Talntera SaaS Case Study: Enhancing the Hiring Experience

Improving UX in recruitment workflows for better efficiency and user satisfaction.

The Story

A Talent acquisition system (ATS) that handles the process of posting jobs and attracting top talent for vacant positions within a company. Recruiting streamlines the entire candidate search and hiring process to make it easier for organizations to add employees.

From posting jobs to reviewing resumes and interviewing candidates, recruiting software streamlines and automates the entire candidate search and hiring process. By eliminating paperwork and offering a powerful resume and candidate search functions, the software makes it easier for organizations to find and hire employees.

However, nearly every HR software vendor offers recruiting features. With so many options available, choosing the best recruiting system is a daunting task.

About Talnetera

As the world evolves, so does the way we recruit. Stay ahead with MENA’s leading hiring solution, designed for distributed teams and their unique needs.

Talentera empowers you to achieve your hiring goals by:

1. Reducing time-to-hire

2. Attracting relevant talent quickly

3. Providing powerful CV search and job advertising tools

4. Centralizing candidate sourcing

5. Enhancing employer branding

6. Standardizing communication

7. Simplifying candidate evaluation

8. Improving team collaboration

9. Measuring the efficiency of HR processes

My UX Process

1. Empathize – Understand users, their needs, and pain points.

2. Define – Clearly identify the problem and user requirements.

3. Ideate – Brainstorm and explore creative design solutions.

4. Prototype – Develop mock-ups and iteratively refine the product.

5. Test – Gather user feedback to enhance and optimize the design.

1. Empathizes

Empathy is my ability to deeply understand, reflect, and connect with users' emotions, needs, and motivations. In UX, it goes beyond recognizing immediate frustrations—it allows me to grasp users' aspirations, fears, abilities, limitations, thought processes, and goals. By fostering empathy, I create experiences that truly resonate and address real user needs.

User Research: Understanding Our Users

Before designing, I begin by learning about my users through thorough research. This helps me identify their needs, pain points, and behaviors.

My Research Methods

1. Analytics

Using tools like Google Analytics, I measure key metrics such as page views, click-through rates, and task completion times. This data helps me answer questions like, “How many users complete a task, and how long does it take?”

2. User Interviews

I conducted 10 user interviews with participants from different nationalities using Yandex Sessions to understand their needs and challenges. These interviews allowed me to develop empathy for our users and gain valuable insights into their experiences.

3. Quantitative & Qualitative Research

I used both quantitative and qualitative research methods to gain a complete understanding of user behavior:

• Qualitative Research: I conducted 10 user interviews to explore the "why" behind user behaviors—understanding their thought processes and approach to solving problems.

• Quantitative Research: I analyzed data from 30+ users using Yandex to determine the "what," "where," and "when" of their needs and pain points, ensuring my focus remains clear during development.

4. Desirability Studies

I evaluated aesthetic appeal by presenting participants with product visuals and asking them to choose descriptive words. Their responses provided powerful insights into user preferences.

5. Tree Testing

By removing the user interface and having users navigate the site using only links, I assessed whether issues were caused by information architecture or UX design. This method helped me identify and address usability problems effectively.

12,394,726

Total Users

19,555,811

Total Sessions

44.96%

Bounce Rate

25-34 years

Age Group with Highest Sessions

4 minutes 39 seconds

Average Session Duration

55.24%

Percentage of Saudi Users

1.58

Average Sessions Per User

Personas

Persona 1

Ahmad Ali Masri – Hiring Manager

Age: 35

Role: Hiring Manager

Goal: Efficiently manage the recruitment process and make informed hiring decisions.

Background: Ahmad is a seasoned Hiring Manager with extensive experience in overseeing the recruitment of top talent for various departments. He is responsible for evaluating candidate qualifications, conducting interviews, and making final decisions about new hires. Ahmad values a streamlined recruitment process that allows him to quickly identify the best candidates.

Challenges:

• Sorting through a large volume of resumes and applications.

• Lack of transparency in candidate feedback.

• Time-consuming communication with HR and recruiters.

  Needs:

• Efficient candidate search and filtering tools.

• Easy access to candidate profiles and feedback.

• Clear communication between HR and recruiters.

• Quote: "I need a streamlined process that helps me quickly identify top talent and make data-driven decisions."

Persona 2

Dania Zaid – HR Partner

Age: 33

Role: HR Partner

Goal: Ensure smooth and compliant recruitment operations.

Background: Dania is an HR Partner who manages the operational and administrative aspects of the recruitment process. She ensures that all policies and compliance requirements are met while supporting the recruitment team. Dania is detail-oriented and relies on structured workflows to keep the hiring process efficient.

Challenges:

• Managing complex documentation and compliance requirements.

• Coordinating between hiring managers, recruiters, and candidates.

• Keeping track of candidate status and progress.

  Needs:

• A centralized platform for managing candidate data and workflows.

• Tools to maintain compliance and manage documentation.

• Clear communication channels within the team.

• Quote: "I need a tool that helps me keep everything organized and compliant, while supporting both HR and hiring managers."

Persona 3

Marah Farhan – Recruiter

Age: 29

Role: Recruiter

Goal: Source, screen, and connect with the best candidates.

Background: Marah is a recruiter responsible for sourcing candidates, conducting initial screenings, and coordinating interviews. She is the first point of contact for candidates and plays a key role in shaping the candidate experience. Marah needs fast and accurate tools to match candidates to job roles and keep the process moving smoothly.

Challenges:

• Time-consuming screening and matching process.

• Difficulty in tracking candidate progress through the hiring stages.

• Managing communication with multiple candidates at once.

  Needs:

• A fast, intuitive search tool to match candidates with roles.

