How Bean and Gone Replaced Spreadsheets and Manual Schedules with Connecteam

“Everything works really smoothly in Connecteam. The app is clear, easy to use, and doesn’t feel overloaded with unnecessary features.”

Lyndal Nankervis | Co-Owner, Bean and Gone

Key Results

• Rostering from anywhere. Shift changes handled from a phone, on the floor, in real time, without needing a laptop or a desk
  
• Payroll tied directly to time. Clock-in and clock-out data feeds directly into Xero, eliminating manual timesheet reconciliation
  
• Attendance visibility without being on site. Owners know immediately when a staff member has not clocked in, even when working off-site full-time
  

The Challenge: Running a New Cafe Without Being There Every Day

Bean and Gone opened from scratch with no existing systems and no prior tools. Both owners hold full-time jobs outside the business, which means they are rarely on site during opening and closing hours. The team is made up entirely of casual university students whose availability shifts every semester.

1. Scheduling had to account for a constantly changing roster of students with varying availability and no fixed hours
2. There was no way to confirm whether staff had actually turned up without being physically present
3. Communication was fragmented. Texts and group chats felt informal and unreliable for a business that needed clear records

“If I was there on site every day, it wouldn’t matter so much. But because we’re not physically there when they open or close, then yeah, it’s definitely a must for us.”

Lyndal Nankervis | Co-Owner, Bean and Gone

How Bean and Gone Uses Connecteam to Manage a Mobile, Student Workforce

Connecteam was adopted from the first day of operations. The platform handles scheduling, time tracking, and day-to-day communication, giving both owners visibility into the business without requiring them to be on the floor.

• Staff submit their unavailability through the app and rosters are built around university timetables, making fortnightly scheduling fast and accurate
• Location-based clock-in prevents early or remote clock-ons, and alerts notify owners the moment someone is late
• The chat feature is used for last-minute shift swaps, sick day cover, and general team announcements, all in one place

“I love the fact that I can have it on my phone. A staff member says they need to switch a shift and I can literally do it then and there.”

Lyndal Nankervis | Co-Owner, Bean and Gone

Results That Affect Bean and Gone’s Bottom Line

Scheduling That Moves as Fast as the Business

• Rosters are built fortnightly, published instantly, and updated in real time from any device
• Staff receive automatic notifications when schedules are published, removing the need for individual follow-up
• Wage forecasting within the scheduler gives owners a clear view of labour costs before shifts go live

Attendance Control Without On-Site Management

• Location-based clock-in locks shift start to the physical cafe, preventing time theft and remote clock-ons
• Owners receive immediate alerts when a team member fails to clock in, enabling fast follow-up
• All timesheet data flows directly to Xero for payroll, removing manual data entry from every pay cycle

“That’s how I do their pay, their timesheets as well, based on that clock in and clock out.”

Lyndal Nankervis | Co-Owner, Bean and Gone

Before vs. After Connecteam

Why Connecteam Was the Right Move

Bean and Gone needed a tool that could run a small, shift-based team without demanding time neither owner had. Connecteam delivered scheduling, time tracking, and payroll integration in one place, simple enough to learn without training and reliable enough to trust from day one.