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from manual mobility proposals to an integrated mobility system

turned an informal and offline hr habit into a structured feature embedded across the platform enabling traceability and consistency

teams

product, tech, csm

project period

q2-q3 2024

about

1km à pied is a b2b saas platform that helps hr teams in multi-site organizations manage internal mobility to reduce absenteeism and turnover and improve employee' quality of work life.

context

internal mobility was managed through manual and disconnected tools like emails and personal excel spreadsheets, so the process was fragmented and inconsistent.
hr teams struggled to keep records updated, track proposals and collaborate effectively, which limited visibility and scalability.

user problems

  • hr teams struggled to manage mobility proposals by relying on fragmented processes and multiple disconnected channels

  • data related to internal mobility tracking was unreliable

  • mobility initiatives lacked visibility into progress, outcomes and blockers making it difficult to monitor and improve existing processes

results

  • 2.5x increase in platform logins the month following the feature launch

  • clearer performance goals were defined for each client, boosting collaboration with recruitment teams around mobility targets

  • several employee mobility cases successfully completed with a notable rise in client satisfaction

user interviews

in collaboration with the product manager
to better understand the context we decided to conduct interviews. to do so, we prepared a flexible interview guide to gain a deep understanding of the mobility workflow and map out the key data, stakeholders and timelines. we defined multiple conversational paths to adapt to different user profiles and ensure we could explore both expected and unexpected behaviors across mobility scenarios.

we conducted 5+ qualitative interviews with hr users across three different client organizations.


we discovered that processes vary not only between clients, but also across business units within the same company, which leads to confusion for everyone. most hr users rely on personal excel files that are rarely updated or shared. others communicate mainly by email or prefer to call colleagues directly (but only if they already know them). so most of the time, the mobility process might just stops there.

overall, it resulted that there is a huge lack of information sharing, an inconsistent tracking, and fragmented communication channels that result in lost or ignored mobility proposals.

in collaboration with the product manager
to better understand the context we decided to conduct interviews. to do so, we prepared a flexible interview guide to gain a deep understanding of the mobility workflow and map out the key data, stakeholders and timelines. we defined multiple conversational paths to adapt to different user profiles and ensure we could explore both expected and unexpected behaviors across mobility scenarios.

we conducted 5+ qualitative interviews with hr users across three different client organizations.


we discovered that processes vary not only between clients, but also across business units within the same company, which leads to confusion for everyone. most hr users rely on personal excel files that are rarely updated or shared. others communicate mainly by email or prefer to call colleagues directly (but only if they already know them). so most of the time, the mobility process might just stops there.

overall, it resulted that there is a huge lack of information sharing, an inconsistent tracking, and fragmented communication channels that result in lost or ignored mobility proposals.

in collaboration with the product manager
to better understand the context we decided to conduct interviews. to do so, we prepared a flexible interview guide to gain a deep understanding of the mobility workflow and map out the key data, stakeholders and timelines. we defined multiple conversational paths to adapt to different user profiles and ensure we could explore both expected and unexpected behaviors across mobility scenarios.

we conducted 5+ qualitative interviews with hr users across three different client organizations.


we discovered that processes vary not only between clients, but also across business units within the same company, which leads to confusion for everyone. most hr users rely on personal excel files that are rarely updated or shared. others communicate mainly by email or prefer to call colleagues directly (but only if they already know them). so most of the time, the mobility process might just stops there.

overall, it resulted that there is a huge lack of information sharing, an inconsistent tracking, and fragmented communication channels that result in lost or ignored mobility proposals.

benchmark

following the user research, i decided to focus on two main challenges :

  • offering a shared space where information can be stored and accessed by everyone

  • enabling communication without losing track of important data

i then started the benchmark by exploring tools and products that manage secure collaboration and structured data storage, paying attention to how they organize information and support multi-user workflows.

userflows

in collaboration with the product manager
we scoped the project into four main parts and defined key business rules and edge cases related to data confidentiality and various user permission levels.

1

how to create a mobility proposal


defining the concerned employee, identifying the appropriate contact person and providing a customizable pre-written message to initiate the conversation around the proposal

2

how to manage mobility proposals


setting up a space to share information, enabling users to approve or reject proposals and managing who can join or leave the discussion

3

how to manage a mobility space


controlling confidential access and providing a global overview for reporting purposes

4

how to organize a notification system


keeping users informed of updates and required actions on proposals

co-created userflows with the product manager to structure key scenarios

co-created userflows with the product manager to structure key scenarios

wireframes

the feature required integration across multiple touchpoints of the platform so i conducted a full review of existing screens, features and flows to identify logical insertion points and avoid introducing friction.


as the project was huge, the main challenge was to consider all the points i wanted to cover.
to do so, i designed multiple integration scenarios that balanced user needs, technical feasibility, and product consistency to make everything work together.

wireframe snippet of the mobility proposal creation experience


wireframe snippet of the mobility proposal creation experience


to navigate this complex workflow, i conducted multiple rounds of benchmarking again to find inspiration in unexpected places such as job search platforms.
that’s what I love about design: solutions can come from where you least expect


at this stage of a project, doubts always come : working on a b2b saas product with no direct competitors adds complexity, as inspiration has to come from unrelated products and abstract concepts rather than existing industry standards. but it is also what makes it exciting !

