ADMIN SYSTEM
High performance admin system personalized to business and user needs
Designed an essential tool that empowers administrators to configure, manage, secure, and monitor their applications and systems, driving the smooth operation and success of the platform service.
MY ROLE
Product design
User research & testing
Heuristic UX audit
Data Visualization
Roadmap planning
Interactive prototyping
TIMELINE
Design: May 2023 - August 2023
Launch: April 2024
OUTCOME
33%
Customer support tickets reduced
60%
Task completion time reduced
14%
Operation cost reduced
100%
Retention rate
CONTEXT
Ludis Analytics is a SaaS platform for data preparation and deploying apps to generate insights. It supports national sports teams globally, including in the Olympics. As the platform scaled, both users and datasets grew rapidly, leading to challenges in user management, security, and storage visibility.
MAIN PROBLEM
Scalability constraints
As the product grows, with the larger number of users have put management and security more challenging.
BUSINESS PROBLEM
Unlimited data storage is driving up infrastructure costs
Currently, all users have unlimited storage, but as dataset sizes grow, this approach is becoming unsustainable. To address this, our team decide to introduce a monthly storage fee for high-usage users while providing admins with tools to monitor and manage storage within the admin portal.
GRANULAR DESIGN PROBLEMS
USER INTERVIEW INSIGHTS
Repetitive tasks, limited visibility, and missing security measures are slowing down workflows and increasing risks.
We were able to talk with our current admin users to get the holistic view about their current struggles.
User management was overly manual and slow
The current workflow is manual and repetitive, offering limited visibility into user and group management.
Access management challenges
Complicated access control management system is time consuming and prone to errors.
Security concerns
Lacks essential security measures, sensitive data is exposed to potential vulnerabilities.
Unclear resource allocation and user behaviors
Difficult to track whether the applications being used as intended or if users are using the platform properly.
COMPETITOR AUDIT
Redefining admin portals to balance powerful functionality with seamless usability
I audited enterprise data products to understand industry standards in features, design patterns, and workflows. Many admin portals focus solely on technical permissions, often at the expense of usability. My goal was to create an experience that enables admins to complete tasks quickly and seamlessly. A great admin portal should go beyond functionality to support both efficiency and team collaboration.
Streamline workflows
Automate repetitive admin tasks and reduce friction.
Improve visibility
Offer real-time insights into users, apps, and data usage.
Enhance security
Introduce security measures like 2FA settings, password management and access controls
FEATURE HIGHLIGHT
User & Group Management
Admins now have a streamlined tool to manage team changes effortlessly. They can add users, create groups, and adjust role-based configurations with ease. Additionally, admins can quickly access user profiles to transfer data, reset passwords, and modify group assignments, making team management more efficient.
Easy sharing process
With the updated grouping system, the new sharing process allows entities to be shared at the group level, reducing repetitive tasks and ensuring consistent permissions.
FEATURE HIGHLIGHT
User Analytics
The user analytics feature offers a centralized, real-time view of team activity across projects, data, ETL pipelines, and dashboards. With intuitive filters and visual reporting, it turns complex usage data into actionable insights—helping teams stay aligned, productive, and focused on high-impact work.
FEATURE HIGHLIGHT
Security
Security is essential on a data platform, and this feature gives admins fine-grained control over team-wide 2FA enforcement, including enforcement rules, adaptation periods, and monitor each team member’s 2FA status. They can also reset passwords when needed, offering flexibility without compromising security.
FEATURE HIGHLIGHT
Data Usage
The Data Usage feature presents clear dashboards that show storage consumption at both team and individual levels, helping users manage and clean up data with ease. Admins are allow to transfer data ownership between users, ensuring continuity when team members leave. It also introduces a scalable pricing model for additional storage, aligning user needs with sustainable platform growth.
USABILITY TEST & ITERATION
Users crave more detailed user activity insights
We wanted to ensure our design not only provided the right solution but was also error-free. To validate this, we conducted quick usability tests with our current admins. One feature that sparked significant interest was User Activity Analytics—admins were excited to see platform trends and usage metrics but craved more detailed insights.
Initial Feedback
Admins loved the initial display of two simple charts showing login patterns and top-used applications, but the simplicity left many questions unanswered:
“Who are the 15 people who viewed this application?”
“What projects is John Doe focusing on?”
"What’s our least used application?”
Admins also mentioned that having deeper insights would help them secure faster internal approvals.
The Solution
To address this, I included other important entity of our platform to provide a holistic view. I also designed an interactive filter feature that allowed admins to refine their insights by selecting specific users, actions, and timeframes. This gave them the flexibility to dive deeper into user activity and extract meaningful insights—empowering them with the answers they needed.
ROADMAP PLANNING
Let's start from baby steps
With the user feedback we got from the usability test, it required extra development effort. To balance urgency and technical complexity, our team mapped out a timeline to tackle high-impact features first while familiarizing our users with the storage limits system.
User & group management
Add new users
Add new groups
Change a group flight configuration setting
User profile: move a user to a different group, reset password/2FA, transfer data to a different team member
Security
2FA settings
Reset password/2FA
User analytics
Overview page
Insight, project, workflow and dataset pages
Add filter settings
Update overview page
Add user analytics card
Update users and 2FA cards
Data usage
Metrics and diagram
Get more storage support
Transfer data to a different team member
Update user profile
Enable transfer data to a different team member in the user profile modal
Update overview page
Add data usage card
IMPACT
Within 3 months of rolling out these updates:
33%
Customer support tickets
Our global users are able to unblock themselves from many tidies tasks despite the time zone differences
60%
Task completion time reduced
No more back and forth clicking when conducting tasks like sharing based on group, changing 2FA status
14%
Operation cost reduced
Opened up a new revenue stream to promote scaleable growth
100%
Retention rate
With more centralized system, enforced security, increased visibility about data storage and user activity - our users are happy :)
REFLECTION
Turning admin pain points into product growth
This project helped me grow, not just in how I design, but in how I think. Balancing user needs, technical constraints, and business goals pushed me to take a more strategic approach. I had to stay flexible as early assumptions were challenged and priorities shifted. One of the biggest challenges was making complex data feel clear and actionable for the admins. That work ended up having a broader impact than expected, shaping a new storage pricing strategy and unlocking a new revenue stream. It was a good reminder that design isn’t just about how things look or function, it can influence the direction of the business.
