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License Tool

The new License Management tool enhances efficiency and accuracy in tracking and managing license contracts throughout their lifecycle. This is especially crucial in a franchise system, where proper license management ensures compliance, uniformity, and smooth operations across all franchise units.

Role:

UX Research, Testing, Final UIs

Date:

Jun 2022 - Jan 2023

Key Learnings

Balancing Desgin x Tech restrictions

Driving Global Growth: Scalable License Management

To support the growth of Engel & Völkers, particularly through the acquisition of new license partners under an international franchise model, we developed a scalable License Management tool. This tool replaces an outdated system, addressing the need for digital transformation, process automation, and enhanced security.

Franchise System

Licenses are defined by geographic areas, each associated with at least one shop and its staff members. Various tools and stakeholders rely on this data, making it crucial for the system to serve as a reliable source of truth.

Starting point

Upon the arrival of a new contract, multiple teams—legal, expansion, sales, and accounting—need to be notified and involved. To understand their workflows and requirements, we conducted comprehensive research across these departments. The old system was inefficient, with tasks organized in a strictly sequential manner, preventing any subsequent action until the preceding task was completed.

Product Challenges

Problem: Fragmented Information

Previously, crucial details were dispersed across emails and separate Excel sheets, making it difficult for teams to access and act on the information.

New timeline gives transparency on the exact stage of the license
Info banner and highlighted fields guiding the user to complete all information
Blue areas indicate for the user where to focus
New timeline gives transparency on the exact stage of the license
Info banner and highlighted fields guiding the user to complete all information
Blue areas indicate for the user where to focus
New timeline gives transparency on the exact stage of the license
Info banner and highlighted fields guiding the user to complete all information
Blue areas indicate for the user where to focus
New timeline gives transparency on the exact stage of the license
Info banner and highlighted fields guiding the user to complete all information
Blue areas indicate for the user where to focus

Solution: Centralized Database and Timeline

We designed a centralized database and an integrated timeline feature. The timeline, positioned in the upper-right corner, provides users with a clear view of the current phase of a license's lifecycle. This design helps ensure that all teams have access to up-to-date information, eliminating the inefficiencies caused by fragmented data.

New Concept

Users struggled with prioritizing their tasks due to the lack of a centralized, clear overview of what needed attention.

We introduced an information banner and notification system. The banner guides users on necessary actions, such as filling in missing contract details, while blue notifications highlight critical fields requiring attention. This helps users focus on their specific tasks while maintaining awareness of the overall process.

The old workflow required tasks to be completed sequentially, which delayed processes and limited flexibility.

The new tool allows for concurrent task management, enabling different teams to work on their respective parts simultaneously. This approach speeds up the overall process and allows for greater flexibility in handling licenses.

By addressing these challenges with targeted design solutions, the License Management tool not only improved the efficiency and reliability of managing license contracts but also provided a clearer and more focused workflow for all involved teams. The tool now serves as a critical component in supporting Engel & Völkers' expansion and operational efficiency.

Final design

A brief clip highlights the intuitive editing process, enabling staff to easily update contract details with guided steps for accuracy. It also showcases a streamlined workflow for sending contracts for review, emphasizing a centralized timeline and notification system that keeps everyone informed. This demonstration underscores the tool’s potential to enhance operational efficiency and user experience.

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Let’s create your next big idea.

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Let’s create your next big idea.

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