How YouScan boosted flexibility and efficiency of their HR processes with PeopleForce

Managing change, implementing new processes, and introducing new systems within a company is always a challenge, especially in a multinational team. However, with PeopleForce, these challenges can be tackled efficiently. Today, we’re sharing the story of one of our clients, YouScan. We spoke with Galyna Marchuk, Chief People Officer at YouScan, a full-cycle product company offering a social media listening solution for marketing professionals and teams.

About YouScan

PeopleForce has been collaborating with YouScan for over four years already, and what unites us is a similar philosophy: “Process efficiency is at the core of our mindset, we are very serious about identifying weak points and working on them,” says Galyna. Both PeopleForce and YouScan value flexibility, feedback, and ongoing changes in processes and this made our HR platform a perfect fit for the customer.

Building transparent data-driven HR processes

Before YouScan adopted PeopleForce, its HR and recruitment processes were managed by company founders and hiring managers using Excel spreadsheets. However, this manual approach revealed its limitations, from inefficiencies to data inaccuracies.

Key challenges that YouScan faced included:

• Risk of inaccuracy and errors due to human factor.
• Too much time spent on routine tasks.
• Difficulty in tracking historical changes.
• Limited engagement from hiring managers in the recruitment process on the one hand and complex processes on the other.
• Demand for analytics needed to support strategic decision-making.

As YouScan’s business demands grew, a dedicated HR and recruitment specialist was hired to align their processes with best practices, particularly by implementing automation. This is when Galyna joined the team.

Choosing the right HR platform

When YouScan started looking for an HR solution, they already had a clear understanding of their processes and needed a system that could adapt to them. They were not impressed by large vendors that offered limited customization, as those systems often dictated how processes should be set up.

“I’ve had experience with various enterprise systems, including several recruitment platforms, both commercial and custom. To be honest, none of these experiences met my expectations or allowed me to organize processes the right way.”

Galyna, as Chief People Officer, led the selection process of the HR system. She created a list of vendors, defined requirements, conducted demos, tested systems, and rated them. Although PeopleForce was in its early stages at the time, its functionality was already impressive in terms of capabilities and flexibility, which led YouScan to make their choice.

Platform adoption: a turning point

After selecting PeopleForce, YouScan began implementing the platform, which marked a significant turning point in scaling their business processes. Timely support from the PeopleForce success manager played a vital role during this stage.

“At any moment, I could ask a question and always get an answer or advice. We always found ways to solve challenges together, even if the system didn’t have that functionality at the time. I even remember cases where PeopleForce developed features we requested.”

After integrating and customizing the platform, YouScan started transitioning the team to new processes.

“Change management is never easy,” — says Galyna. “I started by gaining the support of managers, training them how to use the system, and showing them its benefits. This helped them encourage their teams to adopt PeopleForce quickly.”

The biggest challenge was engaging long-term employees in the new processes, as it required changing established habits. However, with persistence, the team successfully adapted and fully transitioned to PeopleForce. Newcomers, on the other hand, experienced no difficulties with onboarding to the platform.

Soon after implementing CoreHR, YouScan adopted the Recruit product. Hiring managers were thrilled about PeopleForce being an all-in-one platform as they didn’t need to learn a new system, which significantly boosted work efficiency and satisfaction.

HR platform: key to flexibility and efficiency

After implementing PeopleForce, YouScan experienced positive transformations across several levels:

Transformations for the HR leader

For Galyna, Chief People Officer, PeopleForce became an essential daily tool and the main source of information for all departments.

“With PeopleForce, I can be confident that all essential data is stored on the platform and updated in real time. Our managers enter all changes, such as salary reviews or transfers, and this information becomes instantly available to everyone. HR, accountants, and IT specialists can always rely on having up-to-date data.”

Transformations for management

For YouScan’s managers, PeopleForce is all about transparency. At any time, they can check vacancy statuses, employee information, salary updates, or planned time off. In this way, they can keep track of all the processes and stay on top of all important changes.

Additionally, they can generate customized reports instantly, without having to wait for someone to prepare them.

Transformations for the team

For YouScan employees, the main use case is onboarding and time off requests. PeopleForce streamlines these processes for both employees and HR managers by eliminating the need to ask additional questions and check updates on the request status. This saves tons of valuable time.

Also, the system ensures that the team always has access to organizational data, such as orgchart, locations, and languages. The calendar feature helps them stay on top of events like vacations, birthdays, and anniversaries.

Key outcomes from integrating PeopleForce

Altogether, as a result of integrating the platform, YouScan achieved the following results:

• Transparent and efficient HR processes: automation of routine tasks simplified data management, allowing all team members easily access the information they need. Also, automation reduced the number of mistakes caused by manual data processing.
• Up to 60% time saved through automation: with automated processes, cross-department communication was significantly minimized and operational questions (such as onboarding, offboarding, transitions, salary reviews, etc.) are resolved faster.
• Efficient reporting: thanks to the platform, YouScan team not only organized the historical data but significantly simplified and automated reporting processes.
• Increased transparency in recruitment: recruiters can adjust pipelines to specific vacancies and hiring managers can track vacancy status in real time.
• Complete employee lifecycle tracking on one platform: from interviewing to offboarding, all employee data is centralized on one platform, with role-based access controls.

The role of integrations

The YouScan team highlights that integrations play a significant role in PeopleForce’s efficiency. They cover the full spectrum of HR processes — from candidate search to offboarding and asset management. The integrations YouScan values most include:

• Slack for timely notifying employees about important events such as asset delivery or time off.

• LinkedIn, Prospector, Djinni for synchronizing candidate data and centralizing all hiring processes on one platform.

• Google Calendar for simplified meeting planning.

The integration that stands out for YouScan is the one with IT processes through PeopleForce API. The IT team automatically receives notifications about all the changes — new hires, cross-department transitions, offboarding — and using this information creates and supports access rules that correspond to an employee's position. Thanks to this integration, the team can immediately close access during offboarding which might be crucial from the security perspective.

Why YouScan recommends PeopleForce to other businesses

All systems are different and there’s no single one that would be perfect for all businesses. However, Galyna often recommends PeopleForce to her fellow HR specialists because this platform fits perfectly with those who value:

• Outstanding price-to-quality ratio: PeopleForce truly solves business challenges at a fair price

• User-friendly interface: The platform is easy and pleasant to use

• Mobile app availability: Provides access to essential data on the go

• Flexible setup: Tailored to specific business needs

• Proactive support and success teams: Vivid communication from the success team, not just templated responses

Leonid Lytvynenko, CEO and co-founder of YouScan, also recommends PeopleForce: