09/2021 - 09/2024
Trudi® Portal
Designed a powerful AI tool for all property managers' tasks.
My Role
Team Lead
UI Designer
Motion Designer
Collaborators
1 UX Designer
6 UI Designers
2 UI Designer - Design System
1 Motion Designer
Introduction
Trudi® is the world’s first AI-powered virtual property assistant. This proptech company aims to help property managers manage their workload by centralizing all incoming inquiries and tasks into one platform, automating inquiries and tasks.
Problem
Property managers’ daily tasks include handling a large volume of inquiries raised by tenants, landlords, and service suppliers through multiple communication channels. To resolve these inquiries, property managers must manually follow predefined processes for each task type repeatedly. This is very complicated and time-consuming!
Solution
Trudi® Portal was created to combine all these channels into one platform—a centralized communication hub built with an AI Assistant that automates many tasks and supports property managers in handling all their responsibilities.
Agency Owner
the company responsible for managing properties in each region.
Property Manager
representing the agency in charge of the property; the bridge between the tenant and landlord.
Initial Team Structure
At inception, the project team consisted of:
1 Project Manager (overseeing project execution and reporting)
1 Business Analyst (managing requirements and documentation)
5 Developers (responsible for coding and technical implementation)
1 Designer (handling UI and visual design)
2 Quality Assurance Specialists (ensuring quality and testing)
This compact structure allowed rapid development and close collaboration in the early phases.
I joined in September 2021. quickly aligned with the Product Owner, and focused on understanding the product vision and proving design ownership.
Iterated rapidly on design concepts to establish myself as the sole designer.
Navigated a challenging handoff from an external design team, integrating seamlessly without disrupting development.
Took initiative, proposed improvements, and adapted to the project’s evolving needs, gaining valuable experience.
Team Evolution
As the project scaled, the team structure evolved to address specific needs more effectively, splitting into specialized units:
Business Analyst Team: Focused exclusively on requirements gathering and project documentation.
Design Team: Specialized in user interface design, user experience research, and animations.
Development Teams: Organized with dedicated Tech Leads, Developers, and QA Specialists to handle focused project components.
This specialization significantly improved operational efficiency, clarity in roles and responsibilities, and overall product quality.
I became leader of the Design Team, working together with 9 designers. My responsibilities were:
Helping in hiring and onboarding new members.
Represented the design team in planning meetings with the PO and COO, aligning design work with business goals and contributing to broader operational discussions.
Take ownership over all marketing and promotional materials for conferences across Australia and USA.
Foster a growth and collaborative culture, facilitate design critiques and retrospective through out the project.
Design Team Specific Process
The design team's workflow includes:
Receiving and assessing new tickets, assigning them for current or future sprints based on availability.
Creating dedicated design pages for each ticket in the design files.
Collaborating closely with the BA team to define detailed user stories.
Initiating the design process, crafting initial designs, mock-ups, and interactive prototypes.
Conducting optional BA reviews, adjusting designs based on feedback.
Moving tickets to the review stage once designs are complete.
Preparing comprehensive handoff documentation, ensuring all design components, frames, and variables are accurately reviewed and updated.
Updating final design files and handing them off to the development team.
(Click to enlarge)
Final UI
Centralized communication hub
Index
Message index with requests, conversations raised by tenants, landlords, suppliers.
A task index organized by folders for each task type, clearly showing both owned and assigned tasks along with key details like requester info, current step, related events, and assignees.
Users can open a quick view panel to see task details and take quick actions.
Task Detail
The task detail screen features a workflow panel on the left, allowing users to move through the task easily, with AI assisting on repetitive steps like drafting replies or entering invoice data into the property management software.
On the right, users can view all task-related information in one place—original request ticket, event history, property management software info, REI Form Live for sending and tracking forms, and all attached files.
Contextual AI
We designed an AI Assistant that knows what you're working on and only shows tasks that matter at the moment, so you can stay focused and get things done without distractions.
Create, track and save forms
We uses AI to automatic scans invoice PDFs and automatically extracts the relevant data ready to check. Invoices are submitted directly to property management software.
We integrated with 3rd party form provider so user can create, send and track signatures on forms, straight from your inbox.
