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AI‑Powered Onboarding to Reduce Friction and Drive Engagement

New users were spending too long setting up their account manually, leading to drop‑off and delayed time‑to‑value. I redesigned the onboarding flow utilising AI to extract event data to auto‑populate key details, reduce manual setup, and accelerate collaborative adoption.

The result: 75% faster onboarding and double the collaboration rate within the first session.

Project goal

Design an onboarding flow that leverages AI to automate setup, encourages immediate team collaboration, and aligns with users’ existing tool ecosystems to reduce friction, boost confidence, and drive engagement from day one.

My role

Led end‑to‑end UX & UI design including research planning, journey mapping, prototyping, and usability testing. Worked closely with product and engineering to define success metrics and instrument the onboarding flow with analytics.

Problem statement

New users need a fast, low-effort onboarding experience to set up their event workspace, collaborate with their team, and connect existing tools.
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Manually entering event and brand details, inviting team members, and configuring integrations is time-consuming and discouraging. Users should be able to simply enter an event URL for AI to auto-generate key details, invite team members to their subscription, and select the integrations they use for smooth data import/export.

Target Audience

Primary users
  • Event Organisers & Managers
     Individuals responsible for planning, coordinating, and managing events who need a quick and automated way to set up digital workspaces based on existing event information.
  • Marketing Teams & Brand Managers
    Users focused on brand consistency and promotional activities who benefit from automatic extraction of brand assets (colours, fonts, logos) during setup
  • Team Leads & Project Coordinators
    Users who need to onboard their teams quickly, assign roles, and ensure collaboration tools are connected from the start.
Secondary users
  • Product Owners & Admins
     Those setting up and managing accounts for broader teams, with an interest in system integrations and permissions.
  • Technical Integrators or Ops Teams
    Users who handle connecting the platform to CRMs, CMSs, or analytics tools for smooth data flow across systems.
Common characteristics
  • Time-sensitive and task-oriented
  • Familiar with basic event platforms or URLs (e.g., Eventbrite, company event pages)
  • Value collaboration and workflow efficiency
  • Prefer intuitive, minimal-setup tools
  • Work in industries like marketing, events, tech, or SaaS

Process

User reasearch

We conducted interviews and usability testing with event managers, marketers, and team leads. Key insights:

  • Users expected their event pages to pre‑populate key data (date, brand assets)
  • They want to skip setup and “just get started.”
  • Most users wanted to start collaborating immediately
  • Manual tool integrations were a major blocker to early value. However, connecting tools early (CRMs, email platforms, design tools) saves hours later.
These findings led to two design principles
  1. Automate what can be automated
  2. Encourage early team collaboration
User Journey Mapping

Identified key onboarding stages:

  1. Enter event URL
  2. Review & confirm AI-generated event + brand details
  3. Invite team members
  4. Select integrations
  5. Create your first event
AI Integration

The AI integration was designed as an assistant rather than a feature: when a user pastes an event URL, the system uses natural language extraction to pull structured data (event info, logos, colours, tags). This reduced cognitive load and eliminated 3 manual steps in setup

Iteration higlights

From user tests of early flows, we learned that initials screens were too overwhelming. We simplified the first interaction to a single input (event URL) and progressively revealed options. In prototype testing, this improved user task success from 68% → 92%.

Solution

Usability Testing

  • 75% faster onboarding → Users reached Aha! moments sooner, increasing retention potential
  • 95% satisfaction withAI-generated details → Reduced time editing event after signing up, enabling quicker campaign setup for busy marketers
  • 60% more team invitations → Early collaboration drove higher engagement in the first week
  • 3× Integration setup → Users connected data sources earlier, enabling deeper product usage

Outcome & Impact

  • Reduced time-to-setup by 75%
  • Increased team invites during onboarding by 60%
  • Boosted integration setup by 3x compared to previous flow

Next Steps

Next, I would explore AI prompts to personalise suggestions during onboarding and automate follow‑up tasks. I also plan to A/B test the placement of integration suggestions to reduce choice overload.

  • Expand AI to support event and campaign creation
  • Develop AI to support more functionality during onboarding, event & campaign setup. For example, generate suggested posts with the correct tone of voice as this step is usually ignored and results in less engagement from customers stakeholders
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