Workmate Solutions
A workflow and compliance platform for wealth management firms.
Client
NDA, USA
Year
2023
Domain
WealthTech · Enterprise SaaS
Timeline
3+ years
Role
UX/UI Designer
As the only designer on Workmate Solutions, I took the platform from a 3-month MVP to the version presented at FinovateFall 2026 in New York.
Problem
Wealth management firms run onboarding and compliance processes with many people, many steps and strict rules about who can see and approve what. The client came to us with a blank canvas and requirements in Excel: hundreds of questions, listed one by one. My job was to turn them into a product people could work in every day without getting lost.
My role
I was the only designer on the product for 3+ years, from the first MVP wireframes onward. I worked in a team of 10 with a product owner, a project manager, a Scrum master, developers and QA, and in constant contact with the client. I owned all of the design: flows, wireframes, the design system, every feature and the handoff to development.
Requirements first, screens second
Before every new feature, the BA and I ran a requirements workshop with the client in FigJam to map business rules, user scenarios and edge cases. Only when the logic was agreed, I moved to wireframes. This board shows how we defined the filter logic: which combinations of department, position and user return which workflows.
Wireframes
Once the requirements were agreed, I wireframed each flow in grayscale: the workflow list, workflow details, task review, workflow creation, assignments and the organization view. Without colors and styling, the client reviewed only the structure and the logic, so we fixed problems while they were still cheap to change.
Design system
For the MVP, I built our own design system. When the product grew and we needed to ship faster, we moved to shadcn/ui. It was close to what we already had, so the client saw no visual break, and development sped up. Everything runs on Figma variables: 147 primitives, 148 semantic tokens and 12 type styles. Tokens are named by purpose, like Surface app or Table hovered, so switching between light and dark themes changes values, not screens.
Every token has a light and a dark value, so one set of screens works in both themes.
Workflows
The starting point for HR and compliance teams. Status counters sit above the table, so users see what is overdue or pending before they read a single row. Every status has a text label, not just a color.
Workflow details
One onboarding can include dozens of tasks across HR, hiring managers and the candidate. I designed this page so anyone opening it can see who owns what, what is blocked, and what happened before, without leaving the page.
Key information sits in one header, and the full change history is one click away in the Log list, because in compliance work every step has to be traceable.
Rejecting stops the whole workflow, so it needs confirmation and a written reason.
The red button names the action, “Reject workflow”, instead of a generic “OK”.
Comments and files live inside each task, not in email. Counters in the task list show where there is activity, so users don't have to open every task to check.
Tasks: from a short form to 650 fields
Most tasks are forms that the candidate or HR fills in. Some take two minutes, the largest has 650 fields. I used one pattern for all of them, so users learn it once: questions grouped by meaning, Save as draft, and validation that shows exactly where the errors are.
Questions are split into tabs in the order people think about them: personal details, contacts, address. After the first release, the client told us that returning to the task list after every submit slowed users down, so I added Previous and Next task to move on right away.
The client sent this form as 650 questions in Excel. I noticed that all 21 disclosure types share the same sections, so I built one structure and added only 2–5 specific questions per type. On submit, every section with an error gets a warning icon, so users go straight to what is missing.
Resource management
All company documents in one place, including files that users attach inside tasks. Next to each file, users see whether they can edit it or only read it. The side panel shows which teams have edit and view access, because in wealth management who can open a document matters as much as the document itself.
Workflow settings and permissions
Each firm has its own rules about who can start a process, who does the work and who only watches. Admins set this up here themselves, without developers. On the workflow level, they decide who can start it, perform actions, see the task list and see the log. On the task level, they assign users or groups to every task and give each of them read, reassign or execute rights.
Each permission is a separate row with a plain description, so admins understand what they are giving before they assign anyone.
Users and groups are added in one search but look different: a group shows how many people it includes, so admins see the real reach of each permission.
After assigning, groups and users appear in separate rows, so it's clear at a glance who has access through a group and who has it personally.
Organizational structure
The structure is a table and a tree at once: next to each unit's place in the hierarchy, admins see its type, code, cost center and members. The main interaction is drag and drop, so moving a team to another part of the company takes one gesture instead of editing units one by one.
A drag handle appears on hover, so the table stays clean until someone wants to move a unit.
While dragging, the original row stays faded in place, so users always see where the unit came from and where it will land.
A toast confirms the change in plain words, and Undo reverses it in one click. Moving a unit by mistake affects everyone inside it, so it has to be easy to take back.
Outcome
The client came to us with a blank canvas and an Excel file. Three years later, they had a platform they could present on stage at FinovateFall 2026 in New York. Admins run onboarding and compliance processes and set up workflows and permissions themselves, without developers. Every rule from that Excel file has a clear place in the interface. I was the only designer on the product for all of that time, and the client trusted me with every design decision, from the first wireframe to the final release.