Lead UX Designer · Pharma · Enterprise Event Management

Event orchestration with human control.

EROSTER is an enterprise-grade event management platform built for pharmaceutical organizations to plan, govern, and audit medical events across regions, teams, and stakeholders. The problem was not the absence of tools — it was the absence of orchestration. Inspired by automation-led enterprise platforms, this work reduced manual effort through structured workflows while maintaining human control, compliance, and accountability.

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📅

End-to-end

Event lifecycle

🤝

Role-based

Manager-led workflows

📊

Visibility

Real-time status

🛡

Audit-ready

Traceable timeline

Trusted by Leading Brands

Pharma enterpriseEvent managersHCPsComplianceOperationsMulti-region

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01 — Project overview

Fragmented tools became
one orchestration.

Pharma organizations lacked a unified, professional system to plan and manage medical events across teams, locations, and stakeholders — relying instead on fragmented systems, manual coordination, and human follow-ups.

01 — Context

Fragmented workflows

Planning, registration, communication, and reporting were spread across disconnected systems — operational risk grew with every manual handoff.

02 — Constraints

Compliance & auditability

Regulated pharmaceutical events demand auditability, RSVP control, access management, and standardized notification — none of which lived in one place.

03 — Opportunity

Automation with human control

The opportunity was an automation-led platform that reduced manual effort through structured workflows while keeping humans in control of every consequential decision.

Business objectives

What the organization needed to achieve

Replace fragmented tools with a unified event orchestration platform
Reduce operational risk and compliance gaps in medical events
Provide real-time visibility into progress, confirmations, and attendance
Standardize RSVP, access control, and notification across events
Enable auditability and traceability across the event lifecycle

UX & design goals

What the experience needed to do

Design role-based, end-to-end event management workflows
Establish a consistent UX and visual language across devices
Simplify complex workflows through guided creation and task-based flows
Introduce standardized, reusable modules for core event operations
Ensure scalability through reusable patterns and design standards

02 — Research & discovery

Operational reality
over abstract use cases.

Research-driven design anchored execution — user interviews, journey mapping, and iterative validation shaped workflows centered on the Event Manager role and the realities of running medical events.

Information architecture was designed to mirror how people actually run medical events — clear, role-driven, and dependable. A central dashboard acts as a single source of truth, giving teams visibility into event status, pending actions, approvals, and critical alerts so nothing relies on memory or follow-ups.

Events are organized around the full lifecycle — creation, execution, closure — with tasks, RSVPs, attendance, and documentation automatically building an audit-ready trail through the event timeline.

◎

"If I miss one approval, the event gets blocked. I need the system to tell me, not my inbox."

Event manager · Lifecycle owner

◈

"During the event itself, I just need to know who's there and who isn't."

On-site coordinator · Real-time

⬡

"Audit needs everything traceable. I shouldn't have to assemble that after the fact."

Compliance reviewer · Audit-facing

User personas

Built around the Event Manager.

Event manager

Lifecycle · Multi-event

Owns event lifecycle end to end. Needs a single source of truth, predictable workflows, and visibility into every pending action and approval.

LifecyclePredictableVisible

Coordinator

On-site · Real-time

Manages execution on the day of the event. Needs real-time attendance, RSVP status, and rapid access to stakeholders.

Real-timeMobileOn-site

Compliance reviewer

Audit · Standards-led

Verifies adherence to regulatory standards. Needs traceable timelines, documented approvals, and consistent RSVP and access control.

TraceableDocumentedAudit-ready

03 — Core problem

The problem wasn't the absence of tools — it was the absence of orchestration.

Fragmented workflows across planning, registration, communication, and reporting.

Manual coordination between internal teams, hosts, and participants.

Limited visibility into event progress, confirmations, and attendance.

Inconsistent standards for RSVP, access control, and notifications.

04 — My role & execution

Automation-led.
Human-controlled.

I led the platform from concept to implementation — user research, ideation, prototyping, usability testing, high-fidelity UI design, and design standards definition, in close collaboration with product, engineering, and stakeholders.

