A leading HR software and consulting provider in Germany aimed to modernize how temporary staffing agencies manage their daily operations. To achieve this, they needed more than just a vision—they needed clarity, structure, and a scalable product strategy.
CLIENTDURATIONHR Software (Under NDA)
3-week (March 2025)
MY ROLETEAMProduct Designer, UX, UI
8-10 people
To comply with my non-disclosure agreement, I have omitted and obfuscated confidential information in this case study. All information in this case study is my own and does not necessarily reflect the views of the client.Setting the stage
For years, the client relied on multiple tools to keep operations moving but as they grew and regulations tightened, this patchwork approach couldn’t keep up.
The client had a vision, captured in three high-level wireframes and a massive Miro board. What they didn’t have was a usable proof of concept that reflected how agencies actually work.
I led the design of a scalable, operational PoC that:
Validated core assumptions
Clarified system logic
Accelerated roadmap planning
Enabled early stakeholder alignment and market feedback
Key challenges I solved
The client had years of operational processes spread across spreadsheets and notes — but nothing that resembled actionable product logic. Staffing agencies rely on complex sequences involving shift planning, placements, wage types, tariffs, compliance conditions, timesheets, payroll, and invoices.
My challenge: synthesize scattered information into a coherent operational model.
Scattered operational knowledge
Lack of usable workflows or system logic
Temporary staffing is governed by strict rules: tariff groups, wage conditions, agency/client contracts, branch-specific regulations. These rules shape system behavior — yet the client hadn’t defined how they should work within a digital product.
My challenge: translate dense business rules into clear, scalable workflows.
Prioritizing PoC scope for maximum value
We had the entire potential product space in front of us - but a PoC must demonstrate value, not breadth.
My challenge: decide what not to build and focus on workflows that reduce operational risk.
Designing for scalability across future modules
The company planned to expand into full workforce management, AI-assisted planning, and financial automation.
My challenge: build a PoC that was not a throwaway prototype, but the first operational slice of a long-term platform.
Decisions and design rationale
Define the product’s “operational core'“ first
I identified the workflows with the highest operational and regulatory complexity:
Customer & Contract Management
Employee Records & Tariff Groups
Placement Management
Order Creation & Wage Conditions
Time Tracking & Timesheet Calculations
Invoice & Payroll Preparation
These were designed first because they form the product’s backbone. If these modules worked, everything else could scale.
Build business & regulatory logic into product structures
I untangled the messy rules around tariffs, wage types, shift rates, compliance thresholds, and contract variations. This let the entire team see — for the first time — how the system needed to behave.
My approach:
Identify dependencies (e.g., wage conditions applied differently in certain placements)
Convert rules into decision points within workflows
Create consistent UX patterns for complex logic
Ensure modularity so rules could evolve without redesigning entire flows
Prioritize PoC scope around feasibility and risk reduction
Together with the Product Owner and developers, I defined PoC scope around:
Workflows critical to day-to-day operations
Areas with high compliance risk
Logic-heavy modules where wrong assumptions would be costly
This was a strategic choice to de-risk months of engineering and provide a realistic reference for future development.
Embed cross-functional alignment into the process
I facilitated weekly alignment with:
Product owners
Developers
Client decision-makers
Internal stakeholders
Because in enterprise environments, the product lives between teams, not at the hands of one. This ensured the PoC reflected both business logic and technical feasibility.
Adopt Material UI for speed and enterprise scalability
My rationale:
MUI aligns well with engineering patterns
Fast to implement — essential for PoC timelines
Built-in accessibility
Clean baseline that supports data-dense interfaces
Can evolve into a mature design system
I customized core components and established a mini design library to maintain consistency across modules.
Business impact (qualitative + estimated)
Even under NDA, the outcomes were clear and measurable in their effect:
Saved months of development by validating assumptions early.
Enabled accurate roadmap planning through clarified workflows and realistic scoping.
Accelerated GTM efforts — the client used our PoC at trade shows to pitch the product and gather real market feedback.
High client satisfaction — although NDA prevented formal reviews, the client repeatedly expressed strong approval and trust in our design direction.
Customer & order management
After identifying the key information and actions users needed at a glance, we designed a structured table to enable quick decision-making. "Create Order" was one of the most complex screens to design due to the many dependencies and business rules involved, so I focused on creating a clear and logical flow that helps users create accurate order requests without confusion.What this project shows about my strength as a designer
Product mindset
Focused on validation, business value, and long-term scalability
System thinker
Turning ambiguity and scattered workflows into structured, logical solutions
Strong UX architecture
Building workflows that make complex enterprise logic usable.
Cross-functional leadership
Guiding client decisions, synthesizing inputs, and aligning teams even when there’s no pushback.
What’s your next challenge?
I’d love to hear about it. Let’s connect or leave me a message!
florarichardfrs@gmail.com