Refining Nucleus Workflows for Bespoke Client Solutions
Refining Nucleus Workflows for Bespoke Client Solutions
As the Product Manager of Nucleus, my primary aim has always been to support custom workflows, allowing for tailored solutions that set the platform apart from other SaaS offerings. With a dedicated user base, Nucleus is positioned to provide a level of customisation that makes it uniquely capable of addressing clients’ specific needs. When approached with a new requirement, such as a particular workflow, the process begins with an evaluation of whether the current functionality can achieve the client’s desired outcome. If not, additional development is considered. Importantly, the workflow is reviewed to ensure it aligns with the product’s core aims: to facilitate data collection, processing, and dissemination to a user-friendly interface.
Recently, a Nucleus client faced challenges with collecting payments for regional award entries. The structure of these awards involved multiple part-time teams across the UK who administered the regional award processes, supported by the full-time London-based team responsible for the national awards. The core focus on encouraging entrants to submit as many entries as possible led to high participation. However, this emphasis resulted in less attention being paid to collecting payments once the entries were submitted.
The issue was compounded by the presence of approximately 30 credit-approved companies who were allowed to pay by invoice rather than upfront, due to pre-existing agreements. This created additional complexity in the payment collection process, as these companies required special workflows to manage their invoicing and payment terms. The absence of automated processes to differentiate between credit-approved and standard entrants meant that payments were not effectively chased before judging began. Once entrants learned they did not advance to the next round, their incentive to pay diminished, leaving the finance team with the difficult task of manually pursuing a high volume of small debts.
Taking a client-centric approach, I developed a comprehensive proposal outlining a workflow that ensured entries were paid for before being judged. Given that Nucleus already had an MVP feature to block unpaid entries from reaching the judging phase, the approach focused on enhancing visual indications for admins and entrants, as well as introducing automation to facilitate smoother payment collection. Once the proposal was approved by the client, I collaborated closely with the development team to refine quotes, scope out the technical requirements, and ensure a seamless rollout of the proposed features.
The workflow needed to be intuitive for both users and administrators, incorporating features that aligned with the primary objectives of encouraging entries while ensuring timely payments. I oversaw the integration of enhancements including automated reminders, direct payment links, and seamless online payment options within the Nucleus platform to streamline the submission-to-payment journey. Additionally, by implementing domain-based registration, I ensured credit-approved users were distinguished effectively from standard entrants, fostering a smooth experience for all parties involved. The following key developments were implemented:
1. Email Domain Verification for Credit-Approved Organisations
2. Customised Payment Mechanisms
3. Entrant Mailout Exclusions
4. Status Update and Notifications for Pending Payments
Throughout the process, I also documented the new features for future reference and delivered training sessions to the client’s staff, ensuring a smooth transition and helping them understand the enhanced workflows.
The solutions have just gone live, streamlining the payment collection process and significantly reducing the administrative load on regional teams. The clear guidelines for entries and payments have not only increased financial stability but also facilitated a smoother judging process, benefiting both the entrants and the finance team. The workflow enhancements have already improved efficiency and contributed to a more robust and user-friendly awards management process.
The Nucleus platform continues to demonstrate its adaptability and client-focused approach by delivering tailored solutions for specific workflow challenges. The implementation of a custom payment workflow not only addressed immediate client needs but also enhanced the overall efficiency of the awards process. By developing features like automated reminders, domain-based credit approval, and clear payment interfaces, I ensured that administrative burdens were significantly reduced while maintaining a core focus on usability and entry acquisition.
The success of this workflow enhancement is a testament to the adaptable, client-focused approach that I have championed as Product Manager for Nucleus. By proactively addressing client needs and aligning solutions with the product’s vision, I’ve helped Nucleus stand apart as a flexible, customisable platform. If you’re facing similar challenges or seeking to optimise your awards management workflows, don’t hesitate to get in touch. I’m keen to discuss how Nucleus or other custom workflows can support your organisation’s needs.