Inspired by automation-led enterprise platforms, the system reduced manual effort through structured workflows while maintaining human control, compliance, and accountability. Standardized, reusable modules handled core event operations; guided event creation simplified complex workflows; and a consistent UX and visual language carried across web, tablet, and mobile.

Responsibility 01

Define product strategy

Designed a role-based, end-to-end event management platform
Established the automation-with-human-control principle
Set the standard for orchestration over individual tooling
Drove product-engineering alignment on scope

Responsibility 02

Research & ideation

Conducted user research with event managers and stakeholders
Mapped end-to-end journeys across event lifecycle
Iteratively validated workflows through prototyping
Surfaced operational risk as a design constraint

Responsibility 03

Design hands-on

Designed high-fidelity UI across web, tablet, and mobile
Defined standardized modules for RSVP, access, and notifications
Built a consistent visual and interaction language
Established design standards for future iterations

Responsibility 04

Explore emerging tech

Explored ML concepts for intelligent automation
Designed surfaces where automation could assist without removing control
Validated AI guardrails with stakeholders
Kept human judgment as the final authority

05 — User journey map

Plan. Execute.
Track. Audit.

Event journeys were mapped lifecycle-by-lifecycle — surfacing where automation could remove manual effort while keeping event managers in control of every consequential moment.

Every screen, template, and confirmation message was anchored to a mapped moment. Every sign-off verified that the moment had been designed for, not assumed. The journey map was the canonical reference through every design and vendor review.

Stage 01

Discover

Relevant roles surface fast regardless of audience. Search, filter, and smart sorting reduce time-to-fit.

Stage 02

Evaluate

Growth signals, eligibility, and role fit visible above the fold. Candidates assess before committing to the apply flow.

Stage 03

Apply

Frictionless flow aligned to context and device. Mobile-first, multi-step with clear progress indication.

Stage 04

Post-application

Post-application visibility and communication shape long-term employer perception. Confirmation is strategy, not a detail.

✓

Principle

"Trust in the brand."

Clarity, relevance, and trust drive candidate decisions — at every stage, on every device. The principle anchored every journey decision.

Drag to explore all stages

06 — Storyboarding, app map & wireframing

From workflows
to a working orchestration layer.

Wireframes translated event lifecycle into structured flows — dashboard, creation, execution, closure — across web, tablet, and mobile, with audit-ready timelines as a first-class output.

Every wireframe was traceable to a journey moment, and every IA decision was signed off before vendor execution. Storyboards were leveraged to align business, brand, talent acquisition, compliance, and vendor teams on what each moment had to feel like — before any pixels were committed.

Event scheduling · Speaker management · Compliance log — the eRoster trio

07 — Design system & UI

Standardized modules.
Lifecycle-aware patterns.

Reusable modules for RSVP, attendance, access control, and notifications — encoded into a system that scaled across regions, events, and stakeholders without renegotiating the fundamentals.

Colour · eRoster · Pharma

Pharma events · teal & navy

Type · 2 families

Aa Aa

Display / Body pairing

Spacing · 8pt scale

8 / 16 / 24 / 32 / 48

Components · Modular

Reused across hiring journeys & programs

08 — UX governance model

Compliance built
into the timeline.

Every action is visible, traceable, and tied to ownership — auditability built into the event timeline rather than assembled after the fact, reducing operational risk without adding complexity.

Core UX standards and risk controls were centrally maintained, while implementation remained flexible at the domain level. Governance was lightweight and embedded into delivery workflows, focusing on systemic risks — accessibility, regulatory compliance, brand integrity, apply-flow friction — rather than surface-level design. Continuous improvement was driven through analytics and shared learnings.

Pillar 01

⊞

Centralized standards

Core UX standards and risk controls maintained centrally — accessibility, brand expression, regulatory compliance. Reviewed and signed off by UX at executive level. The pen on every standard sat with the UX leader, not the vendor.

Pillar 02

◈

Domain autonomy

Implementation flexible at the domain level — vendors and product teams ship within shared guardrails, not on top of them. Faster, safer iteration. The guardrail defines the boundary; what lives inside it belongs to the delivery team.

