From Idea to conference
From Idea to conference
Transforming scientific concepts into structured, review-driven conference programs through a multi-stage workflow.
First, a little context
First, a little context
Overview
Overview
Overview
Keystone is a conference management platform that streamlines the end-to-end workflow of transforming scientific conference ideas into fully planned events. The platform supports multiple user roles including concept submitters, reviewers, organizers, and administrators through stages such as concept submission, review, program planning, approvals, and speaker management.
Keystone is a conference management platform that streamlines the end-to-end workflow of transforming scientific conference ideas into fully planned events. The platform supports multiple user roles including concept submitters, reviewers, organizers, and administrators through stages such as concept submission, review, program planning, approvals, and speaker management.
Project details
Project details
Project details
Design Team
Design Team
Senior UI/UX Designer
Senior UI/UX Designer
Senior UI/UX Designer
UI/UX Designer (me)
UI/UX Designer (me)
My Role
My Role
End-to-end UX for a white-label conference lifecycle platform.
End-to-end UX for a white-label conference lifecycle platform.
Collaborate with stakeholders and developers for seamless delivery
Collaborate with stakeholders and developers for seamless delivery
Design end-to-end user experience for a complex platform
Design end-to-end user experience for a complex platform
Build dashboards for tracking, decisions, and visibility
Build dashboards for tracking, decisions, and visibility
Simplify multi-user workflows with clear structured
flows
Simplify multi-user workflows with clear structured flows
Simplify multi-user workflows with clear structured flows
Problems Identified
Problems Identified
Designing a system for a complex, multi-stage workflow involving multiple stakeholders with different goals, while maintaining clarity, control, and consistency across the lifecycle.
Designing a system for a complex, multi-stage workflow involving multiple stakeholders with different goals, while maintaining clarity, control, and consistency across the lifecycle.
Multiple user roles with conflicting needs
Multiple user roles with conflicting needs
Long and complex review cycles
Long and complex review cycles
Lack of visibility in status and ownership
Lack of visibility in status and ownership
Need for white-label flexibility across organizations
Need for white-label flexibility across organizations
Understanding the complexity
Understanding the complexity
User Flows
User Flows &
Journey Mapping
User Flows
Mapping the user flow revealed critical dependencies between submitters, reviewers, organizers, and internal teams. These insights helped establish clearer process structures, streamline interactions, and guide the design of role-specific experiences.
Mapping the user flow revealed critical dependencies between submitters, reviewers, organizers, and internal teams. These insights helped establish clearer process structures, streamline interactions, and guide the design of role-specific experiences.
Concept Submitters
Concept Submitters
Concept Submitters
Concept Submitters
Users need confidence that their submission has been received and is progressing through the review process
Users need confidence that their submission has been received and is progressing through the review process
Users need confidence that their submission has been received and is progressing through the review process
Keystone internal staff
Keystone internal staff
Keystone internal staff
Keystone internal staff
Internal teams manage multiple parallel workflows and require centralized visibility to coordinate reviews and decisions efficiently.
Internal teams manage multiple parallel workflows and require centralized visibility to coordinate reviews and decisions efficiently.
Study Group Reviewers
Study Group Reviewers
Study Group Reviewers
Study Group Reviewers
Reviewers need a focused experience that helps them quickly identify relevant concepts, track progress, and complete evaluations within deadlines.
Reviewers need a focused experience that helps them quickly identify relevant concepts, track progress, and complete evaluations within deadlines.
Organizers
Organizers
Organizers
Organizers
Organizers require structured guidance throughout program creation and revision cycles to manage feedback, collaborators, and submissions effectively.
Organizers require structured guidance throughout program creation and revision cycles to manage feedback, collaborators, and submissions effectively.
SAB Reviewers
SAB Reviewers
SAB Reviewers
SAB Reviewers require guidance to find the concepts they are interested in.
SAB Reviewers require guidance to find the concepts they are interested in.
