SuperAdmin Portal
Centralized control hub to streamline onboarding, setup, billing, and role-based access for diverse educational clients.
Role
UX Designer & Product Designer
Timeline
4 Weeks
Tools
Figma, FigJam, Google Sheets, Firebase Analytics, User Interviews
Category
EdTech, Enterprise Tools, Product Design
The Problem
What needed to change?
Following a rapid post-pandemic expansion, the client's manual onboarding and billing processes could no longer scale to meet the needs of diverse small-to-medium academies.
Legacy manual workflows led to significant delays and operational errors, directly impacting client satisfaction and hampering the growth of the expanded user base. The challenge was to replace these fragmented systems with a unified, automated portal capable of managing varied institutional requirements.
My Responsibilities
- System Auditing: Reviewed the LMS core architecture to identify toggleable features, ensuring the new clients maintained maximum system flexibility.
- Strategic Scoping: Led user research and feature scoping to prioritize high-impact onboarding and billing enhancements.
- Cross-Functional Leadership: Coordinated between design, development, and testing teams to ensure a cohesive portal experience.
- Documentation & Training: Developed comprehensive user manuals and billing process documentation for internal client teams.
- Operational Rollout: Managed the pilot deployment phase and established feedback loops for continuous system refinement.
The Approach
How we got there.
Discovery
- Workflow Mapping: Mapped complex client profiles and workflows across schools and academies to identify unique scaling bottlenecks.
- Stakeholder Interviews: Conducted deep-dive sessions with admin and finance teams from 5 different institutions to capture diverse operational needs.
- Friction Audit: Analyzed critical delays in manual role assignments, billing generation, and custom feature deployment.
Strategy & UX
- Scalable Architecture: Designed a modular SuperAdmin Portal allowing for centralized onboarding and billing automation tailored to varied institution types.
- Modular Customization: Developed flexible templates to support diverse branding, course structures, and complex billing plans.
- Granular Security: Engineered a robust permission system to accommodate multi-stakeholder access across complex educational hierarchies.
Delivery & Iteration
- Workflow Automation: Partnered with engineering to build automated pipelines for billing, invoicing, and real-time client instance updates.
- Pilot Validation: Ran focused pilot deployments with select academies to stress-test system scalability and billing accuracy.
- User-Centric Refinement: Iteratively improved the UI based on internal feedback, prioritizing billing transparency and ease of use.
The Outcome
Results that speak.
The strategic shift to an automated SaaS hub delivered immediate, transformative impact on the business operations:
- Accelerated Onboarding: Slashed new client onboarding time from 10 days to under 2 days.
- Operational Efficiency: Achieved a 50% reduction in manual workload for the billing process.
- Rapid Scale: Successfully deployed 15+ institutions onto the new system within just 3 months.
- Enhanced Reliability: Improved billing accuracy and transparency through centralized, automated auditing.