Indeed Onsite Scheduler

Tool for scheduling & managing onsite interviews


The purpose of the internal onsite scheduler tool is to help the Indeed recruiting team schedule and manage onsite interviews. My internship project focused on redesigning the existing tool and creating a one-stop solution to address the needs of the recruiting team.

Enterprise Application
Indeed, Austin TX
May 2018 - Aug 2018

My Role & Responsibilities

User Experience & Visual Designer

I was the only UX designer on this project, under the supervision and mentorship from a senior UX designer and the UX Design lead. My responsibilities included conducting user interviews, Mapping existing screen flows, Heuristic evaluation, defining goals for the redesign, wireframing, visual design, providing development support, creating click-through prototypes, conducting usability testing, concept refinement, creating a UX Design proposal for future scoping & development.


Project Lead, UX Design Lead, UX Designer, Software Engineer, Software Engineer Intern.

The challenge

How might we help recruiters schedule and manage onsite interviews for job candidates more efficiently

Before redesign

Existing tool
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The tool that the internal recruiting team at Indeed uses currently was developed by an engineer in a one-day-hackathon. While he continued to evolve the product later based on the feedback he received from the team, the tool needed to be reviewed and revamped from the design standpoint for better addressing the needs of the users.

Research & Analysis

User Interviews

We interviewed 5 users to gain insights into their needs, pain-points, and expectations with the tool.

User flow Analysis

We mapped the existing user-flow to identify bugs, inconsistencies, and dead-ends.

Heuristic Evaluation

Along with us, we also asked 5 other designers to evaluate the existing tool against the standard UX heuristics.

Need for improvement on the scale of 1-10

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Key areas that need improvement

Flexibility & Efficiency of use

Error Prevention

Visibility of system status

Goals for Redesign

Flexibility & Efficiency of use

How might we help users use the tool more efficiently, yet provide flexibility to complete the task the way they want.

Error Prevention

How might we help users make minimum errors while doing the tasks.

Visibility of system status

How might we handhold the users throughout and provide them feedback based on their actions.


Translating our insights into tangible ideas


Tools & methods

Whiteboarding for initial brainstorming

Paper-sketches for detailing the wireframes

High-fidelity mockups in Sketch

Prototyping using Invision

We divided the redesign process into two phases. We first focused on quick-fixes that were easy to implement and later moved on to the major fixes that needed more development efforts


Recommendations for Redesign

Through our proposed design, we tried to address the issues in the existing tool.


Old design

Navigation doesn’t include the primary features of the tool.
Hierarchy of the navigation doesn’t reflect the user-priorities

New design

Highlighting key features of the tool in the navigation, Using a contrast-colored background to differentiate the navigation from the rest of the screen elements for easy discoverability. Rearranging the navigation items based on the user-priority, and changing the copy to clearly convey the functionality of the features.


Old design

No hierarchy for primary and secondary actions, overwhelming and confusing layout.

New design

Defining styling for primary, secondary and tertiary actions Defining the hierarchy of page-level elements and designing layout accordingly.


Sense of place
Old design

Every click takes the user to a new page. This leads to frustration & confusion while navigating through the tool.

New design

Incorporating modal interaction wherever relevant, but especially in case of page-level interactions. Modal dialogs also help fragment a complex workflow into simpler steps.


Templates for better efficiency
Old design

Need to manually schedule the interviews and meetings one-by-one.

New design

Allowing the recruiters to create templates based on their recruiting needs. Templates help quickly scheduling meetings and interviews.


Actionable Suggestions
New design

Allowing the user to efficiently schedule the meetings using templates represented upfront as quick action buttons


Scheduling multiple interviews
New design

Usability Testing

5 users | Recruiting team at Indeed

Overall perception

Key features

Scheduling meetings & interviews efficiently using templates

Quick view of conflicts with the schedule

Actionable empty states

The proposed design is currently in the development
stage and will roll-out soon for
200+ recruiters

What I learned

Leading the UX design efforts

As I was the only designer working on this project, I got an opportunity to scope out the design efforts and create a vision for this project for the development team to follow.

Getting there steadily step-by-step

When it comes to redesigning the existing tool, sometimes prioritizing the issues and fixing them steadily step-by-step eventually helps achieve the results better than suggesting major fixes in the first step itself.

Design Sprint Process

As this project was under the Incubator team inside Indeed, I got to learn their Design sprint process that helps create, develop and test ideas quickly and more efficiently.

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