User Journey Mapping
User Flows &
Journey Mapping
User Journey Mapping
Mapping the end-to-end journey across multiple user roles revealed that the biggest challenges were visibility, coordination, and decision-making. This exercise helped identify opportunities to improve transparency, reduce context switching, and create role-specific experiences that support users at every stage of the workflow.
Mapping the end-to-end journey across multiple user roles revealed that the biggest challenges were visibility, coordination, and decision-making. This exercise helped identify opportunities to improve transparency, reduce context switching, and create role-specific experiences that support users at every stage of the workflow.
Concept Submitter
Concept Submitter
Submits conference ideas
Submits conference ideas
Internal Staff
Internal Staff
Screens and manages workflows
Screens and manages workflows
Study Group Reviewer
Study Group Reviewer
Reviews and scores concepts
Reviews and scores concepts
SAB Reviewer
SAB Reviewer
Reviews and sends feedback
Reviews and sends feedback
Organizer
Organizer
Submits program proposal
Submits program proposal
Defining Workflow
Defining Workflow
Defined a clear, structured workflow to streamline the end-to-end process and improve overall efficiency.
Defined a clear, structured workflow to streamline the end-to-end process and improve overall efficiency.
STAGE 01
Concept
Submission
STAGE 02
Screening
STAGE 03
Study Group Review
STAGE 04
SAB Board Meeting
STAGE 06
Proposal Revision
STAGE 07
SAB Review
STAGE 09
Proposal Finalization
STAGE 06
Proposal Revision
STAGE 07
SAB Review
STAGE 09
Proposal Finalization
UX Decisions
UX Decisions
Key decisions made while designing the screens
Key decisions made while designing the screens
Minimal Toast Reliance
Minimal Toast Reliance
Prioritizing persistent inline alerts over temporary "toast" popups, ensuring critical feedback is never missed by busy reviewers.
Prioritizing persistent inline alerts over temporary "toast" popups, ensuring critical feedback is never missed by busy reviewers.
Progress Indicators
Progress Indicators
Persistent lifecycle steppers showing users exactly where they sit in the multi-month review process.
Persistent lifecycle steppers showing users exactly where they sit in the multi-month review process.
Locked Stages
Locked Stages
Enforcing immutability on historical data, Once a review stage is passed, content freezes to ensure audit trails remain intact.
Enforcing immutability on historical data, Once a review stage is passed, content freezes to ensure audit trails remain intact.
Locked Stages
Enforcing immutability on historical data, Once a review stage is passed, content freezes to ensure audit trails remain intact.
Clear Revision States
Explicit visual differentiation between "Draft," "In Review," and "Returned for Revision" to eliminate status ambiguity.
Sectioned Guided Forms
Sectioned Guided Forms
Breaking complex scientific protocols into logical tabs (Abstract, Data, Term) to reduce cognitive load and prevent "long-scroll" fatigue.
Breaking complex scientific protocols into logical tabs (Abstract, Data, Term) to reduce cognitive load and prevent "long-scroll" fatigue.
Inline Validations
Inline Validations
Providing immediate field-level feedback rather than waiting for submission, crucial for complex academic data entry.
Providing immediate field-level feedback rather than waiting for submission, crucial for complex academic data entry.
Clear Revision States
Clear Revision States
Explicit visual differentiation between "Draft," "In Review," and "Returned for Revision" to eliminate status ambiguity.
Explicit visual differentiation between "Draft," "In Review," and "Returned for Revision" to eliminate status ambiguity.
Wireframing
Wireframing
Focused on establishing a clear information hierarchy and workflow.
Focused on establishing a clear information hierarchy and workflow.
Key features screens
Key features screens
Focused on improving clarity, reducing errors, and guiding users through structured interactions.
Focused on improving clarity, reducing errors, and guiding users through structured interactions.
External Scientist / Keystone Staff - Form Builder
External Scientist / Keystone Staff - Form Builder
Step-by-Step Data Collection
Breaking the submission into guided sections reduces cognitive load and encourages accurate completion.
Breaking the submission into guided sections reduces cognitive load and encourages accurate completion.
