Yellow Hat — Matt Khan

Overview

YellowHat is an AI powered property management platform designed to streamline operations for teams managing multi unit residential and commercial properties. During my time on the project, I led research, discovery, and UX architecture, helping define the core workflows, information hierarchy, and user experience foundations of the platform.

My work focused on consolidating fragmented processes—communication, maintenance, reporting, and document workflows—into a cohesive interface that could support scalable AI driven automation.

The completed UX system enabled the product team to continue development, expand features, and prepare for broader rollout.

The Challenge

Property managers routinely juggle multiple systems, resulting in inefficiency, inconsistent data, and high administrative burden. The YellowHat team needed a clear UX strategy to unify these tools and support intelligent automation.

Key Challenges

✓ Fragmented workflows across separate tools
✓ Difficulty tracking maintenance and vendor communication
✓ Limited visibility into portfolio performance
✓ High time cost due to manual reporting and data entry
✓ Need for scalable AI integration across the platform

Research & Discovery

I conducted the early foundational research for the YellowHat platform, including:

✓ 30+ interviews with property managers across different portfolio sizes
✓ Workflow analysis of maintenance, leasing, communication, and reporting
✓ Identification of automation opportunities to reduce manual tasks
✓ Mapping the ecosystem of competing tools and integration gaps

Key Insights

✓ Managers switched between 5–8 tools per day
✓ Nearly 30% of time was lost to repetitive admin tasks
✓ Maintenance coordination and follow up were the #1 friction points
✓ Financial reporting required significant manual aggregation

Design Solution

Based on research insights, I created the initial UX architecture and design system for the unified platform. My deliverables helped lay the foundation for development and future product scaling.

Core UX Contributions

✓ A unified, real time dashboard for performance metrics
✓ A scalable IA supporting multiple roles and property types
✓ Intuitive workflows for maintenance, communication, and reporting
✓ Early concepts for AI powered routing, automation, and alerts
✓ A flexible design system enabling consistent feature growth
✓ Wireframes, prototypes, and user flows for all primary journeys

Key Features

UX Contribution Scope

✓ Intelligent maintenance request routing
✓ Vendor coordination workflows
✓ AI assisted tenant communication
✓ Automated reporting templates
✓ Unified inbox + communication hub
✓ Accessible UI system with modular components
✓ Mobile responsive layouts for field teams

Results & Impact

While I was not involved in the full product lifecycle or company operations, my UX architecture and foundational design work helped position YellowHat for continued development and market expansion.

Early outcomes from the team's ongoing rollout include:

Growing Adoption

The platform has continued to scale, supporting hundreds of property managers and multi state portfolios.

Faster Maintenance Coordination

AI assisted routing reduced bottlenecks and improved resolution consistency.

Strong Tenant Engagement

Self service features and communication tools were positively received by early adopters.

Scalable Product Roadmap

The design system and UX framework supported the development team in expanding the platform's capabilities.

Note: Metrics and operational results reflect the platform's broader performance and continued development by the YellowHat team, following the foundational UX work I contributed.