Pillar 03

↺

Embedded into delivery

Lightweight governance running inside delivery workflows — focused on systemic risks, not surface design. Continuous improvement via analytics and shared learnings enabling the organization to scale while maintaining trust and consistency.

09 — Usability studies

Validated with managers.
Iterated through pilots.

Usability testing with event managers under realistic constraints validated guided creation, RSVP flows, and on-site coordination — refining the experience before scaling to additional teams and regions.

Participants matching persona

Critical tasks tested

30+

Qualitative insights generated

Themes for refinement

Persona needs → design actions

Candidate needQuickly understand if a role is relevant to their skills and experience.

Design actionPersona-based usability testing to validate role clarity; restructured role pages with growth signals above the fold.

Candidate needFind suitable jobs without excessive scrolling or filter friction.

Design actionAnalyzed navigation paths and search behaviour; refined filters and sorting logic to match real candidate criteria.

Candidate needConfidence before starting an application — know what to expect.

Design actionImproved content hierarchy and CTAs; streamlined apply flow to reduce friction at the highest drop-off point.

Candidate needReassurance that submission was received and is being processed.

Design actionValidated confirmation messaging and post-application communication — redesigning as an employer-brand touchpoint, not a utility screen.

Candidate needFast, predictable apply flow on mobile under real conditions.

Design actionAudited and streamlined the apply flow; validated across primary device types matching the persona's usage context.

Clarity of roles

Role pages restructured so candidates established relevance within seconds. Headline, signal-bearing tags, and growth indicators surfaced before scroll.

Navigation efficiency

Filters and sorting logic refined to align with the criteria candidates actually used — not the criteria the platform exposed by default.

Application confidence

Content hierarchy and CTAs improved so candidates entered the apply flow knowing what to expect. Confirmation messaging validated to reassure on submit.

Pre-launch readiness

Insights translated into refinements before launch — reducing rework during vendor implementation and surfacing systemic issues that would have appeared only post-release.

10 — Outcomes

End-to-end visibility
across the event lifecycle.

EROSTER replaced fragmented workflows with a single orchestration layer — improving organizer efficiency, operational confidence, and audit-readiness across pharmaceutical events.

Disconnected event tooling became a single orchestration layer — design moved from manual follow-ups to visible, audit-ready workflows.

Outcome 01

↑

End-to-end visibility enabled across the entire event lifecycle.

Outcome 02

↑

Manual coordination reduced through standardized workflows and reusable modules.

Outcome 03

↑

Organizer efficiency and operational confidence improved measurably.

Outcome 04

↑

Audit-readiness embedded — every action visible, traceable, and tied to ownership.

↑

Outcome 05

Automation that keeps humans in control.

EROSTER inverted the fragmented tooling model. Lifecycle-aware workflows, standardized modules, and audit-ready timelines reduced manual effort without removing human authority over consequential decisions. The platform reflected how people actually run medical events — clear, role-driven, dependable — so teams could focus on execution instead of managing the system itself.

Orchestration-ledLifecycle-awareAudit-readyRole-basedStandardized modulesCross-deviceHuman-controlled automationPharma compliance

11 — Reflection

What I'd carry forward.

Designing for regulated, multi-stakeholder events taught durable lessons about orchestration, automation guardrails, and audit-by-design.

The hardest part wasn't the tooling.

It was orchestrating people, compliance, and automation without removing human control.

Orchestration beats more tools.

Pharma teams weren't missing tools — they were missing orchestration. Building a unified layer over fragmented workflows delivered more value than any individual feature.

Automation must keep humans in control.

Every automation surface was designed so event managers retained final authority. Removing humans from consequential decisions would have broken trust and compliance simultaneously.

Audit-readiness is a design property.

Building auditability into the event timeline — rather than assembling it after the fact — made compliance quieter and faster. The system carried the audit, not the manager.

Design for the role that runs the work.

Centering the Event Manager role grounded every decision in operational reality. Designing for the role that actually runs the lifecycle delivered far more value than abstract use cases.