Virtual Vaults - Accelerating secure dealmaking
Industry
M&A dataroom SAAS platform
My role
Fractional UX specialist
Timeline
2025
When I joined Virtual Vaults as a fractional UX specialist, the platform was ready for a major step in design maturity. To support their growth ambitions, they needed clearer processes, stronger ownership within the team, and a more consistent user experience across the product.
I started by interviewing team members and scanning the current workflow to identify opportunities for improvement in design quality, collaboration, and efficiency.
From there I shaped the design direction hands-on in Figma, introduced a new design system, and helped explore AI-driven concepts that could accelerate both product development and user workflows.
Control
Users stay in charge. AI output must always be editable, undoable, and never final by default. We guide users to actively steer AI rather than rely on passive automation.
Guidance
AI acts as a helpful assistant, not a magician. It doesn’t aim to impress with “one-click wonders”, but adds value step by step, helping users stay effective and confident.
Trust
AI must be reliable, honest, and secure. It should avoid pretending to know, surface uncertainties, and show limitations. Data is handled with care. Sensitive content stays private.
Transparency
Make AI actions understandable. Clearly communicate what is happening, why, and based on what. Provide access to history, sources, and reasoning wherever possible.
Progressiveness
Meet users where they are. Start
simple and reveal complexity as
users grow more confident.
Invite exploration without being
overwhelming.
Control
Users stay in charge. AI output must always be editable, undoable, and never final by default. We guide users to actively steer AI rather than rely on passive automation.
Guidance
AI acts as a helpful assistant, not a magician. It doesn’t aim to impress with “one-click wonders”, but adds value step by step, helping users stay effective and confident.
Trust
AI must be reliable, honest, and secure. It should avoid pretending to know, surface uncertainties, and show limitations. Data is handled with care. Sensitive content stays private.
Transparency
Make AI actions understandable. Clearly communicate what is happening, why, and based on what. Provide access to history, sources, and reasoning wherever possible.
Progressiveness
Meet users where they are. Start
simple and reveal complexity as
users grow more confident.
Invite exploration without being
overwhelming.
Control
Users stay in charge. AI output must always be editable, undoable, and never final by default. We guide users to actively steer AI rather than rely on passive automation.
Guidance
AI acts as a helpful assistant, not a magician. It doesn’t aim to impress with “one-click wonders”, but adds value step by step, helping users stay effective and confident.
Trust
AI must be reliable, honest, and secure. It should avoid pretending to know, surface uncertainties, and show limitations. Data is handled with care. Sensitive content stays private.
Transparency
Make AI actions understandable. Clearly communicate what is happening, why, and based on what. Provide access to history, sources, and reasoning wherever possible.
Progressiveness
Meet users where they are. Start
simple and reveal complexity as
users grow more confident.
Invite exploration without being
overwhelming.
Introducing AI for real value
The new AI capabilities help users process large amounts of information faster. By defining design principles that focus on clarity, safety, and transparency, we made AI adoption feel effortless and trustworthy.
The new AI capabilities help users process large amounts of information faster. By defining design principles that focus on clarity, safety, and transparency, we made AI adoption feel effortless and trustworthy.
A design system at the core of how we deliver
We created a brand new design system from the foundations up, defining typography, color, icons, and components in one shared source. It became the backbone for clarity and consistency, enabling teams to design and build faster.
We created a brand new design system from the foundations up, defining typography, color, icons, and components in one shared source. It became the backbone for clarity and consistency, enabling teams to design and build faster.
Simplifying onboarding
We redesigned the onboarding flow to highlight the most compelling features immediately. New users now understand the platform quicker and can start working with confidence.
We redesigned the onboarding flow to highlight the most compelling features immediately. New users now understand the platform quicker and can start working with confidence.
Design system foundations with intent
The design system followed a layered library structure: foundations feeding common components, which in turn powered larger platform components. Every high fidelity design was fully linked to the system, creating a single source of truth that made updates faster, reduced rework, and kept the entire platform consistent as it evolved.
Design system foundations with intent
The design system followed a layered library structure: foundations feeding common components, which in turn powered larger platform components. Every high fidelity design was fully linked to the system, creating a single source of truth that made updates faster, reduced rework, and kept the entire platform consistent as it evolved.
Design system foundations with intent
The design system followed a layered library structure: foundations feeding common components, which in turn powered larger platform components. Every high fidelity design was fully linked to the system, creating a single source of truth that made updates faster, reduced rework, and kept the entire platform consistent as it evolved.
A more deliberate way of working
Through workshops and a decision tree we introduced a structured approach to choosing process activities. Instead of defaulting to the same steps every time, the team became more intentional about when to research, prototype, test, or document, improving efficiency and focus.
A more deliberate way of working
Through workshops and a decision tree we introduced a structured approach to choosing process activities. Instead of defaulting to the same steps every time, the team became more intentional about when to research, prototype, test, or document, improving efficiency and focus.
A more deliberate way of working
Through workshops and a decision tree we introduced a structured approach to choosing process activities. Instead of defaulting to the same steps every time, the team became more intentional about when to research, prototype, test, or document, improving efficiency and focus.
Templates that accelerate delivery
By providing Figma templates for creative briefs, design roadmaps, presentations, and journey mapping, we enabled designers and product owners to kick off work faster and communicate more clearly. This removed onboarding friction and raised the quality of outputs across teams.
Templates that accelerate delivery
By providing Figma templates for creative briefs, design roadmaps, presentations, and journey mapping, we enabled designers and product owners to kick off work faster and communicate more clearly. This removed onboarding friction and raised the quality of outputs across teams.
Templates that accelerate delivery
By providing Figma templates for creative briefs, design roadmaps, presentations, and journey mapping, we enabled designers and product owners to kick off work faster and communicate more clearly. This removed onboarding friction and raised the quality of outputs across teams.
Building for long-term success
To ensure the improvements would continue, I helped hire a new UX Lead who could build further on these foundations. This created continuity and ownership within the team, securing the future of the design practice.
Building for long-term success
To ensure the improvements would continue, I helped hire a new UX Lead who could build further on these foundations. This created continuity and ownership within the team, securing the future of the design practice.
Building for long-term success
To ensure the improvements would continue, I helped hire a new UX Lead who could build further on these foundations. This created continuity and ownership within the team, securing the future of the design practice.
Behind the scenes: the process that made it work
A look at the collaboration and decisions that shaped the work behind the screens.
A platform ready for the next chapter
The foundations are now in place for faster releases, more consistency in design and development, and increased ease of use for end users. Virtual Vaults is better equipped to support its growth ambitions with a scalable and user friendly platform.
Let’s create lasting impact together
Let’s talk
© Pim van ‘t Slot 2025
Let’s create lasting impact together
Let’s talk
© Pim van ‘t Slot 2025