Around 2021, our CTO Jerzy Zawadzki was tasked with creating a better system for automatically tracking the time we spend on projects for our clients. After a few tries, he realized the real issue wasn’t just tracking - we didn’t have all the data in one place. 

So, Jerzy asked us one simple question: “What information would make your life easier?”.

This was the right question because, at times, we juggle 15, or even 20 projects at once! Having up-to-date info on everything is crucial. We were using Jira for project management, but we needed a system that could handle information on a much larger scale. 

Our goal was to have all the data centralized, always up-to-date, and accessible to everyone. But let’s be real - every department in the company needs different things. Could we bring it all together?

Yes! And that’s how our tool was born.

LINK:

• Stores detailed information about everyone in the team: skills, availability, vacations—everything in one place.

• Gathers data on all projects we’re working on (or have worked on).

• Helps manage resource allocation for client projects.

• Let us find the right people for each project.

• Tracks time spent on projects (or integrates with external time-tracking tools).

• Simplifies invoicing.

• Integrates with CRM, leave management systems, and other tools, ensuring all important data is in one place.

• Provides reporting and analytics to help us make informed decisions.

We’ve been developing it since 2021, continuously adding new features. And guess what… no AI involved. 

The name? Yes, LINK is partly a nod to Jerzy’s love for “The Legend of Zelda”, but it also reflects its main function - “linking” information together in one place.

Before implementing LINK, Polcode relied on multiple disjointed tools, including Upwork, Worksnaps, HubSpot, JIRA, Calamari, and Timecamp. 

The key issues we faced:

• Lack of integration - data had to be manually entered into different tools. 

• Inconsistent reporting - multiple sources led to errors in tracking time and assessing client profitability. 

• Limited resources visibility - it was hard to see team availability and allocate people efficiently. 

• Operational inefficiencies - syncing data across platforms was time-consuming and imperfect. 

We needed a single source of truth to streamline operations, improve efficiency, and enable business growth. 

To eliminate these inefficiencies, we built LINK - a fully customized internal management platform tailored to Polcode’s needs. 

LINK’s core principles:

• Centralization - one platform integrating all essential employee, project, and client data.

• Automation - reducing manual data entry and ensuring synchronization with other tools.

• Integration - seamless connections with HubSpot, Timecamp, Upwork, Worksnaps, and Calamari. 

• Transparency - real-time access to schedules, project details, and financials.

LINK has become the backbone of Polcode’s operations, providing a central hub for managing resources and projects. 

What’s next?

We continuously work on LINK, with future improvements including:

• AI-powered analytics - forecasting project workloads and optimizing staffing. 

• Advanced HR functionalities - improving skills management and team development.

• Improved reporting capabilities - deeper insights into profitability and project efficiency.