus I was able to understand how to create the product so that it best meets the needs of HR, who will use it on a daily basis.
But exactly what does HR need?
Customization: HR needs are different, in fact the solution is designed for the complexity of companies but also for the scalability of the product.
Efficiency: The HR profession has a wide variety of tasks. The objective is to limit the time consuming tasks when integrating new employees to allow them to focus on the job on the human.
Centralisation: This is an essential issue of the product. Indeed there is a great risk of loss/overlooking/error if all the information is not clearly centralized.
Single data entry: The loss of time due to double data entry would cancel out the time saving of the solution, so the product must be plug & play with HRIS solutions. So instead of retrieving data from the solutions, Ubbyk will intervene upstream. When there is a new recruit and the process is launched, Ubbyk will be able to make a request to the HRIS solution to create a profile in the solution.
The HR department’s objective when using Ubbyk is to ensure that processes are progressing correctly. So the whole solution is built around this simple objective.
APP MAP
The application is divided into three parts. The first tab is dedicated to the dashboard. The second one is dedicated to the collaborator profiles and last but not least the third tab is dedicated to the templates and their creation.
USER EXPERIENCE
As I explained above, the challenge of the user experience for this product has been to offer the possibility of extensive customization while remaining accessible and easy to use for HR.
Each part had its own specificities and constraints, so I made a study for each one.
PART 1 : DASHBOARD
I imagined the dashboard with three zones.
The first one is « active », it’s the one on the left, corresponding to the list of tasks that HR has to do to move the processes forward. The objective is to optimize the time on the tool.
The two other zones are more « passive », i.e. they are used to monitor the processes in progress, the first being the monitoring of all processes in progress and the second a feedback on processes already completed.
Dashboard_site
PART 2 : COLLABORATORS
The first category of employee corresponds to new recruits. Here we find all the people currently in process. The new recruits are classified by the type of process they are in. So if the company decides to create new processes it will be easy to add new columns. This makes it possible to think about the evolutivity of the product.
In a second step we have the internal collaborators. They are all the different stakeholders of all the processes, HR, managers etc… You can easily filter them by profession.
The third part serves as an archive, where you can find all the former new recruits who have gone through the processes.
PART 2 : COLLABORATORS
The first category of employee corresponds to new recruits. Here we find all the people currently in process. The new recruits are classified by the type of process they are in. So if the company decides to create new processes it will be easy to add new columns. This makes it possible to think about the evolutivity of the product.
In a second step we have the internal collaborators. They are all the different stakeholders of all the processes, HR, managers etc… You can easily filter them by profession.
The third part serves as an archive, where you can find all the former new recruits who have gone through the processes.
USER INTERFACE & BRANDING
I chose for the branding to keep the key word of the solution: simplicity. I imagined a typographic logo with an icon on the first letter. The U, by its simplicity, favours a diversity of interpretation. This U represents both the company or the team that welcomes a new recruit, but also a toggle switch representing the automation of the product. Finally, we can see the happy new recruit with arms in the air, testifying to successful onboarding.
As far as colours are concerned I chose to mix the human side with blue, statistically the most beloved colour of people. The secondary color is a bright green representing the tech aspect of the product.
Branding_1