Admin Tool
Circulo's streamlined training management that reduced onboarding errors and boosted retention for I/DD specialists.
Problem
Circulo’s administrative teams managed training and compliance for Intellectual and Developmental Disabilities (I/DD) specialists using manual spreadsheets and outdated systems. This led to onboarding errors, incomplete documentation, and delayed compliance reporting.
Our research aimed to:
Identify administrative pain points in tracking and managing training requirements.
Understand workflow inefficiencies contributing to onboarding delays.
Design a centralized tool that reduces manual effort while improving visibility and retention.
Solution
We designed and launched the Circulo Admin Tool, a compliance-focused CRM that allows administrators to manage staff training, onboarding tasks, and certifications within one intuitive interface.
The platform automated progress tracking, centralized staff data, and introduced batch editing—significantly reducing onboarding errors and administrative burden.
Project Background
The Admin Tool was part of Circulo’s broader digital transformation initiative to support healthcare operations with scalable technology.
Prior to this, compliance tracking for I/DD specialists was fragmented across multiple systems. Administrators often updated spreadsheets manually, resulting in missed training renewals and inconsistent staff records.
To address this, Circulo’s Product and Design teams set out to create a streamlined, error-resistant system that balanced the complexity of compliance management with a simplified, easy-to-learn user experience.
Methodology
We followed a mixed-methods research process to ensure the design aligned with real administrative workflows and compliance goals:
Workflow Observation: Shadowed administrators across three regional offices to map existing onboarding processes and identify inefficiencies.
Usability Testing: Conducted multiple prototype tests with administrators to refine the navigation, task layout, and filtering logic.
Surveys & Feedback Loops: Gathered quantitative data on perceived ease of use, accuracy, and task completion speed.
Iterative Design Reviews: Partnered with compliance managers and HR leaders to ensure the system met state training and reporting requirements.
Centralized Staff Profiles
Profiles with visual cards to highlight onboarding progress, ensuring employee information is accessible at a glance.
Region-Based Bulk Modification
Search functions with bulk modification options, allowing admins to assign training requirements by region, improving efficiency for location-based updates.
Enhanced Task Checklist
Checklist with assigned dates, updated statuses, and drop-downs to display required documents, helping administrators track compliance easily.
Research Plan & Implementation
Research sessions involved 12 administrators and HR staff across Circulo’s regional branches. Each 45-minute session explored current workflows, system frustrations, and opportunities for automation.
Core Topics Explored:
Data input and record validation workflows
Frequency and type of compliance errors
Visibility of training progress and upcoming renewals
Efficiency in assigning region-based training tasks
Desired reporting and filtering options
All findings were documented and synthesized into an affinity map in Miro, highlighting the most frequent error points and user frustrations. These insights directly informed the MVP scope and feature prioritization.
Key Results & Takeaways
Research revealed several critical needs for administrative efficiency:
Administrators needed a single source of truth for staff profiles and compliance progress.
Manual tracking was prone to transcription errors and inconsistent reporting formats.
Batch operations for regional updates were a top-requested feature.
Visibility into completion status was more valuable than deeper analytics at the MVP stage.
The design response included:
Centralized Staff Profiles: Visual cards showing onboarding and training progress at a glance.
Region-Based Bulk Modification: A powerful search and batch-editing system for group training assignments and updates.
Enhanced Task Checklists: Date-stamped items with drop-down menus for document tracking and real-time status updates.
Automated Progress Tracking: Auto-generated alerts for upcoming deadlines to prevent compliance lapses.
