Unifying the Hiring Workflow for Gentis with Wiggli

1. Visual Pipeline Board

A Kanban-style view that lets teams see candidate progress at a glance. It replaced messy spreadsheets and gave everyone a shared sense of where each candidate stood.

Key UX Decision:

We used a simple drag-and-drop interface with clear stage headers to reduce cognitive load and mimic familiar workflows from tools like Trello—helping users adopt the system quickly.

2. Interview Scheduling & Status

We introduced an integrated scheduler and clear status tags to make it easier to manage interviews without switching between apps.

Key UX Decision:

Instead of building a complex calendar, we focused on just what users needed: quick date selection, current status, and visibility into who’s responsible. This kept the interface lean and avoided unnecessary friction.

3. Unified Candidate Profile

All candidate data—CVs, notes, interview history, and feedback—lives in a single profile. No more bouncing between email threads, docs, or spreadsheets.

Key UX Decision:

We structured the profile using collapsible sections and tabs to keep it readable, even when loaded with information. This helped users focus on what mattered without feeling overwhelmed.

4. Collaboration Tools

Shared notes, comment threads, and activity logs helped teams stay aligned and avoid repeated meetings or status check-ins.

Key UX Decision:

We added in-line commenting and persistent notes tied to each candidate, allowing asynchronous collaboration while keeping discussions tied to context. Think of it as “Slack, but inside the hiring workflow.”

5. Focused, Familiar UX

We avoided building hyper-customizable tools and instead focused on patterns users already knew—from dropdowns to tabs and cards.

Key UX Decision:

By sticking to native design conventions, we reduced the learning curve and avoided distracting users with too many settings or options. The result was a clean, functional experience that worked out of the box.

6. Hiring Performance Dashboard

A metrics dashboard gave hiring leads real-time visibility into what was working and where things were slowing down.

Key UX Decision:

We limited the dashboard to a handful of key metrics—time to hire, funnel conversion, and campaign status. This kept the data digestible and actionable without needing extra training.

Responsibilities and Process

Role

As a UX/UI Designer, I led UX work across core features—mapping workflows, wireframing flows, and designing clean UIs. I collaborated closely with product and dev teams to prioritize features based on real user behavior and internal feedback.

Contribution

While I contributed across the product cycle, my main focus was on User Experience and Interface design. I collaborated closely with product managers and engineers to define user flows and turn requirements into clear, usable interfaces.

Key steps of the process

 • User interviews sessions with recruiters and hiring managers. 
 • Competitive analysis and benchmarking. 
 • Sketching and mapping key flows. 
 • Creating mid-fidelity wireframes to test structure and information clarity. 
 • Validating ideas with quick feedback loops and usability reviews. 
 • Final UI design in Figma, with clear design specs for handoff. 

Results: One Platform to Rule Them All

Launched on Wiggli’s existing infrastructure, the ATS:

 ✓ Cut time reviewing candidates by 40% (no more cross-tool checks). 
 ✓ Saved more than $10.5k/year by replacing 4 paid tools. 
 ✓ Reduced errors with a single, reliable data source.

“Finally, we're starting to have a tool that works the way we actually hire.”The CEO’s feedback post-launch

Why It Worked

 User-Driven: We solved our "own" problem, ensuring deep empathy. 
 Iterative Approach: Built on Wiggli’s foundation while adding critical ATS functionality. 
 Team Alignment: Bridged design, engineering, and business needs through constant collaboration.

Potential growth

AI Qualification: Let hiring managers automatically match and qualify candidates from the talent pool with posted jobs.

Key takeaways

 1. Research as Validation: Even stakeholders need interviewing. 
 2. Phased Rollouts: Manage technical risk while delivering value. 
 3. Simplicity > Flexibility: When users are drowning, throw a life raft—not a toolkit.