Placeholder photoLiveProduct: SweetTravelfood service — a coffee shop
Coffee shop management
Work-time and stock tracking for a coffee shop: staff check in for shifts in a Telegram bot, the manager runs schedules and reminders in a web dashboard.
Service
Staff and working time
We build staff tracking around your rota: roles and hours, weekly templates and shift cycles, check-ins in a bot or app, reminders and closing forgotten shifts, staff records and clearance for work.
Animation: a weekly rota fills with shifts, then today's cells are marked with check-ins one by one, a late check-in flashes, and a clock hand goes round.
When you need it
Situations that bring people to us for this service.
Shifts start on a word
Nobody can see in the moment who came in, who was late and whether the shift was closed.
Hours are tallied afterwards
The timesheet is filled in at the end of the month — with mistakes and disputes.
The rota lives in a messenger
Swaps and shifts are agreed in a chat, and the final version is hard to find.
Staff documents are scattered
Records, documents to sign and access are kept in different places.
What's included
Roles and rotas
Roles with hours for each day of the week, weekly templates or cycles such as 2-on/2-off, exceptions for specific dates.
Shift check-ins
Clock-in and clock-out with one button in a Telegram bot or an app; sharing location is optional.
Reminders and control
The system reminds staff, notifies the manager if someone hasn't checked in, and closes forgotten shifts itself; the manager sets when reminders go out.
Publishing and swaps
The manager publishes the rota and sets swaps, staff confirm their shift; check-ins can be corrected by hand.
Manager's panel
Who is on shift now, shift history and calendar, an action log.
Reports
A PDF attendance report with selectable columns and totals.
Staff records and documents
Staff records, documents to sign, invitations and access requests.
Clearance for work
A shift opens only for people who have completed the required training.
What you get
- A description of roles, rotas and rules
- A prototype of the shift check-in
- A bot or app for staff
- A manager's panel with reports
- Links to the software you use
The project path
From the first conversation to daily use
Every step ends with a decision: go on or stop. We don't start the next one until the previous one has given its answer.
- 01
Getting to know the task
You describe the process and what gets in the way. We reply by email with questions and arrange a call.
- 02
Discovery
We study the process with the people who work in it and write down what the system must change and how we will check it.
- 03
Prototype
We build a working prototype of the key scenario to test the idea on real data rather than on polished screens.
- 04
Pilot
We run the system in your real environment with agreed outcome criteria and a deadline. After the pilot we decide together whether to go further.
- 05
Launch and growth
We bring it to daily use: reliability, access rights, links to other software, documentation, support. Then we develop it based on user feedback.
Related case studies
Systems where we have already done this kind of work.
- Placeholder photo
Placeholder photoPrototypeProduct: Vatrahospitality and food serviceRestaurant and hotel operations
One system for hotels and restaurants: rotas, training that gates shift access and maintenance tickets, in staff apps and a manager back office.
Technology in these case studies
- Telegram Bot
- Telegram Mini App
- Expo
- React Native
- Next.js
Questions about this service
Do staff need to install an app?
Not necessarily: in the café, staff check in through a Telegram bot — they connect once with a code and then use buttons.
Is location sharing required?
No. In the café case study location can be left out — the check-in still counts. Whether you need it we decide together.
Does the system calculate pay?
Not in our published case studies: they cover shift tracking and attendance reports. Calculating pay by your rules we discuss separately for the task.
Can we start with one site or department?
Yes. First a prototype, then a pilot in one place, and only after that do we decide whether to extend it.
More in “ERP”
- CRM and salesCustomers, enquiries and orders in one system — with statuses, history and accounts for customers and partners.
- Finance and pricingThe system calculates prices, rates, limits and payments by your rules — and your manager changes those rules.
- Warehouse and stockEvery issue, scan and dispatch has a person responsible, a quantity and a record in the log.
- Production trackingMovement of products between work areas, the item's route and dispatch are visible at once — without paper sheets.
- Documents and reportsThe system prepares and sends spreadsheets, PDFs, labels and reports itself, and documents don't get lost in email.
Have a project with no ready-made solution?
Describe it in a few sentences: how things work today and what gets in the way. We reply by email with questions on the next business day.
Get in touch