benchmark snippet of welcome to the jungle website

benchmark snippet of welcome to the jungle website

from flows to design

  1. define precisely a mobility proposal


    i created a page structured into 2 mains sections :


  • information section: includes the employee’s personal details, all the information related to the mobility itself, the identity of the proposal’s creator, and the list of users with access to it

  • messaging section : facilitates discussions and centralizes all relevant information in a secure environment


    several actions can be taken within a mobility proposal : managing user access and approving the proposal to initiate a mobility or rejecting it to close the topic.

early version of the mobility proposal page after the first round of iterations.

final version of the mobility proposal page after refinements and validation

  1. design the mobility proposal creation flow

i designed the mobility proposal creation flow to allow selecting one or multiple employees from existing employee lists at various levels within the platform, targeting a specific site.

this flow lets users individually choose the relevant contact person (such as the employee’s manager), draft a message to send and organize the proposals within dedicated folders on the platform.

final version of the creation of a mobility proposal

final version of the creation of a mobility proposal

  1. manage mobility folders


the mobility folders list was designed to manage confidential access rights while giving all users the ability to generate reports and track progress across each mobility project.

early version of the mobility folders page after the first round of iterations

final version of the mobility folders page after refinements and validation

  1. organize a notification system


to appeal to current users, and especially those who were not yet aware of our brilliant product, the notification system was the best lever to boost collaboration and encourage teamwork.


i designed and implemented a set of notification templates using brevo. i had to learn its template language called btl (a system inspired by twig (php) and liquid (shopify)) that allows dynamic content.

it was quite a challenge, as the design project was already large, but it felt motivating to learn something new that could help my career as a whole.


these notifications are triggered by key events in the mobility process:

  • when a mobility proposal is created

  • when a user is added to a mobility proposal

  • when a user is added to a mobility folder

  • when a new message is sent

  • when a mobility is scheduled

  • when a mobility is closed

  • when a mobility folder is closed

  • when the employee starts their new position

  1. organize a notification system


i I designed and implemented a set of notification templates using Brevo, triggered by key events in the mobility process, such as :


  • when a mobility proposal is created

  • when a user is added to a mobility proposal

  • when a user is added to a mobility folder

  • when a new message is sent

  • when a mobility is scheduled

  • when a mobility is closed

  • when a mobility folder is closed

  • when the employee start their new position


i had to learned brevo template language aka btl (a system inspired by twig (php) and liquid (shopify)) to implement dynamic content in templates

  1. organize a notification system


to appeal to current users, and especially those who were not yet aware of our brilliant product, the notification system was the best lever to boost collaboration and encourage teamwork.


i designed and implemented a set of notification templates using brevo. i had to learn its template language called btl (a system inspired by twig (php) and liquid (shopify)) that allows dynamic content.

it was quite a challenge, as the design project was already large, but it felt motivating to learn something new that could help my career as a whole.


these notifications are triggered by key events in the mobility process:

  • when a mobility proposal is created

  • when a user is added to a mobility proposal

  • when a user is added to a mobility folder

  • when a new message is sent

  • when a mobility is scheduled

  • when a mobility is closed

  • when a mobility folder is closed

  • when the employee starts their new position

prototype & test

to validate the solution as it was such a brand new system in our platform, i tested 3 prototype versions with 13 participants, including stakeholders from over 50% of our client organizations.

not all our features go through testing before deployment but given the scope and impact of this one, it felt essential to me.
the main goal was to ensure the flow was usable and ready for deployment : i focused on identifying potential drop-off points caused by confusion or experience length since it was a brand new system in our platform.


as the only designer, the main challenge was managing everything at once : organizing and conducting the sessions, maintaining the prototypes and iterating on the design based on feedback.


after a few minor adjustments on figma (mostly about wording), i was able to finalize the design and hand it off to developers.

early version of the mobility proposal page after the first round of iterations.

early version of the mobility proposal page after the first round of iterations.

delivery & qa

in collaboration with the product manager

we ensured a handoff to developers with detailed ux & ui specs written collaboratively.

we stayed involved during production to support implementation and helped the dev team in managing the complexity of security rules by organizing regular meetings to avoid overlooking edge cases.


we then tested the demo version to detect bugs and issues that needed fixing before the public release. once live, we documented early user feedback through notion and shortcut to help our tech team prioritize adjustments based on urgency and roadmap.

results

  • 2.5x increase in platform logins the month following the feature launch

  • clearer performance goals were defined for each client, boosting collaboration with recruitment teams around mobility targets

  • several employee mobility cases successfully completed with a notable rise in client satisfaction (measured through qualitative feedback and follow-up interviews)

lesson learned

this was the most intense and complex project i’ve worked on so far. the scope and impact made it clear how essential it is to break things down early, test continuously and rely on close team collaboration.


since then, we have been more careful about splitting large projects into smaller and more manageable releases.

if you want to know more or you have any questions, feel free to reach me !

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2025 clémence paris

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