Arthur is an enterprise VR collaboration platform used by teams to run meetings, workshops, and training sessions in immersive 3D environments. When a new enterprise client came on board, sometimes with 200 to 300 employees, every single user had to be set up manually. I designed the flow that turned that into a single guided batch process.

Onboarding a new enterprise client meant creating an account for every employee individually. Name, email, authentication method, avatar, team assignment, one user at a time. There was no shortcut for scale. A client with a few hundred people meant a few hundred repetitions of the same steps, handled by the CS team by hand.

What used to take an entire day of manual setup, sometimes spread across multiple sessions, needed to happen in one sitting instead.

I designed the full flow from start to finish, structured as three steps: set up accounts, generate avatars, and assign teams, ending in a summary screen before anything was created.

The first step let admins import user data directly instead of typing each person in one by one. I designed an editable account details table so mistakes could be caught before moving forward, along with a separate authentication step offering random passwords, verification codes, or email invites. Different clients needed different onboarding paths, so this had to stay flexible.

Doing avatars one by one would have defeated the purpose of a bulk flow. I designed a step where admins could bulk upload one image for every user, or assign pictures per person, with avatars queued for generation automatically. Clear status states, in progress, complete, and failed, meant admins always knew what needed a retry.

Users needed to land in the right teams with the right roles. I designed a table where admins could assign multiple teams through a searchable dropdown, then set individual roles per team without leaving the screen. For organizations with many teams, bulk editing meant not repeating the same action user by user.

Before anything was final, I designed a summary screen showing every user, their avatar status, and their team assignments in one place, with a retry option for any failed avatar. Bulk actions are hard to undo, so this last check mattered before committing to creating accounts for hundreds of people at once.

What used to be a slow, manual process done one user at a time became a single guided flow that could handle 200 or more users in one sitting. Admins no longer needed to repeat the same steps hundreds of times, and failure states like a stuck avatar no longer meant starting over. This significantly reduced the operational load on the CS team during enterprise onboarding, and gave admins visibility and control over the entire batch before anything went live.