How Unit B created a unified Workspace for more than 200 employees with Uspacy

Unit B’s first corporate system was Bitrix24, which met the company’s core needs for some time. As the business grew, the team began looking for a more modern way to organize collaboration across departments and moved to the Creatio platform. However, employees now describe this period as one of the most challenging stages in the company’s experience with business software.

Despite high expectations, the system did not become a tool that made their work easier. The interface felt complex and overloaded, employees struggled to adapt, and the platform itself frequently experienced stability issues. Administrators faced particular challenges. Nearly every customization required a separate technical specification, was expensive, took a long time to implement, and did not always deliver the expected result. Any change became a project of its own, while the team was constantly dealing with system failures and disruptions.

The team can tolerate one issue, two, three. But then they’ve had enough—people simply don’t want to work with the system anymore,” the company recalls. When users regularly encountered messages such as “We’re looking into it; the system isn’t working,” their trust in the tool gradually disappeared.

The experience prompted the company’s leadership to change course and find a platform that would help employees work more efficiently rather than force them to work around the system.

After the unsuccessful experience with the previous system, the team had a clear understanding of what they needed from a new tool. It had to preserve the strengths of the product employees were already familiar with—working with tasks, projects, and interconnected processes—while also being modern, intuitive, and easy to use.

These were exactly the qualities the team saw in Uspacy. Its simple, intuitive interface became one of the key arguments in favor of the platform.

After deciding to switch, the company began implementing Uspacy in stages with the support of integration partner Rubicon. Together, they gradually prepared the platform for launch: setting up the workspace, testing individual processes, and making sure the new tools were ready for everyday use.

“The project was designed to support not only the company’s sales department but essentially the entire team. As part of the implementation, we set up a CRM system for managing customer relationships, Smart Objects for more complex processes, and Tasks, which became the foundation for effective communication between teams.

A task manager with recurring and template-based tasks, along with several customizations, helped standardize and streamline collaboration between colleagues, replacing some of their everyday chats.

Some of the more complex processes were also moved to Smart Objects. This simplified the user experience while creating a structured foundation for future integrations with other systems.

Oleksii Yanko

Project manager, Rubicon

However, Unit B understood that the technical launch was only one part of the project. The bigger challenge was getting people to embrace the new tool. After their previous experience, many employees approached yet another system with a fair amount of skepticism. “Oh no, another software program…” was the initial reaction from some members of the team.

That’s why the main goal of the implementation was to make employees’ first experience with Uspacy as simple and comfortable as possible. Before the launch, profiles were created for all employees, their contact information, job titles, and department structures were added, and recurring tasks were migrated. As a result, when employees logged in for the first time, they didn’t find an empty system—they entered an already prepared workspace with processes ready to use.

The company’s internal Uspacy administrator played a key role in this process. They not only coordinated the platform’s setup but also personally trained every new employee, created templates and recurring tasks, helped team members understand the platform’s functionality, and became the main point of contact for the entire company. In addition, every six months, managers review Uspacy’s new features so the team can continue to benefit from the product’s ongoing development.

Today, Uspacy serves as the central workspace for most of Unit B’s internal processes. This is especially true for task assignment and tracking, which coordinate collaboration across all departments.

Nearly every management meeting ends with more than just a discussion—it results in specific tasks being created. Owners and deadlines are assigned immediately, comments are added, and progress is tracked directly in the system. This approach has allowed the company to move away from verbal agreements and make processes transparent to everyone involved.

Recurring and template-based tasks play an important role as well. They are automatically created according to a schedule and remind employees about recurring processes, so teams no longer have to keep routine operations in mind. Today, the Unit B workspace contains more than 23,500 tasks, demonstrating the scale at which the platform is used in day-to-day operations.

Another important tool is the Company and people section. For new employees, it essentially serves as an interactive map of the organization: it helps them quickly understand the company structure, find the right department, manager, or colleague, and access all the contact information they need. The company notes that this section has significantly simplified onboarding for new employees and internal communication across its four branches.

The online store team actively uses the CRM today. Through integrations with Binotel and Ringostat, incoming calls are automatically added to the system, allowing managers to process leads, create contacts and companies, and manage deals. At the same time, the company continues to expand its use of the CRM, exploring new opportunities for automation and integration with other business processes.

The role of Smart Objects is also gradually expanding. They are currently used for submitting vacation requests, managing candidates, and working with contractors. The company’s near-term plans include expanding the use of this tool and integrating processes with Google Calendar to make internal workflows even more automated.

For Unit B, implementing Uspacy was primarily a shift in the way the company approached internal collaboration. In the past, many agreements were handled verbally or scattered across different tools. Today, most internal processes take place in a single digital workspace.

Communication between departments has become more structured and transparent. Every management decision is turned into specific tasks with assigned owners, deadlines, and a record of completion. Managers can now monitor team workloads and quickly track progress. Recurring and template-based tasks have helped automate routine processes, while the unified company structure and employee directory have significantly simplified internal communication and onboarding.

At the same time, the company emphasizes that Uspacy is not a static tool. The platform is constantly evolving and gaining new capabilities, while the Unit B team regularly reviews its own processes to make increasingly full use of its potential.

“I like that our collaboration with Uspacy is an ongoing process. We don’t simply use a ready-made product—we can share our experience, discuss our business needs, and suggest changes. What I particularly value is that the Uspacy team is open to this conversation: they listen to us, discuss our suggestions, and over time, we see some of them actually implemented in the system. During this time, Uspacy has become an important part of our internal processes, and we continue to discover new ways to use it. It’s rewarding to be more than just users of a Ukrainian product and to contribute, in some way, to its development.”

Maryna Kolisetska

Head of online store and retail network

Although Uspacy has already become an integral part of the company’s day-to-day operations, Unit B sees it as just one stage in its broader digital transformation. The team is already working on expanding its use of CRM, developing Smart Objects, introducing new integrations, and automating processes. And, as the company acknowledges, the deeper they explore the platform’s capabilities, the more ideas they come up with for making their work even simpler and more efficient.

The team maintains ongoing communication with Uspacy specialists and integration partner Rubicon: they receive guidance, discuss new use cases, test ideas, and quickly address issues that arise in their day-to-day work. This allows the company not only to maintain a stable system but also to gradually discover new ways to get more value from the product.

Implementing any business system doesn’t end on launch day. In fact, it’s after moving to a new platform that most questions arise, new ideas for improving processes emerge, and it becomes clear how quickly solutions can be found for new business needs.

“For me, Uspacy is more than just a reporting system—it’s a tool I use every day. I assign tasks, monitor their completion, and have a clear view of what’s happening across the business without having to ask someone for an update. I like that the platform gives us room to optimize: if I see that a process could work better, I can simply suggest an improvement. Uspacy has become part of my daily management routine, which is why I believe in continuing to develop the platform alongside our business. In fact, we’ve even developed our own phrase: no matter what we’re discussing, sooner or later someone says, ‘Create a task for it in Uspacy.’”

Petro Potaichuk

Company manager

At Unit B, the team emphasizes that after launching Uspacy, they were not left to figure things out on their own. They maintain ongoing communication with Uspacy specialists and integration partner Rubicon: they receive guidance, discuss new use cases, test ideas, and quickly address issues that arise in their day-to-day work. This allows the company not only to keep the system running smoothly but also to gradually discover new ways to get more value from the product.

According to the team, this approach is what builds trust. When issues are resolved quickly and every request is handled by people who understand the business’s needs, the platform becomes more than just software. It becomes a tool that evolves alongside the company and helps it continuously improve its processes.