Real tools for real workflows – beyond the Figma hype.

When you’re starting out in UX design, the internet makes it seem like there’s a universal toolkit: Figma for wireframes, Notion for notes, maybe Maze for testing. And while those are great tools — no hate — they’re not the full story.

The truth is, many experienced designers rely on a mix of niche tools to stay productive, get better insights, or simply work the way that feels most intuitive to them. These tools might not always trend on LinkedIn or come pre-loaded in your bootcamp syllabus — but they show up quietly in real-world workflows.

So, whether you’re a design student, a fresh intern, or an enthusiast trying to level up, this post is for you. I’ve grouped these tools by stages of the UX process, so you know not just what they are, but when to use them — and more importantly, why.

1. Research & Discovery

Understanding people before pixels.

This is where every thoughtful UX process starts. Before you design a thing, you need to listen. Talk to users. Understand their context. That doesn’t always require big research budgets — just the right tools and intent.

Tally

A simple form builder that’s often compared to Typeform — but a little more flexible and less bloated. Handy for gathering quick user feedback or pre-interview data.

Use it when you want a fast, clean way to collect survey responses without overwhelming users.

Try this: Embed a one-question form in your portfolio to learn what visitors care about most.

Lookback

A tool for recording user interviews or usability sessions remotely. You can share a link, watch how users interact with your prototype, and revisit key moments later.

Use it when you want to run real-time testing but can’t be in the same room.

Try this: Ask users to “think out loud” — what they say mid-click reveals a lot.

Dovetail

Lets you organize and tag qualitative research data — like interview transcripts or testing notes — so you can start spotting patterns and themes.

Use it when your sticky notes and spreadsheets start getting overwhelming.

Pro tip: Tag recurring user quotes and turn them into insight clusters you can reference in your case study.

Need a deeper understanding of usability testing methods?
 Check out this practical guide: Usability Testing

2. Ideation & Planning

Turning thoughts into possibilities.

Once the research is in, the fun (and sometimes mess) begins. This is where you start exploring, mapping, moodboarding, and figuring out what the product could be — before you commit to pixels.

Whimsical

A lightweight space to sketch out user flows, wireframes, or sticky-note brainstorms. Often used during early-stage planning when clarity matters more than polish.

Use it when you’re mapping user journeys or sketching site maps.

Pro tip: It’s fast enough for group ideation, especially when you’re on a deadline and just need to think.

Milanote

A visual board for collecting ideas, moodboards, or early content direction. Especially helpful when you need to get the feel of a design across before anything is built.

Use it when you’re trying to express tone, mood, or emotional resonance.

Try this: Create a “feels like” board before you design — it’ll guide your choices more than you think.

3. Design & Wireframing

Sketching structure before you polish UI.

This is where wireframes, layout logic, and first visuals start to take shape. These tools aren’t about high fidelity — they’re about rapid thinking and getting feedback early.

Penpot

An open-source design tool that’s been gaining popularity as a Figma alternative. It’s browser-based and allows team collaboration without subscriptions.

Use it when you want to explore a Figma-like workflow without the licensing constraints.

Try this: Great for team projects with developers who prefer open tooling and code-first design systems.

Wizard

Turns basic sketches into digital wireframes with the help of AI. Feels experimental but surprisingly functional — especially when speed matters.

Use it when you’re mocking up quick ideas from sketches or whiteboard drawings.

Pro tip: Sketch on paper, scan, import into Wizard — and see your concept take shape in seconds.

4. Prototyping & Testing

Where assumptions meet reality.

A prototype isn’t just a polished mockup. It’s a tool for feedback, storytelling, and validation. These tools make your flows interactive and testable — even when the product doesn’t exist yet.

Maze

Allows you to test Figma prototypes with users and gather heatmaps, click paths, and short-form feedback. Geared toward fast, remote usability testing.

Use it when you want early validation from users — even asynchronously.

Try this: Set up a five-second test and ask users what they remember. It’s a good gut-check for visual hierarchy.

Proto.io

A no-code prototyping tool used mostly for mobile apps and rich interactions. Offers more animation and gesture support than basic click-through prototypes.

Use it when you want to demo a product with realistic transitions, gestures, or microinteractions.

Pro tip: Handy for UX students presenting app ideas in pitches or portfolio walkthroughs.

Want to explore how usability testing can shape better prototypes?
 Read more here:Usability Testing

5. Handoff & Collaboration

Don’t let your design fall apart in dev.

You’ve designed something beautiful. Now what? If the handoff is fuzzy, inconsistent, or unclear — the final product will reflect that. These tools help bridge the gap.

Zeplin

Helps translate design files into developer-friendly specs. It’s a structured layer for handoff that many beginners overlook — but devs love.

Use it when you’re collaborating with engineers who don’t live in your design tool.

Try this: Add little dev notes in Zeplin with padding logic or interaction states — it saves a lot of back-and-forth.

So, Which Tools Belong in Your UX Backpack?

You don’t need to master all ten tools. You don’t need to try them all right now.

But knowing what’s out there — and what each tool is good for — gives you an edge. Especially when you’re learning on your own or figuring things out one project at a time.

If you’re just getting started:

  • Use Tally to build your first research form
  • Try Whimsical to map user flows instead of designing right away
  • Use Wizard to sketch late-night ideas into something real
  • Test your design with Maze — even if it’s just with a few friends

Over time, you’ll build your own stack. What matters is that it works for you — not just for the algorithm.

Because UX isn’t just about what you make.
It’s about how you get there.