Factorial's Time off dashboard

With a better understanding of performance, organizations can optimize their operations, spot opportunities and achieve more sustainable growth. An effective dashboard can improve business metrics by providing a clear and accessible visualization of relevant data, help making informed decisions, identify trends and issues, and keep all team members aligned in their goals and efforts.

Company
Factorial

Role
Product Designer

Timeframe
Q3 2022

1. Context

Factorial is the software that helps companies to manage everything that a company needs to manage in one centralized system; saving time, eliminating mistakes and helping companies to make decisions.

Time off stands as Factorial's earliest functionality. The initial release in 2016 included features for employees to request absences or sick leaves, which were then subject to manager approval. However, it wasn't until 2022 that Time off gained its dedicated team.

Furthermore, beyond its historical significance, it's important to consider that certain components of Time off, which pertain to employee management, form an integral part of Factorial's core, constituting a notably intricate domain.

Frame 33900sss

Employee time off section

Conversely, Time off is a pivotal aspect of Factorial that must adhere to the diverse laws and regulations in the markets where the company operates. This entails universal compliance across all countries to effectively address customer needs. However, this compliance-driven approach has historically impacted user experience optimization.

Over the span of seven years, Factorial has witnessed growth through the development of new products and the enhancement of existing ones. The present iteration of Time off is markedly distinct from its inaugural version, reflecting seven years of iterative refinement and the introduction of numerous features, giving rise to significant user experience challenges.

2. Problem

Time off has have a huge decentralization problem that make it difficult to understand the current and future state of absences in the company. This means that planning effectively and making the right decisions regarding workforce can be a very daunting task.

On one hand, data linked to individual employees is distributed within their dedicated sections. However, having to access this data individually poses a significant limitation in comprehending the overall workforce status of a company. On the other hand, managers can obtain consolidated company-wide information by downloading Excel exports. Yet, this method is reactive and doesn't cater well to daily managerial tasks.

The issue of decentralization is most pronounced in basic actions. For instance, actions like requesting or approving absences can be performed from various points within the product (Employee profile, Omnibutton, dashboard shortcuts, Inbox...). This leads to confusion as different locations don't provide uniform means of carrying out these actions.

Frame 33900

Absence request from employee profile.

3. Prioritization

All of these issues resulted in several pains for many customers, but they were never a reason for churn, nor did they prevent deals from closing or compromise MRR, so they were always de-prioritized in favor of improvements with much more impact on the business in the short term. But the team knew that all these issues affected most of our customers and, although they did not affect the short-term business metrics, they were a key point for the user experience of our product.

We couldn't leave UX aside, so I convinced my Product Trio that we had to address this big problem and that solving it would impact most of the other issues in our backlog, and in turn, our business metrics, in the medium and long term.

4. Discovery

What we had in mind was not just a place where managers could check who was on vacation and who was not. Our goal is to help managers make informed decisions by providing them value as insights, and for that, our idea was to build a dashboard that consolidates all the data and information related to Time off.

On the other hand, unifying Time off was something we needed from a business perspective since Factorial is planning to launch a new pricing and packaging model this year. For the first time in its history, Time off will be sold separately, so it requires its own section.

I talked with dozens of clients, customer success agents and account managers to understand how our dashboard could bring value to our customers. We did external and internal interviews, tests and demos to make sure we were building the right thing. This was our best weapon to justify our bet on this.

We talked to 15 people and surveyed over 250 customers to understand their needs. I used different methods, including exercises like card sorting, empathy maps, blueprints or user task flows to capture how users feel at different points and which are their needs regarding Time Off data visualization, all based on the diverse types of users we have at Factorial.

5. Solution

01

With this new dashboard, we present user with relevant and summarized information in a clear and concise way. Its main objective is to provide a real-time overview that facilitates decision making. In addition to that, we have unified basic actions. From this dashboard a manager is able to:

  • Create a leave for an employee or a specific group of employees
  • Edit a leave for a specific employee
  • Approve or reject absence requests
  • Access to all Time off exports
  • Select a time range
  • Filter by team or workplace
  • Search for an employee

With a better understanding of performance, organizations can optimize their operations, spot opportunities and achieve more sustainable growth.