Given the fast pace of our research, design, and development processes, we needed an efficient way to gather input from the large group. We implemented two Portal Team Workshops to facilitate quick feedback on new features.

Initially, there was concern that team members might feel obligated to attend these sessions, so I addressed this by sending a Slack message the day before each session and updating the calendar invite to clarify the topic. This allowed those whose roles didn’t pertain to the discussion to opt out.

To ensure I had enough content for review, I blocked off the rest of my calendar to focus on design work between sessions.

The current model required Caring admins to impersonate partner users, accessing the tool from their perspective. This approach not only created numerous issues but also extended development time.

To address this, I created a mock-up diagram and collaborated with our development team to ensure the functionality could be implemented effectively while alleviating any concerns from the Caring team.

The existing process required partners to complete the form in a single attempt, without the option to save their progress. Additionally, it failed to account for the unique nuances of each location type, leading to limitations that often resulted in inaccurate submissions.

During the design phase of the location creation flow, the bi-weekly workshops proved invaluable. What began as a broad requirements-gathering exercise for the entire portal quickly revealed the complexity of each feature.

By repurposing the workshops to focus on the specific feature being designed, I was able to obtain immediate feedback. Since we were simultaneously researching, designing, and building to meet our deadlines, any new requirements identified during the workshops were promptly communicated to the development team.

Through a series of focused user permission workshops, we identified the essential capabilities needed for both internal and external users. We initially explored the concept of allowing users to create and assign custom ‘roles’ for new user onboarding.

However, after testing this approach with a new partner, we discovered misalignments between the roles and the actual user needs, leading to significant complications. This valuable insight prompted us to refine our strategy, ensuring a more streamlined and effective onboarding process.

Creating user accounts was a complex task that necessitated multiple workshops to fully understand the requirements of each partner. Each user had distinct needs regarding access to locations, as well as varying notification capabilities essential for their roles.

To address this complexity, we conducted thorough evaluations of user needs, which led us to develop a set of standardized templates. These templates allowed users to select configurations tailored to their specific responsibilities, facilitating a faster and more efficient onboarding process.

To streamline the user creation process, we established four primary permission levels—Create, View, Edit, and Delete. This framework provided a clear structure for access rights, ensuring that partners could easily navigate and manage their user permissions.

By implementing these templates, we not only improved the efficiency of user account creation but also enhanced the overall experience for both partners and their users, paving the way for a more organized and effective system."

Each partner could access a comprehensive list of referrals from family advisors in one centralized location. With the implementation of an enhanced reporting system for successful move-ins, Caring admins experienced a significant reduction in their workload.