Kayla Lee
03
Welcome Emails
Redesigned Exfluential's welcome email flow by introducing scheduling and restructuring the experience into a guided stepper that better matched users' mental models.
Reduced onboarding completion time
Reduced manual follow-up actions
Improved task clarity during testing
Increased scheduled email adoption
Company
Exfluential
Role
Product Design Lead
Timeline
3 Days
Platform
Desktop SaaS
Team
Technical Program Manager, Engineering, Customer Success, QA
Tools Used
Figma, FigJam, Posthog, Jira, Slack, Zoom, Loom, Notion, Gemini, Google AI Studio
The Challenge
Administrators could either send welcome emails immediately or skip them entirely. If they wanted to send emails later, they had to manually return, locate the same users, and repeat the process. The modal also attempted to collect too many decisions at once, increasing cognitive load during onboarding.
The Goal
Create a more intuitive onboarding flow that supports immediate or scheduled communication while simplifying decision-making.
Success Metrics
Improved task clarity during testing
Increased scheduled email adoption
Reduced onboarding completion time
Reduced manual follow-up actions
Research & Insights
🔍
Users wanted more flexibility
⚠
The existing modal combined unrelated decisions
⏰
Scheduling reflected real administrative workflows
Design Principles
🧠
One decision at a time
➡️
Guide users before errors occur
✨
Reduce unnecessary memory load
The Solution
The experience was restructured from a single modal into a guided stepper. Users first selected the appropriate hubs before deciding whether to send or schedule welcome emails, creating a more natural progression and supporting future communication without additional administrative work.
Key Improvements
+ Multi-step Flow
+ Email Scheduling
+ Simplified Decision Making
+ Improved Information Hierarchy
+ Reduced Cognitive Load
Before
After
Impact
Created a more flexible onboarding workflow.
Reduced repetitive administrative work.
Aligned the experience with how administrators naturally think through onboarding.
Previous
Guided AI Onboarding
All Projects
Next
Mobile Onboarding
Kayla Lee
03
Welcome Emails
Redesigned Exfluential's welcome email flow by introducing scheduling and restructuring the experience into a guided stepper that better matched users' mental models.
Reduced onboarding completion time
Reduced manual follow-up actions
Improved task clarity during testing
Increased scheduled email adoption
Company
Exfluential
Role
Product Design Lead
Timeline
3 Days
Platform
Desktop SaaS
Team
Technical Program Manager, Engineering, Customer Success, QA
Tools Used
Figma, FigJam, Posthog, Jira, Slack, Zoom, Loom, Notion, Gemini, Google AI Studio
The Challenge
Administrators could either send welcome emails immediately or skip them entirely. If they wanted to send emails later, they had to manually return, locate the same users, and repeat the process. The modal also attempted to collect too many decisions at once, increasing cognitive load during onboarding.
The Goal
Create a more intuitive onboarding flow that supports immediate or scheduled communication while simplifying decision-making.
Success Metrics
Improved task clarity during testing
Increased scheduled email adoption
Reduced onboarding completion time
Reduced manual follow-up actions
Research & Insights
🔍
Users wanted more flexibility
⚠
The existing modal combined unrelated decisions
⏰
Scheduling reflected real administrative workflows
Design Principles
🧠
One decision at a time
➡️
Guide users before errors occur
✨
Reduce unnecessary memory load
The Solution
The experience was restructured from a single modal into a guided stepper. Users first selected the appropriate hubs before deciding whether to send or schedule welcome emails, creating a more natural progression and supporting future communication without additional administrative work.
Key Improvements
+ Multi-step Flow
+ Email Scheduling
+ Simplified Decision Making
+ Improved Information Hierarchy
+ Reduced Cognitive Load
Before
After
Impact
Created a more flexible onboarding workflow.
Reduced repetitive administrative work.
Aligned the experience with how administrators naturally think through onboarding.
Previous
Guided AI Onboarding
All Projects
Next
Mobile Onboarding
Kayla Lee
03
Welcome Emails
Redesigned Exfluential's welcome email flow by introducing scheduling and restructuring the experience into a guided stepper that better matched users' mental models.
Reduced onboarding completion time
Reduced manual follow-up actions
Improved task clarity during testing
Increased scheduled email adoption
Company
Exfluential
Role
Product Design Lead
Timeline
3 Days
Platform
Desktop SaaS
Team
Technical Program Manager, Engineering, Customer Success, QA
Tools Used
Figma, FigJam, Posthog, Jira, Slack, Zoom, Loom, Notion, Gemini, Google AI Studio
The Challenge
Administrators could either send welcome emails immediately or skip them entirely. If they wanted to send emails later, they had to manually return, locate the same users, and repeat the process. The modal also attempted to collect too many decisions at once, increasing cognitive load during onboarding.
The Goal
Create a more intuitive onboarding flow that supports immediate or scheduled communication while simplifying decision-making.
Success Metrics
Improved task clarity during testing
Increased scheduled email adoption
Reduced onboarding completion time
Reduced manual follow-up actions
Research & Insights
🔍
Users wanted more flexibility
⚠
The existing modal combined unrelated decisions
⏰
Scheduling reflected real administrative workflows
Design Principles
🧠
One decision at a time
➡️
Match real-world workflows
✨
Reduce unnecessary memory load
The Solution
The experience was restructured from a single modal into a guided stepper. Users first selected the appropriate hubs before deciding whether to send or schedule welcome emails, creating a more natural progression and supporting future communication without additional administrative work.
Key Improvements
+ Multi-step Flow
+ Email Scheduling
+ Simplified Decision Making
+ Improved Information Hierarchy
+ Reduced Cognitive Load
Before
After
Impact
Created a more flexible onboarding workflow.
Reduced repetitive administrative work.
Aligned the experience with how administrators naturally think through onboarding.
Previous
Guided AI Onboarding
All Projects
Next
Mobile Onboarding