Step-by-step Data Collection
Progressive Disclosure
Progressive Disclosure
Only the information relevant to the current step is presented, helping users stay focused throughout the submission process.
Only the information relevant to the current step is presented, helping users stay focused throughout the submission process.
Reusable Submission Framework
Reusable Submission Framework
A consistent form structure supports different proposal types while reducing implementation complexity.
A consistent form structure supports different proposal types while reducing implementation complexity.
Keystone Staff - Dashboard
Keystone Staff - Dashboard
Centralized Submission Overview
Centralized Submission Overview
Key proposal metrics and statuses are consolidated into a single dashboard, enabling staff to monitor activity without switching between multiple views.
Key proposal metrics and statuses are consolidated into a single dashboard, enabling staff to monitor activity without switching between multiple views.
Action-Oriented Prioritization
Action-Oriented Prioritization
Search, filters, and status indicators help reviewers quickly identify submissions that require immediate attention.
Search, filters, and status indicators help reviewers quickly identify submissions that require immediate attention.
Keystone Staff - Summary Screen
Keystone Staff - Summary
Screen
Keystone Staff - Summary Screen
Comprehensive Review
Comprehensive Review
A consolidated summary enables users to validate all entered information before moving to the next stage.
A consolidated summary enables users to validate all entered information before moving to the next stage.
Quick Section Navigation
Quick Section Navigation
Users can jump directly to specific sections for edits, avoiding unnecessary backtracking through the entire form.
Users can jump directly to specific sections for edits, avoiding unnecessary backtracking through the entire form.
Keystone Staff - Status
Keystone Staff - Status
Transparent Workflow Tracking
Transparent Workflow Tracking
A visual timeline keeps users informed of each review stage, improving visibility throughout the approval process.
A visual timeline keeps users informed of each review stage, improving visibility throughout the approval process.
Milestone-Based Progress
Milestone-Based Progress
Completed, current, and upcoming stages are clearly differentiated, helping users understand where a proposal stands.
Completed, current, and upcoming stages are clearly differentiated, helping users understand where a proposal stands.
Keystone Staff - Proposal Details
Keystone Staff - Proposal
Details
Keystone Staff - Proposal Details
Single Workspace for Review
Single Workspace for Review
Proposal information, organizer details, and reviewer feedback are brought together, allowing staff to evaluate submissions without switching screens.
Proposal information, organizer details, and reviewer feedback are brought together, allowing staff to evaluate submissions without switching screens.
Contextual Decision Making
Contextual Decision Making
Supporting information remains visible while reviewing, enabling informed feedback and approval decisions.
Supporting information remains visible while reviewing, enabling informed feedback and approval decisions.
Streamlined Review Workflow
Streamlined Review Workflow
After a feedback is added history tabs appears reducing friction during the evaluation process.
After a feedback is added history tabs appears reducing friction during the evaluation process.
Organizer - Proposal Details
Organizer - Proposal Details
Transparent Feedback Loop
Transparent Feedback Loop
Organizers can view reviewer comments alongside their submission, creating a clear and structured revision process.
Organizers can view reviewer comments alongside their submission, creating a clear and structured revision process.
Collaborative Submission Management
Collaborative Submission Management
The interface supports ongoing communication between organizers and reviewers, making proposal refinement more efficient.
The interface supports ongoing communication between organizers and reviewers, making proposal refinement more efficient.
White Label System
White Label System
A scalable system separating branding flexibility from core workflow logic.
A scalable system separating branding flexibility from core workflow logic.
Brand Customization
Brand Customization
Colors (Primary / Secondary)
Typography
Logos & Identity
UI Styling (Buttons, accents)
Colors (Primary / Secondary)
Typography
Logos & Identity
UI Styling (Buttons, accents)
Fully customizable per organization
Fully customizable per organization
Flexible Experience
Flexible Experience
Reusable components
Configurable layouts
Adaptive dashboards
Role-based UI
Reusable components
Configurable layouts
Adaptive dashboards
Role-based UI
Consistent UX with flexibility
Consistent UX with flexibility
Core Workflow Engine
Core Workflow Engine
Submission, Review, Approval
Status system
Governance rules
Submission, Review, Approval
Status system
Governance rules
Submission, Review, Approval
Status system
Governance rules
Standardized across all clients
Standardized across all clients
Design System
Design System
Designed a scalable system supporting multiple branded environments.
