Isuru's Portfolio

CONTEXT

PROBLEM

RESEARCH

PROCESS

SOLUTION

IMPACT

REFLECTION

Work In Progress

CONTEXT

Empowering admins and team leaders with real-time task updates through We4U.

Team

4 Product Designers, 1 Product Manager, 1 Developer

My Role

Product Designer

Timeline

9 months (Jan - Sep 2025)

Business Model

SaaS, Informal Care Settings

SaaS dashboard from the ground

up for We4U

4 min read

Problem

The current manual processes are unstructured, fragmented, and time-consuming, leading to staff and volunteer overload, and an underutilized pool of

help.

Solution

A streamlined task management interface that makes the task and staff management process clearer, more engaging, and easier to navigate.

Outcome

Reduction in Average Task Resolution Time by 15% and increase in Task Completion Rate by 10%.

Reduction in Average Task Resolution Time by 10% and increase in Task Completion Rate by 15%.

As the Product Designer on the We4U Team, I…

Led research efforts to understand the pain points, needs and goals of our target users
Conducted 10+ user research sessions with admins, team leaders and support staff at care homes, sports centers and healthcare centers
Pioneered AI integration in our design process using V0 by Vercel, Lovable and UX Pilot
Collaborated closely with PM and engineering to navigate technical constraints and business priorities
Established design review processes to ensure quality delivery despite handoff challenges

THE PROBLEM

Fragmented and Manual Task Management

Back in the beginning of 2025, I first heard of 'We4U' through LinkedIn and since then helped the team as a freelance product designer to redesign their mobile app and develop a new SaaS dashboard.

We4U is a Netherlands based social care platform that is aiming to mobilize your network to easily give and receive help, with everyday tasks and when it really matters. Josine, the founder of We4U, was already overwhelmed with managing tasks through their already outdated mobile app, and needed our help.

Task coordination is the operational backbone for community organizations and care facilities, connecting thousands of residents, volunteers, and coordinators. However, two core aspects of the workflow were limiting efficiency and scalability for admins, team leaders and support staff in informal care settings at health, sports, aged-care centers and more.

Back in the beginning of 2025, I first heard of 'We4U' through LinkedIn and since then helped the team as a freelance product designer to redesign their mobile app and develop a new SaaS dashboard.

Cumbersome Task Management

Creating tasks from scratch is one of the most commonly used features, but the experience was clunky and cognitively heavy with the current We4U app. Inconsistent UI, unintuitive grouping, no task status, and lack of insights for helpers made this vital experience inefficient.

Inefficient utilization of help

In the current We4U mobile app, helpers get little insight into what tasks they can help with and how they can contribute - leading 71% of helpers to spend 3x longer in completing tasks, admins to spend 3x longer in managing different groups, finding helpers and following up with no shows.

"Current methods are unstructured and fragmented. WhatsApp groups, email, handwritten sign-up sheets on location, and fixed agreements are used. Some organizations do not plan at all or only rely on established routines. "

~ Josine, Founder @ We4U

RESEARCH & INSIGHTS

Understanding Our Users: Admins Under Pressure

Through 10+ user interviews with administrators and team leaders at various organizations, I uncovered the following key insights:

Bulk Task Creation & Management

01

Admins and team leaders need the flexibility to create tasks in bulk for different groups and people, especially when they need to manage common tasks across organizations.

"It is difficult to create bulk tasks in our current app"

Task Coordination

02

According to the user research, admins and team leaders are currently using a multitude of apps and manual processes for task coordination, which is often fragmented.

"I often forget where I created the last task for someone"

Overload Of Staff & Volunteers

03

The current manual processes are leading to more time consumption and under-utilization of the help pool for tasks. This is mainly due to the lack of clear task information and helper availability data at a glance.

"What's the best way to ensure that my staff don't feel overloaded?"

Account Information

04

Currently, admins handle their staff and user information via Excel imports, which is time-consuming and information fragmentation.

"It is often cumbersome to edit user details as it is in a big Excel file"

PROCESS

From v0 Prototype to High-Fi Design in Figma

Understanding Our Users: Admins Under Pressure

We created the bulk task creation feature first. At the time, we experimented with using AI tools like v0 to generate initial inspiration - it felt efficient since it was faster and we weren't using an official Figma design system.

But the result didn’t match our vision. I ended up recreating the design in Figma with the aid of Ant Design System for several components, making multiple update cosmetic update tickets, which slowed down development more than expected.

So for the bulk task creation, we shifted gears: I delivered a polished Figma prototype instead. It made collaboration easier, ensured visual consistency, and saved engineering time.