AI Powered Student Admission Management
Designing intuitive AI-powered student admission management software for the YAC-Global Startup.
B2B SaaS
AI EdTech
Overview
Universities managing overseas admissions rely on multiple tools, spreadsheets, and manual processes to handle large volumes of student applications. This challenge spurred our team at YAC-Global to create Quest Apply—a super app for university admissions that brings applications, evaluations, insights, and workflows into one unified platform.
Tools
Figma
Balsamiq
Miro
Timeline
July 2024 (6 Weeks)
Company
YAC-Global
Work
Individual
My Role
This was the second product of YAC Global, and I worked as the founding Product Designer.
Outcome & Impact
Overall, the impact of the project was a scalable and future-ready platform that simplifies a complex admissions process.
The Problem
Universities handling overseas applications deal with a lot of data, tools, and manual work. The application journey is spread across different systems, making it hard to track progress, scale operations, or see what’s really working in real time.
The Solution
Quest Apply is an AI-powered student admission management platform that helps universities review and manage applications more efficiently.
The solution offers two connected experiences:
Challenges
Some of the key challenges are rooted in the complexity of the admissions ecosystem itself.
Design Process
I defined product design requirements and established clear design goals. I mapped out detailed user flows to ensure the platform supported each stakeholder’s journey, from students applying to institutions to reviewing applications. These evolved into high-fidelity wireframes and interactive prototypes, tested and refined through ongoing feedback and usability testing.
Identifying Design Principles
I started by defining design principles based on our users' pain points and what they valued in their ideal application.
User-Friendly Interface: Design intuitive, clutter-free interfaces that prioritize ease of use for students, counselors, and administrators, regardless of their technical skill level.
Guided Navigation: Break down complex workflows (e.g., enrollment, tracking, communication) into clear, step-by-step processes to reduce cognitive load and user error.
Clarity & Transparency: Present critical information such as deadlines, statuses, or tasks in a clear, timely, and easily accessible manner to support informed decision-making.
Personalization: Tailor experiences based on user roles, preferences, and goals, allowing the platform to adapt to individual journeys and institutional needs.
Scalability & Maintainability: Create reusable components and flexible systems that can evolve with institutional growth, new features, and expanding user bases.
Sketching & Iterating
From early sketches to the final design, the process was iterative. I began by sketching out concepts based on key user needs and pain points, using these low-fidelity ideas to explore structure and flow quickly. Through continuous user research, stakeholder reviews, and hands-on feedback, I refined the designs across multiple iterations. This trial-and-error approach allowed us to validate ideas early and evolve solutions effectively.
Design System
To ensure visual consistency, scalability, and efficient handoff to development, I built a modular design system tailored to QuestApply’s multi-stakeholder needs. The system included core components such as buttons, forms, cards, modals, tables, and navigation patterns—each designed with accessibility, responsiveness, and flexibility in mind.
Few Design Screens
University Portal Overview
The Overview screen is designed as a single source of truth for university stakeholders to quickly understand the health and progress of the admissions process. The primary UX goal was to reduce cognitive load while increasing confidence in data.
Program Level Application Insights
This screen provides a quick, program-level overview of applications across departments. AI-generated cohort insights reduce manual analysis and help institutions make faster, more informed decisions at scale.
Clarity Across the Application Pipeline
The Applications screen is designed to help admissions teams review, prioritize, and act on student applications at scale. By combining a clear application pipeline with AI-based evaluation, it makes decision-making faster and more consistent.
Reviewing an Applicant, Made Simple
The Application page brings all applicant information into a single, focused view, making it easy for admissions teams to review documents, assess strengths, and score candidates consistently. AI-powered insights to support faster, more informed decisions while keeping final judgment in human hands.
Simplified Role & Permission Management
It will allow universities manage role-based access control across multiple stakeholders. Administrators can easily view user status, assign roles, and fine-tune permissions from a single interface.
Extending the Platform Through Integrations
It will allow universities manage role-based access control across multiple stakeholders. Administrators can easily view user status, assign roles, and fine-tune permissions from a single interface.
Create Student Application Portal
This page lets universities design and customize their student application portal without needing technical help. Teams can easily structure the application flow by adding steps, defining questions, and shaping content.
Learnings
I learned that in complex B2B products, clarity often comes from how information flows across the platform rather than how a single interface looks.
My Reflections
Designing an end-to-end flow to develop a fully interactive prototype in a limited time was a significant accomplishment.
Handling such a big project, like creating an MVP for a startup to present to investors, was a real challenge. It required balancing tight deadlines, complex features, and the startup’s vision.
I joined YAC-Global as its first Product Designer in hopes of experiencing something new. Stepping into a blank slate gave me the freedom to explore, define, and build across all layers of the product experience. And it helped me grow tenfold as a fully faceted product designer. I can’t wait to take these new experiences and skills to my next role.
B2B SaaS
AI Hiring