Vayan Customer Portal

PWA / Multi-platform

Project Overview

Vayan's enterprise customers had long relied on email threads and manual reporting to stay informed about their operational and financial data. To replace that friction with something scalable, Vayan set out to build a single-pane-of-glass customer portal — centralizing reports, dashboards, job data, and access controls in one self-serve experience. I joined the project from the proposal stage through to active design and development, helping shape both the product vision and the interface.

My Contributions

My Role: Product Designer
Team: PO, Developers, QA Engineer, Client
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I was involved across the full lifecycle of this project — from early discovery and stakeholder workshops through feature prioritization, UI design, and developer handoff. This included defining the MVP scope, mapping the feature set across user roles, and designing the end-to-end portal experience.

Challenge:
Vayan's customers — enterprise clients like automotive OEMs — had no centralized way to access the operational and financial information relevant to their jobs. Data was scattered, communication happened over email, and there was no self-serve layer. The goal was to fix that with a portal that felt trustworthy, transparent, and easy to navigate regardless of a customer's technical sophistication.

Actions:
I facilitated workshops with the Vayan team to align on objectives and define what the portal needed to do at each stage — bare minimum, MVP, and future. From there, I mapped the full feature set across functional areas including authentication, dashboards, job data, reporting, tasks, and notifications, and worked with stakeholders to make prioritization decisions grounded in user impact, technical feasibility, and business goals.

Results: The project is currently in active development, with the MVP scoped and design underway. The initial pilot is targeting Factory 0 — an existing QRS client — with a longer-term roadmap aimed at scaling to GM, Tesla, and other strategic customers.

Vayan Customer Portal

Product Designer

June 2025 — March 2026

The portal had a wide surface area, so getting alignment early was critical. I ran workshops with the Vayan team to establish a shared understanding of the product's objectives and constraints. The core goal that emerged was clear: design and deliver a single-pane-of-glass experience that gives enterprise customers transparent, self-serve access to operational and financial information — reducing email overload and increasing satisfaction in the process.

Workshops & Scoping

With the objective defined, I mapped the full feature set across eight functional areas — Authentication & Access, Dashboard & UX, Reports & Data, Jobs, Rejects Explorer, Tasks & Approvals, Messaging & Notifications, and Architecture & Integration — and categorized each feature into Bare Minimum, MVP, or Future.
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Some of the more deliberate prioritization decisions included keeping self-service user management and report subscriptions out of MVP in favor of getting the core job and financial data modules right first. Power BI integration and a public API were scoped for MVP where they added immediate value, while more experimental capabilities — like an LLM-powered chatbot and predictive rejection analytics — were parked as future considerations. The result was a focused, defensible MVP scope that the team could align around and build toward with confidence.

Feature Mapping & Prioritization

With a clear scope in place, I moved into designing the portal experience across both mobile and desktop views. The design needed to serve enterprise users who ranged from finance contacts reviewing invoices to operations leads tracking job status in real time — so hierarchy, clarity, and role-appropriate views were central to every decision. Key areas of focus included the personalized dashboard, the jobs and rejects explorer, and the reporting and download flows.
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A highlight of the design work was the Job Detail page — a centralized hub where customers can see everything relevant to a specific job in one place. From here, users can access the service agreement and work instructions tied to that job, track its progress, and communicate with the Vayan team in context. Having threaded, job-level communication built directly into the page was a meaningful shift away from the email chains that had previously been the only option.

UI & Visual Design

The Vayan Customer Portal is the kind of project that starts with a deceptively simple idea — give customers visibility into their own data — and quickly reveals just how much thought goes into doing that well. Balancing the needs of different user types, making hard scoping calls, and designing something that feels effortless on the surface has been a genuinely engaging challenge. Development is now wrapping up and we're in testing, which makes it exciting to see the work come to life and be validated by real users.

Final Thoughts