UX/UI Design | Hesai Technology | Developed

Visitor System
. An all-in-one system that delivers a fresh experience for both visitors and employees

Highlights

To support our company's digital transformation, we've shifted from verbal invitations and paper registration to a seamless one-stop online invitation system. This streamlined process incorporates multiple approval flows, making it more convenient for staffs and enhancing the visitor experience by integrating our corporate culture and information into the visitor app.

 

Time Frame: Oct. 2021 to Apr. 2022

Role: Product Designer, UX/UI Designer, Project Manager

Involvement: Led end-to-end design (Including Primary Research, Rapid Prototyping, User Testing, Interface Design)

.Background

/Validating the Problem

logo

Given the increasing confidentiality requirements in our business, particularly in terms of data security, there were concerns about the risk of information leakage associated with paper-based registration. Additionally, employees found managing multiple approval workflows within the OA system to be cumbersome. Therefore, the company has decided to independently develop an integrated visitor management system tailored to our specific needs.

.Discovery

Existing Systems

Through one-on-one interviews with the business department (staffs who invite visitors most frequently), we learned about the specific visitor visit process.

flow

Pain Points

1.

The invitation process requires initiating multiple approvals.

Staffs need to operate and follow up each process in the oa system, which is difficult to locate multiple approvals.

2.

Lack of information confidentiality.

The front desk uses paper forms to register visitors’ information, which is inconvenient for statistics and easy to lose, posing great risks to information security.

3.

The information synchronization method is complex.

Staffs need to describe their requirements when communicating with the front desk, and they need to inform the visitors many information before they arrive.

4.

Lack of corporate culture promotion to visitors.

The invitation is not formal enough. Visitors will not have a deep impression of the company after visiting, and there is no way for them to give feedback.

Problem Statements

With the company's growing size, there is an increasing demand for visitor invitations, but currently, there is no unified platform for inviting visitors and managing visitor information.

.Solution

Based on the usage scenarios of the three key user roles in the visitor system and taking into account their response time in addressing issues, we have defined multiple system deployments.

Target Users & Multiple Platforms

feishu

Feishu

staff

For Staffs

Feishu is a software used by staffs to communicate within the company. The web pages and mobile terminals installed on the Feishu platform are more helpful for staffs to process information.

feishu

Feishu

staff

For Administrative

Administrative staffs can switch identities on the Feishu app to directly view visitor information and approve dining procedures.

feishu

Wechat
Mini-Program

staff

For Visitors

WeChat is the most popular messaging software in China and the WeChat mini-program does not require installation.

feishu

Android App

staff

At the Front Desk

The app installed on the tablet can be placed at the front desk for visitors to scan the QR code to register.

.Final Designs

Visual Identity

fonts
color
color
color

Icons

client

Client

Interviewee

Interviewee

supplier

Supplier

construction

Construction

visitor

Add Visitor

meal

Add Meal

area

Modify Area

gift

Apply for Gifts

time

Modify Time

withdraw

Withdraw

leave

Mark Away

Key Features

For Staffs

Simplify the invitation process and integrate visitor approval processes

  • Split the visitor invitation process into five stages: fill in the visitor's basic information - apply for access area - apply for meals - apply for gifts;
  • After submission, the system will automatically initiate the approval process, and a text message will be sent to the visitor after the process is passed;

For Staffs

Manage and modify the visitors’ information

  • On the home page, staffs can view the visitors who visited that day and modify the visitor information;
  • The specific information and approval status of all visitor orders can be viewed in the visitor record;
administrative

For Administrative

Review future visitors, approve relevant procedures, and prepare for reception

  • Quickly approve visitors’ dining applications and make preparations in advance;
  • View historical visitor records and view visit statistics.

For Visitors

Quickly scan the QR code to register and simplify visitor experience

  • Visitors can receive a real-time updated QR code on the mini program. They can scan the code at the front desk of the company to register;
  • Visitors can view corporate culture content about the company;
  • After the visit, visitors can provide feedback so that the company can improve their future visit experience.
pad

.Impact

Since its launch in October 2021, the visitor system has been in active use, assisting up to 417 employees in initiating one-stop visitor invitations. We have continuously collected feedback and made functional improvements since the launch. In September 2022, we extended the system to the mobile platform and implemented further enhancements to ensure information security and confidentiality.

The Difficulties in the project

pic

Multiple approval processes run in parallel, and the visitor order status needs to be determined based on the process.

After multiple discussions with the front desk and the development department, the approval flow was finalized. Following the completion of development, we conducted over 60 rounds of testing, identifying and resolving numerous bugs. Once the core workflow was refined, the system was then deployed for use.

Because the functions are related to multiple departments, it requires long-term operation and maintenance.

As the project manager, upon taking over the project, I organized user feedback and data, maintaining version records. Since its initial launch on October 14, 2021, we have gone through six iterative updates, implementing more than 20 functional modifications. On September 19, 2022, we successfully launched the mobile version.

pic

With the company's growing size, there is an increasing demand for visitor invitations, but currently, there is no unified platform for inviting visitors and managing visitor information.

6

Iterative versions

417

Internal users

2776

Visitor requests

4810

Number of visitors

4.6

Visitor feedback

*The data was collected on 2022.10.24

.Impact

This was the first 0-1 project I participated in since joining the department. Throughout the project, I experienced the entire process from initial requirement analysis to the final system launch.


However, when I first joined the project, I wasn't familiar with some interaction standards and the complete interface logic, which resulted in a lack of fidelity in the development phase. Many of these issues later became 'challenges' to address. Therefore, during the second phase of the project when we were developing the mobile version, I placed a greater emphasis on collaboration and communication with the development team. I also delved deeper into considering the impact of process flow and made significant efforts to rectify the bugs from the first phase.


Many project requirements were derived from observations and semi-structured interviews, primarily existing needs. In the subsequent stages, our team conducted surveys and used other methods to iterate on the project. I have grown significantly during this project, completing the design process from requirements to product and enhancing my teamwork and project management skills.

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