How Magnet-Me Replaced Manual Scheduling and Scattered Coordination with Connecteam
Every Magnet-Me booking depends on the right photographer reaching the right venue with the right files. Connecteam gives Haim one place to manage availability, assign events, distribute design assets, verify arrivals, and prepare new photographers before their first shift.
“It’s a game changer, definitely. It saves you a lot of time and makes things easier for you as well as for your staff.”
Key Results
- Clear visibility into who can cover every event – Haim can see photographer availability before assigning a job instead of piecing it together through Google Calendar
- Real-time confirmation that photographers reached the venue – location-based check-ins and automatic alerts help Haim catch potential no-shows before an event starts
- Every photographer gets the right event assets before arrival – final design files and job details are available in Connecteam before the event
- New hires arrive better prepared for hands-on training – photographers complete a structured video course before their first shift
The Challenge: Every Event Required a Different Person, Place, and Plan
Magnet-Me coordinates a team of nine photographers across changing event locations and schedules. There are no fixed office hours or standard shifts. Every booking requires Haim to find an available photographer, share the correct event information and design files, and make sure that person reaches the venue on time.
Google Calendar could show events, but it could not give Haim the visibility he needed to confidently manage the people behind them.
- Availability was difficult to manage: Haim could not quickly see who was free, already booked, or available to take another event
- Event preparation was harder to verify: there was no single place to make sure photographers had received the latest details and design files before leaving for a job
- Onboarding depended heavily on Haim: every new photographer had to learn the full workflow through repeated one-on-one explanations and demonstrations
“Before, it was Google Calendar, which was very confusing. You don’t know who is booked, who is available, who can take a job, who is already booked for another event.”
How Magnet-Me Built a More Reliable Event Staffing Workflow With Connecteam
Magnet-Me brought scheduling, event information, communication, and training into Connecteam. Haim can now manage the steps leading up to each event from the same system photographers already use on their phones.
- Photographers submit their availability in advance: Haim can review who is free before choosing someone for an event
- Each assignment includes the information needed for the job: photographers receive event details and final design files before arriving on site
- Location-based check-ins confirm arrival: Haim can see whether the assigned photographer has reached the venue without interrupting them during setup
- Video courses handle the repeatable part of onboarding: new hires learn the core workflow before their first hands-on training session
“The graphic designer uploads the designs into Connecteam once finalised. Then they are ready for the photographers to download the files and have them ready when they go to the event.”
The Results: Clearer Scheduling, Verified Arrivals, and Better-Prepared Photographers
Every Event Starts With Real Availability
- Haim can see who is available before assigning a booking: he no longer has to piece together availability from Google Calendar and separate conversations
- Assignments stay connected to the event: photographers can find the timing, job information, and supporting assets in one place
- Overlapping commitments are easier to avoid: clearer availability gives Haim more confidence when deciding who should cover each event
Haim Can Verify Arrival Before a Client Has to Ask
- Location-based check-ins create a clear arrival record: Haim can see when the photographer reaches the event location
- Automatic alerts flag potential problems early: if a photographer has not checked in 15 to 20 minutes before the event, Haim can follow up before the start time
- Client questions are easier to answer: Haim can confirm whether the photographer has arrived without calling them while they are setting up
Photographers Arrive With the Right Files and Training
- Final design assets are available before the event: photographers can download the files uploaded by Magnet-Me’s graphic designer directly from Connecteam
- New hires learn the standard workflow before hands-on training: video courses cover the repeatable basics in advance
- Important team updates are easier to verify: announcements stay in one place with visibility into who has read them
“To manage staff in business is the hardest thing, and Connecteam helps here a lot.”
Before vs. After Connecteam
| Aspect | Before Connecteam | After Connecteam |
|---|---|---|
| Scheduling | Google Calendar made it difficult to see photographer availability and overlapping bookings. | Availability and assignments are managed in one place before each event is staffed. |
| Event Arrivals | No reliable way to confirm that the assigned photographer had reached the venue. | Location-based check-ins and automatic alerts give Haim visibility into event arrivals. |
| Event Assets | No centralized workflow for making sure photographers had the latest design files. | Final designs are uploaded in Connecteam and available to the assigned photographer before the event. |
| Communication | Team updates were harder to centralize and confirm. | Announcements are shared in one place with visibility into who has read them. |
| Onboarding | Haim repeated the full workflow one-on-one with every new photographer. | New hires complete a structured video course before hands-on training begins. |
Why Connecteam Worked for Magnet-Me
Magnet-Me’s service depends on getting the right photographer to the right event with the right information. A missed booking, late arrival, or missing design file becomes a client-facing problem immediately.
Connecteam gives Haim one place to manage the steps leading up to every event. He can review availability, assign photographers, distribute event assets, confirm arrivals, and communicate with the team from the same platform.
Training is easier to scale too. New photographers can learn the standard workflow before their first hands-on session, reducing the amount of basic information Haim needs to repeat with every hire.