Ruby Wu
As the sole product designer, I led the transformation of a vague internal idea into a structured, multi-role enterprise system for a mental health tech platform. The project spanned logic design, system architecture, and cross-functional alignment—filling in critical gaps left by PM and leadership. My work enabled the team to launch a functional MVP, saved engineering weeks of rework, and established a reusable product logic that now powers operations across programs.
Client
LooperRoom
Year
2025
Team
Me / Product Designer
Akash Patel / Developer
Stella Sakhon / Project Manager
Designing a multi-level enterprise admin system for mental healthcare coordination
At LooperRoom, I led the design of an internal enterprise platform used by Executives, Program Directors, and Supervisors to manage access keys and patient codes across mental health programs. This was not a typical admin dashboard—it required rethinking role-based logic, system mapping, and scalable UX across three organizational tiers.
Where does our enterprise system fall short in enabling scalable operations?
Undefined roles
No clear distinction between Executive, Director, and Supervisor roles.
Unclear ownership
Keys and codes were lost, misused, or left untracked.
Misaligned product logic
Scattered updates created messy, unsustainable flows.
MY ROLE
More than design—I became the logical architect.
I built a clear operational structure from the ground up.
I mapped the distribution flow from Executives to Directors to Supervisors, then down to Clinicians and Patients. I defined what each role could view and control, and created a full logic table that guided development.
I simplified dashboard for focused oversight.
To reduce cognitive load for executives and directors, we moved away from an overwhelming, data-heavy dashboard. Instead, we prioritized clarity by surfacing only high-level metrics — such as the total number of keys or codes in each status — enabling quick scans and decisive actions without digging through layers of data.
We made bulk invitation easier.
Originally, user onboarding required manually entering each director’s information one at a time. To support scalability and reduce friction, we introduced a bulk upload feature that lets admins invite multiple users by uploading a CSV. This significantly speeds up the process and minimizes manual errors.
We made status overview smarter.
Instead of showing granular status logs for every key or code, we redesigned the system to display grouped summaries by status — such as “available,” “used,” or “returned.” This allows supervisors and program directors to take action faster and see inventory health at a glance, supporting operational efficiency.
Scalable systems need flexible design and clear communication.
Building for a multi-role enterprise platform taught me that evolving requirements demand a strong design system and reusable patterns. In high-ambiguity environments, consistent documentation and open collaboration are just as critical as the designs themselves.