Problem description

Before this solution:

• Return requests were handled via emails and PDF forms

• HR manually tracked deadlines

• Managers were informed late

• Employees were unsure what to do next

In regulated industries, this creates:

• Compliance risks

• Data gaps

• Operational delays

• Poor employee experience

The system lacked transparency and process structure.

The Challenge

To design a single, auditable SDHR workflow that works at scale, integrates with admin dashboards, and remains human-centered.

The Objective

Design a Return to Work Sub-Portal that:

• Guides employees step by step

• Automates eligibility and deadlines

• Provides real-time progress tracking

• Integrates with the HR admin dashboard

• Reduces manual HR work

The solution needed to be scalable, structured, and compliant.

Iteration 1 — Visibility First

Problem

Employees didn’t know:

• When they were eligible to return

• What actions were required

• How long the process would take

HR also lacked a clear overview of upcoming returns.

Solution

I designed a dashboard entry screen that shows:

• Return eligibility status

• Official return date

• Clear call to action

• Progress indicator (step-based process)

This created:

• Transparency

• Predictable structure

• Shared source of truth

This iteration focused on clarity and system states, not complex interaction.

Iteration 2 — Guided Workflow

Problem

Eligibility information was not enough. Employees needed guidance.

Solution

I created a structured multi-step flow:

1. Return Overview

2. Work Arrangement

3. Manager & Team

4. Readiness Check

5. Review & Submit

Each step:

• Collects structured data

• Updates the dashboard in real time

• Creates trackable system checkpoints

For employees:

• The process feels manageable

• Progress is visible

• The journey has a clear end

For HR admins:

• All returns are visible in one dashboard

• No need to chase forms

• Process status is transparent

Iteration 3 — Adding a Virtual Agent

Problem

Not every employee is ready to return immediately. Some need clarification.

My theory was that an employee need an AI agent to clarify this process to them.

Solution

I added a virtual agent interaction layer.

Instead of forcing a form, the system asks:

• “Are you returning?”

• “Do you have a question?”

• “Not yet?”

This simple interaction:

• Captures early intent

• Reduces HR inbox traffic

• Generates forecasting signals

• Improves workforce planning

This step made the system proactive.

Testing

I tested this solution with a small group of 8 users.

Result

The feedback was consistent:

• The virtual agent felt unnecessary for such a simple decision

• Users preferred direct actions instead of conversation

• The interaction added friction instead of support

• Some users described it as annoying or slowing them down

Instead of helping, the agent created an extra step in a moment where users expected speed and clarity.

Conclusion

I decided not to implement the virtual agent in this part of the flow.

Key learnings:

• Not every problem needs AI or conversational UX

• For simple, high-confidence decisions, direct UI is more effective than dialogue

• Over-designing can reduce usability, even with good intentions

• AI should be used where complexity is high — not where actions are obvious

Iteration 4 — Admin Dashboard Integration

Problem

Not every employee is ready to return immediately. Some need clarification. Silence from employees creates uncertainty for HR planning.

Solution

I added a virtual agent interaction layer.

Instead of forcing a form, the system asks:

• “Are you returning?”

• “Do you have a question?”

• “Not yet?”

This simple interaction:

• Captures early intent

• Reduces HR inbox traffic

• Generates forecasting signals

• Improves workforce planning

This step made the system proactive, not reactive.

Final Version without Virtual Agent

What I Learned

• Enterprise UX must balance empathy and system logic

• Admin dashboards require different thinking than user-facing flows

• Process design is as important as visual design

• Even regulated systems can feel human