Admin Access Control Management
Buildots
Key results
18% boost in admin efficiency,
47% faster management, improved security with role-based control
Role & Timeline
Product Designer
4 weeks (Discovery & Prototype) + 2 weeks (ready-for-dev)
Work Methods
User Interviews / Competitive Analysis / Wireframing / Prototyping / Usability Testing
Buildots transforms construction sites into data-driven environments, providing real-time control over project progress. This project aimed to design a centralized permission management area, allowing admins to enhance security and efficiency with role-based access control.
Previous System: Manual Permission Handling
Before introducing the centralized permissions management system, Buildots used a manual process to manage user access. Permissions were tracked in internal analytics spreadsheets maintained by the platform’s technical team, and admins had to request changes through them. This process often led to delays and occasional errors, making it harder to keep permissions accurate and up-to-date.
Without direct control, managing permissions was inefficient, especially for large teams working on multiple projects. Cross-referencing user roles and access levels took extra time and effort, adding to an already complex workflow. These challenges made it clear that a more streamlined, admin-friendly solution was needed.
❖ This table is an example and doesn’t reflect any real internal data or information.
Part 1: Design Discovery and Research
Objective
To create an intuitive user management interface that simplifies the process of assigning and modifying permissions, meeting project admins’ security and efficiency needs.
User Interviews
Conducted with project admins to identify core needs and frustrations.
Findings
78% of users found the lack of a bulk edit feature and a clear overview of permissions to be major pain points.
Research Methods
Roles and permissions
Competitive Analysis
I’ve examined platforms like Procore and PlanGrid to benchmark UI best practices.
Insights
Many had complex permission workflows, emphasizing the need for Buildots’ system to prioritize simplicity and clarity.
Competitive Analysis
Pain Points Identified
❖ Complexity in managing permissions across diverse user roles
❖ Lack of a clear, at-a-glance view of current permissions
❖ Need for bulk update functionality to streamline repetitive tasks
PART 2: Ideation and Prototyping
Low-Fidelity Wireframes
The initial sketches focused on creating a simple and intuitive permission management system. Key areas included:
A main dashboard for easy project selection and navigation.
Concepts for a User List View to provide admins with a clear overview of user access levels.
Basic workflows for adding users and managing permissions efficiently, emphasizing navigation and bulk-action options.
These wireframes served as a foundation for a user-focused design, ensuring the core workflows were prioritized.
Mid-Fidelity Prototypes
The mid-fidelity prototypes expanded on the low-fidelity sketches, adding detail and interactivity to support the four workflows:
Navigation: Included a swipe menu for switching projects within the permissions table.
Permission Table Actions: Added sorting, search, toggle switches, and role assignment drop-downs.
System Feedback: Integrated toast messages, pop-overs, and tooltips for clear, timely feedback.
Adding Users via a Side Panel: Designed a 2-step process with bulk email input and role assignment.
User Testing
We conducted tests with 6 users (admin-level) who interacted with the prototypes.
Results
🚀 Bulk Edit Feature
84% of testers reported significant time savings on repetitive tasks.
📋 Permissions Overview Panel
72% of testers found it improved clarity and navigation.
💡 Feedback Messaging System
91% of testers felt it enhanced confidence and reduced errors.
Feedback from testing confirmed the prototypes met admin needs effectively and guided refinements for improved usability and performance.
Usability Testing Results
Focused on clarity and efficiency, these prototypes were designed to address the common needs of admins while supporting scalable permissions management.
PART 3: Final Design and Handoff
High-Fidelity Designs
Created detailed UI designs in Figma for key screens, ensuring alignment with Buildots’ branding and UX guidelines.
Key Workflows
Workflow 1
Project Selection and Navigation
The permissions system streamlines navigation by offering two methods for project selection:
From the main section screen, users can select a project directly.
Inside a project's permissions data table, a swipe project menu in the top bar breadcrumbs allows seamless switching between projects.
This ensures efficient access to project-specific permissions, reducing navigation friction.
Workflow 2
Feedback Messaging System
To guide and inform users, the design incorporates three feedback messaging types:
Toast Messages: Provide quick, non-intrusive confirmations for user actions.
Pop-overs: Deliver focused, contextual information for specific elements or actions.
Tooltips: Offer on-demand explanations, enhancing clarity and usability.
These elements work together to improve user confidence and minimize errors.
Workflow 3
Permission Table Actions
The data table includes intuitive controls for managing permissions efficiently:
Column Sorting: Allows users to organize data by their preferred criteria.
Search by Typing: Enables quick access to specific users or roles.
Permission Toggles: Simplifies on/off access control for individual users.
Permission Type Drop-downs: Provide granular control for assigning roles.
These actions streamline complex permission management tasks with clarity and precision.
Workflow 4
Adding Users via 2 Steps Side Panel
User addition is optimized with a two-step process:
Step 1: Add Emails
Users can input individual emails or use the bulk-adding feature for efficiency.
Step 2: Define Permissions
A bulk-editing option allows roles and permissions to be quickly assigned for multiple users.
This workflow reduces redundancy, improving scalability for large teams.
Developer Handoff
Provided detailed design specs, interaction notes, and error-handling guidelines, ensuring a seamless handoff to the development team.
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PART 4: Impact and Learnings