• A centralized dashboard for tracking candidate progress.

• Efficient communication tools for handling candidate inquiries.

  Quote: "I need tools that help me quickly find and connect with the best candidates while keeping everything organized."

2- Define Problems 

After identifying and analyzing the outcome of the interviews with users, we define the main and most common issues that users mostly had trouble with:

1-Offer Letter

Pain Point #1

Navigation 

Missing action to complete the cycle + adding contracts 

The uses have main issues with missing key actions in the offer module (cancel, edit, on hold, resent updated offer, upload a document while accepting an offer, internal approval, and contracts. )

Note that as communicated from TAMs almost 90% of the clients requested, or asked at some point about the possibility of doing contracts in the system.

Pain Point #2

Match between system and the real world

The product doesn't speak the users' language, with no words, phrases, and concepts familiar to the user, rather than system-oriented terms. The information doesn't appear in a natural and logical order.

Pain Point #3

Aesthetic and minimalist design

Dialogues contain information that is irrelevant or rarely needed.

Pain Point #4

Help and documentation

Information isn't easy to search or sort.

Paint Point #5

The product doesn't help users recognize, diagnose, and recover from errors

Messages expressed in hard language, precisely indicate the problem and do not suggest a solution.

2-Interview Module - Fixing the user experience.

We picked the interview area after doing usability testing with users that it suffers from many issues that make it unreliable to clients, which scored the lowes module in terms of performance, and user experience, especially that 143 BCCs got enabled and none of them use it completely all the time whenever they need to schedule interviews they just o it somewhere else.

Pain Point #1

User Control and freedom

There is no way to view all interview bookings in one calendar.

Pain Point #2

Integration with friendly apps users

No available integrations with other calendars ex: google calendar, and other interview online products such as skype and zoom.

Pain Point #3

Flexibility and efficiency of use

The long interview booking process, user-unfriendly experience.

Pain Point #4

configuration

Many customizations on the invitations template, since it is not configurable, and neither the invitation emails.

Pain Point #5

Discoverability

it does not have reporting capabilities, where mangers can search for: dates when interviews were conducted for a certain position, the list of candidates invited/accepted/declined/interviewed, the list of candidates who passed/failed the interview...etc.

Pain Point #6

Navigation

Many specific cases were not handled fully “ to complete the cycle.

Pain Point #7

Information Architecture

Suggested Solutions

1-Offer Letter

1- Adding key actions in the offer module (cancel, edit, on hold, resent updated offer, upload a document while accepting an offer, internal approval, and contracts. )

2- Change the content to follow users' language, with words, phrases, and concepts familiar to the user. The information should appear in a natural and logical order.

3- Remove any information that is irrelevant or rarely needed.

4- Adding Search and Sorting Features

5- Having Messages expressed in easy language, precisely indicate the problem and suggest a direct solution.

2-Interview Module - Fixing the user experience.

The suggested list of user stories for the interview module:

1- Support Microsoft and google calendars, and integrate with most common calendars, and interview online platforms such as zoom and skype.

2- Show all interview bookings in one calendar ex: ‘Book 2 Interviews at the same time, different role together”

3- Add the ability to add multi-locations in the calendar.

4- Add the ability to create fixed interview time and invite multiple candidates to it.

5- Create a default interview letter that can be personalized to the candidate, we might need to add macros.

6- Interview modules templates to be done as configuration the ability to custom the text and “add fields or to attributes to it”

7- Manage interview invitation notification and emails with other team members “ notify when sent, and when accepted”.

8- Share interview “clarity, from the sub-users account”.

9- Make the steps when inviting a candidate much shorter, add a stepper in the design.

10- Show upcoming, passed, canceled, or deleted interviews on the dashboard.

11- Add a report for the interview module, that contains all invited interviewees, and the interview status of each one.

12- Attaching scorecards or eval forms to“ interviewers”.

13- Remove the session and slot idea from the module.

14- Provide search filters when inviting candidates from a job folder.

15- If we kept the slots and sessions, Employers should be able to create one interview session, select multiple slots, and then assign candidates to the various time slots created. If the candidate is not expected to confirm or deny, then the system should restrict the number of candidates that can be added to a time slot to one candidate per time slot but should not block the employer from creating multiple slots within the same session.

16- We need to incorporate the interviews within the recruitment funnel. For example, clients need to know the dates when interviews were conducted for a certain position, the list of candidates invited/accepted/declined/interviewed, the list of candidates who passed/failed the interview...etc.

17- Bug - The option to reschedule should be hidden in case the employer doesn't require confirmation.

+63%

of BBC will use Interviews Module

+30%

increase in Sub-users usage

62

Impacted BBC by this Project

User Journey

A user journey map (also known as a customer journey map) is a diagram that visually illustrates the user flow through our site, starting with initial contact or discovery, and continuing through the process of engagement into long-term loyalty and advocacy.

It identifies key interactions and touchpoints with our website or mobile app and describes in detail the customer’s goals, motivations, and feelings at each step.

Customer Journey Map

A customer journey map is a visual representation of the customer journey (also called the buyer journey or user journey). It helps us tell the story of your customers’ experiences with your brand across all touchpoints. Whether your customers interact with you via social media, email, live chat, or other channels, mapping the customer journey out visually helps ensure no customer slips through cracks.

User Flow

User flow is the path taken by a prototypical user on a website or app to complete a task. The user flow takes them from their entry point through a set of steps towards a successful outcome and final action, such as purchasing a product.

Offer Letter

Interview Module

Mockups

Here are some Mockups as a Concept to do it in the future. 

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Sample of Components

Here are some Components as a Concept to do it in the future.