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Widoczni: automation, tailored processes and a single source of truth
Widoczni: automation, tailored processes and a single source of truth
908
processes run on the platform in 90 days
1,800+
requests submitted (self-service)
~85 %
of the team use the platform every month
Poznań-based agency Widoczni has built its position over the years on principles such as automating repetitive tasks as much as possible and making decisions based only on hard data. Its client information has long been well organized in its own proprietary system, OKO.
The challenge was on the other side: managing the data of a fast-growing team. Most specialists and contractors work remotely, under highly flexible and non-standard cooperation models.
Industry: Online marketing / digital marketing
Location: Poland
Team: 170+ specialists
PeopleForce modules: Core HR, Perform, Pulse, Time
“PeopleForce is a very intuitive system. I see huge potential in it and still have plenty of ideas for how we can use it.”
Instead of adding more features to its own tool, the agency decided to implement a dedicated HR system. It was looking for a solution that would guarantee the security of sensitive data and, at the same time, automate daily processes and easily adapt to the company's specific way of working. After testing five different systems, it chose PeopleForce.
Why PeopleForce?
Aleksandra Sieradzka led the selection and implementation. Each vendor gave her access to an environment so she could test the platform on her own. Two factors proved decisive: an intuitive interface and extensive options to customize the system to the company's needs.
“I researched five systems, and PeopleForce was the most intuitive. I found my way around it very quickly. From the start, I could see it was built on lots of custom options, and that it wasn't something rigid I had to adapt to, but something I could build in myself.”
That flexibility was essential. Various contract types and non-standard arrangements required a system that doesn't impose a rigid framework.
“Cooperation in our team is very flexible. We have many models that need to be organized sensibly, with dedicated solutions built for them. What I liked about PeopleForce is that it makes this possible.”
A single source of truth about the team
The biggest organizational challenge was migrating historical data that had piled up in scattered files over the years. Widoczni approached this strategically and in stages, gradually bringing groups of about 30 people into the system.
The agency also introduced a simple but crucial rule: all new financial arrangements go through PeopleForce only, and the administration team doesn't create any document without a request in the system. This kept day-to-day processes organized from the start, while historical data was migrated step by step. The whole clean-up took about six months.
The result? The company created a single source of truth about its team: all data in one place, with a full history of changes.
“Today we have everything gathered in one place: the history of cooperation and the history of changes. That's exactly the order we previously had only for client data.”
Importantly, work done once brings lasting benefits, regardless of the software used in the future.
“Even if we ever wanted to leave the system, I already have everything recorded and can export it. It's not wasted work. It's order that stays with us.”
No more printing: a secure flow of reports
B2B contract settlements and monthly reports used to be handled on paper or by email. With a mostly remote team (some people don't even have a printer at home), this quickly became a problem: shipping costs and time, the risk of lost documents, and no control over whether a signed document ever made it back to the head office.
In PeopleForce, the agency built a fully digital, secure document flow with two-sided electronic signatures.
“I wouldn't even talk about time here, but about security. Anything that goes on paper or by email gets lost somewhere. Here, I go to one place and download the report for every month of cooperation, signed by both parties, without searching through emails and drawers.”
The agency also set up precise permission management inside the organization.
“Securing data from the outside is one thing, and securing it on the inside is another, so that no one sees something they shouldn't. In PeopleForce, I can check at any time who sees what and be sure that information reaches only authorized people.”
Tailored processes
The advanced Workflows module made it possible to automate complex organizational paths. Contract settlement is a great example: every invoice item from a B2B contractor has a source report assigned in the system. Before a transfer is made, a designated person checks that the invoice matches the previously approved summary. Automatic reminders keep everything on schedule.
The numbers show best how widely the platform is used:
908 processes launched in the last 90 days
Over 1,800 self-service requests a year
About 85% of the team logging in every month
“I build my processes in PeopleForce, even though our own system would let me do that too. I don't have full control over that one, but I do over PeopleForce, so it's simply easier for me to work here and keep everything in one place.”
One connected ecosystem: CRM integration
Widoczni connected its internal CRM and PeopleForce into one smoothly running ecosystem. PeopleForce became the primary source of truth about the team and drives data updates in the internal OKO system, while information relevant to client service flows back the other way. The systems talk to each other via webhooks and the API, so the same information never has to be entered twice.
“We set a clear hierarchy: OKO takes care of clients, and PeopleForce takes care of the team. This keeps everything consistent, and we don't have to enter the same thing in two places.”
Support that moves work forward
Working with a dedicated PeopleForce account manager was an important part of the successful implementation. It helped the team get through moments where it would have been easy to get stuck.
“What matters most to me is solving problems. I don't like meetings just for the sake of talking. With PeopleForce, I get concrete support every time, and the work moves forward. Without it, I'd probably have got stuck on some processes, and they simply wouldn't exist.”
What's next?
Widoczni's work with PeopleForce is an ongoing process. The company has already planned the next stages of HR digitalization and intends to roll out more modules.
“I see real potential in PeopleForce and still have plenty of ideas for how we could use it. It's a system that grows with us.”
About Widoczni
Widoczni is one of the largest AI-friendly digital marketing agencies in Poland. For over 25 years, it has helped companies grow sales and build online visibility, combining strategy, data, technology and the experience of more than 170 specialists.
The agency specializes in end-to-end digital marketing, from SEO and paid campaigns, through UX and analytics, to AI SEO, which helps brands build visibility not only in Google but also in answers generated by ChatGPT, Gemini, Perplexity and Google AI Overviews.
Widoczni focuses on its clients' real business goals: sales, valuable leads and higher profitability. For years, it has followed one principle: its campaigns should pay for themselves.
The agency's effectiveness is confirmed by hundreds of client reviews, numerous success stories and its Google Premier Partner status.
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