Konventus is a web-app aimed at providing businesses a virtual scheduling workflow for appointments and video calls. It is currently being built internally at SADA.


The Team

2 UX Designers
1 Project Manager
1 Dev

My Role

At this point, the entirety of the Vast UX and UI. In later stages, a second UX Designer came to create more UX fundamental artifacts as part of a phase 2.

The Problem.

A sudden need for a digital workflow.

The COVID era presented enormous problems for in-person workflows. The need for digital communication and meeting was quick to emerge. Every company dealt with this in their own way. For us, we were presented with a customer looking to digify their form-to-video workflow, streamline appointments, and make sure follow-up communication was seamless. Thus, our product emerged, dubbed 'Vast'.

The Goal.

Streamlining the appointment workflow (virtually!)

Vast's number 1 goal is to utilize Google Calendar and Meet to provide seamless, easy to navigate, and accessible digital appointment scheduling for the local government scene. By staying specialized in this vertical, we can narrow down our niche and provide a useful & lean solution.

Step 1. What's the workflow?

There are a number of UX Artifacts created to fundamentally cement Vast's use cases, but those were created by another designer.

With the initial workflows, we had 3 target users to pay attention to:

  1. Applicants (Customer)
  2. Employees
  3. Admins / Manager

Applicants / Customers

Originally called customers, Applicants are those that need a digital appointment for some process; for example, applying for a drivers license. They would seek out the service that offers what they need, and use their form scheduler to sign up for an appointment.

In Vast. we give the secondary option of a dashboard for users who sign up. The user can manage and look at their appointments in this dashboard.

Easing the job searcher through the form

The first iteration of the product was born from a client's needs. They came to us with a proposed workflow, which we used as our launching point.

We made sure to capture the data that was required, but reordered the content to make sense for a modern form. We wanted it to be an EASY, straightforward experience that left no room for getting lost.

The flow was extremely simple:

  1. Job seeker would be redirected from the client's website when attempting to schedule an appointment.
  2. Fill out client specific questions.
  3. Select the appointment time (based on employee calendar openings)
  4. Provide some general personal information
  5. Upload resume and related documents
  6. Submit appointment

From there, the job seeker will receive an email confirmation of their appointment, and an event will be added to their calendar with a Google meet link. No extra work required!

Form Best Practices

Before jumping into the UI - I wanted to make sure I adhered to standard user experience and (proven) efficiencies and methods for form-building.

  1. Multi-step forms work best for our kind of data. Questions are in bite-sized, relevant chunks which is easier to digest for the user. We have 5+ steps that are quite different, so this was a must.
  2. Keep questions moving in one column, top to bottom, rather than having any side by side. This reduces confusion.
  3. Progress indicator! Lets your user know just how many pages they’ll have to complete. In this case, I went with a bar indicator, to reduce the amount of text on the screen.
  4. Mark what is optional. In this case we had 1 full optional question, so this needed to be highlighted.

For Both Applicant and Employee

The tool was designed to allow a company to facilitate virtual appointments internally. Both Applicants AND Employees have access to a dashboard that hosts their appointment information.

Calendar Syncing and Workloads

Vast was made with Calendar syncing in mind. Our #1 mission is to make the appointment process seamless and accessible, even if you don't log into the dashboard. Our focal point is using Google Calendar to facilitate this process for V1.

While the applicant portal and workflow should be as simple to access as possible, Employees and Admins need more tools at their disposal. Bulk workflows and scalable features were included to make sure Cases and appointments could be handled en masse.

Vast's Future

Vast is currently live for 2 customers, with many new features driven by user research in the pipeline. We're excited for what's to come!