Designed a scalable system supporting multiple branded environments.
AI as a Thinking Partner,
Not a Decision Maker
AI as a Thinking Partner,
Not a Decision Maker
Throughout the project, I used AI to expand my thinking rather than replace it. It helped me explore multiple directions, critique design choices, identify blind spots, and evaluate ideas from different perspectives. By turning AI into a collaborative design companion, I was able to move beyond first solutions and test the strength of my decisions more rigorously.
Throughout the project, I used AI to expand my thinking rather than replace it. It helped me explore multiple directions, critique design choices, identify blind spots, and evaluate ideas from different perspectives. By turning AI into a collaborative design companion, I was able to move beyond first solutions and test the strength of my decisions more rigorously.
Challenged assumptions and initial concepts
Generated alternative approaches and section explorations
Critiqued layouts, hierarchy, and information flow
Evaluated design decisions against research insights
Explored multiple narrative and storytelling directions
Accelerated iteration while maintaining design ownership
Challenged assumptions and initial concepts
Generated alternative approaches and section explorations
Critiqued layouts, hierarchy, and information flow
Evaluated design decisions against research insights
Explored multiple narrative and storytelling directions
Accelerated iteration while maintaining design ownership
What AI Did Not Do
What AI Did Not Do
Every recommendation was filtered through research, project constraints, and design intent. AI expanded the range of possibilities; the final judgment remained mine.
Every recommendation was filtered through research, project constraints, and design intent. AI expanded the range of possibilities; the final judgment remained mine.
What I'd Do Differently
What I'd Do Differently
Validate with Users Before High-Fidelity Design
Validate with Users Before High-Fidelity Design
Validate with Users Before High-Fidelity Design
For this project, the solution was designed based on business requirements and stakeholder inputs, but it was not shipped, so formal usability testing was not conducted. If the product had progressed to implementation, I would have validated the proposed workflows through usability testing to observe task completion, identify usability issues, and refine design decisions before development.
For this project, the solution was designed based on business requirements and stakeholder inputs, but it was not shipped, so formal usability testing was not conducted. If the product had progressed to implementation, I would have validated the proposed workflows through usability testing to observe task completion, identify usability issues, and refine design decisions before development.
Align Product Strategy Before Expanding to Admin Workflows
Align Product Strategy Before Expanding to Admin Workflows
Align Product Strategy Before Expanding to Admin Workflows
In retrospect, the project began by defining requirements for the product experience first, followed by planning the admin portal. This approach led to revisiting decisions as the platform evolved. If I were approaching the project today, I would first ask strategic product questions to understand business goals, user roles, permissions, workflows, and success metrics across the entire ecosystem. Establishing this foundation upfront would help shape both the product and admin experiences cohesively, reducing rework and creating a more scalable solution.
In retrospect, the project began by defining requirements for the product experience first, followed by planning the admin portal. This approach led to revisiting decisions as the platform evolved. If I were approaching the project today, I would first ask strategic product questions to understand business goals, user roles, permissions, workflows, and success metrics across the entire ecosystem. Establishing this foundation upfront would help shape both the product and admin experiences cohesively, reducing rework and creating a more scalable solution.
Other Projects
Available for work
- Let’s Connect
I am open for
Full-Time roles.
Nivethaarul © 2026.
Available for work
- Let’s Connect
I am open for
Full-Time roles.
Nivethaarul © 2026.
Available for work
- Let’s Connect
I am open for
Full-Time roles.
Nivethaarul © 2026.
Available for work
- Let’s Connect
I am open for
Full-Time roles.
Nivethaarul © 2026.
Available for work
- Let’s Connect
I am open for
Full-Time roles.
Nivethaarul © 2026.
Available for work
- Let’s Connect
I am open for
Full-Time roles.
Nivethaarul © 2026.