clockster – the key to successful staff management in the well-known Specialty Coffee chain, Master Coffee

In the world of chained coffee businesses, where every minute is of great value, Master Coffee’s leadership has enhanced their staff management expertise with the clockster system. Effective time management and employee attendance tracking have become a success story for the company, which currently operates six branches in the capital of Kazakhstan, with three more in the opening stages, and franchise locations in Almaty, Semey, and Qyzylorda. In addition to the Master Coffee coffee chain, the company is one of the country’s largest online coffee and coffee equipment retailers and a supplier of freshly roasted coffee with a production capacity of up to 40 tons per month. They also run their own Barista Training School and coffee machine technical support department.

Today, with more than 150 employees, including outsourced staff, Master Coffee made the choice to implement the clockster system in March 2020, right in the midst of the pandemic. This decision undoubtedly contributed to the stability and growth of the chain.

In this article, we will explore how Master Coffee integrated clockster into its operations, achieving business process optimization and confirming its status as a successful player in the coffee industry in Kazakhstan.

From Manual Time Sheets to Transparency and Accuracy

In the past, like many other companies, Master Coffee relied on manual time sheets. Each branch manager would fill them out, and then the data had to be transferred to online spreadsheets. To ensure compliance with employee work schedules, even surveillance cameras were used. Sayat Daniyarov, one of the founders of Master Coffee, explained: “We used to rely on cameras to check whether employees were on-site in the morning. Our coffee shops open early in the morning, and our schedule starts at 7:14. Employees need to arrive early to set up and prepare the coffee machines and other equipment. Tracking employees on-site, especially in the morning, was a challenge for us.”

“There were instances where employees were late, and the managers would ‘cover’ for them because the responsibility for their employees’ lateness rested with the managers. All the issues were directed towards the managers, so they weren’t always motivated to show the real picture. With manual time sheets, we couldn’t ensure 100% accuracy.”

The management of Master Coffee was well aware that the morning hours from 8 to 10 a.m. were the peak time for their business. During this period, customers sought to enjoy freshly brewed coffee and hearty breakfasts, and every minute was crucial. Employees needed to be on-site early because any late check-in could result in a loss of guests and damage the company’s reputation.

Sayat Daniyarov, the co-founder of Master Coffee, explained: “Consistent morning lateness equals lost guests. It directly impacts our sales.”

In addition to attendance tracking, systematic tracking of working hours was necessary to avoid unfair compensation to employees. Sayat Daniyarov further elaborated: “We needed to be certain that there would be no underpayments or overpayments to our staff and accurately know who worked when and where.”

As for managing work schedules, Master Coffee previously used a traditional method similar to many restaurants. Schedules were printed and posted for two weeks. However, in coffee shops with high staff turnover, schedules had to be constantly revised and updated. Sayat Daniyarov concluded: “Employees in coffee shops often change, move to our other locations, or get promoted, and we need to keep the schedules up-to-date and accessible to everyone on-site.”

This is where clockster helps tackle these complex tasks, ensuring accurate attendance tracking, schedule compliance, and assisting in the operations of the Master Coffee coffee shop chain and retail company.
Recognizing the adage “Time is money,” Master Coffee sought a solution that would not only ensure accurate attendance tracking but also make the process more transparent and automated. In this chapter, we will explore how clockster specifically addressed these challenges and the results achieved through this innovation.

Choosing clockster: Reliability and Transparency

Master Coffee began their search by examining several options available on the market, including Russian alternatives. However, as Sayat noted, these solutions had their drawbacks: “We used iiko, where you had to check in with a card. But there were many inconveniences there, and cards don’t always provide accurate information since employees can exchange them.”

The situation changed when representatives from the clockster approached Master Coffee.

“I really liked how the clockster was presented to me. At that time, the subscription was by card, and later, we purchased a lifetime license from you.”

However, it wasn’t just the price that made clockster the preferred choice for Master Coffee. Sayat noted that the clockster completely met their needs: “I don’t even know what sets you apart; it’s obvious that the clockster was the right fit for us. Employee attendance is easy to track, and all the data is transparent. Managers can quickly fill in the schedules now. Employees immediately see any changes in their work schedules through push notifications; we don’t need to inform anyone.”

Among the most valuable additional features of clockster for Master Coffee is the ability to request advances. Sayat Daniyarov shared: “We actively use requests, with advances being the most popular one.”

“We appreciate that there is a location radius in the mobile app, so we know for sure that an employee has checked in at the location. We don’t need to check surveillance cameras, and our employees are disciplined; they know that we will see if something is amiss in the clockster.”

clockster has become more than just a attendance tracking tool for Master Coffee; it has become a reliable partner helping them optimize their business processes and maintain a high standard of customer service.

Benefits of clockster in Request and Payroll Management

Before implementing clockster, the Master Coffee chain faced the routine task of processing deduction requests. Employees would turn to their managers or simply submit written requests, which were then forwarded to the accounting department. In this process, errors sometimes occurred: deductions could be missed, and employees’ salaries might be calculated incorrectly.

With the introduction of the clockster, this changed. Sayat Daniyarov noted, “With clockster, we’ve almost forgotten about this (note: errors in payroll) – the request history is convenient for both management and the accounting department.”

The request history in clockster has become an invaluable feature for more transparent and efficient deduction management. Now, management and the accounting department can easily track the history of all requests, including financial ones, which prevents potential errors and saves time and resources.

clockster has proven its value as a reliable tool for attendance tracking and staff management, as well as a platform for effective request and payroll management. It’s not just a tool; it’s a partner that helps Master Coffee optimize its business and focus on more significant tasks.

Smooth Transition and Motivation through clockster

The transition to the clockster system for attendance tracking at Master Coffee went much smoother than expected. Sayat Daniyarov shared his experience: “Adaptation didn’t take long; after a couple of months, we announced that now employees with hourly or shift-based pay are calculated using the clockster.”

However, as Sayat noted, there are always cases where employees may encounter issues, such as a lack of phone charge or phone malfunctions. But overall, clockster has become an integral part of the daily lives of Master Coffee employees.

Previously, the coffee shop chain used a motivation system to reward disciplined employees who were punctual and maintained a high attendance rating.

“We provided incentives to employees who were always on time, and had a high rating for the month or quarter. It was really motivating; many were concerned about their rating. We gave away some of our products, such as a coffee maker or movie tickets.”

A distinguishing feature of the Master Coffee approach is the absence of a fine system; instead, they prefer to use warnings and explanatory notes. The primary focus is always on motivating and rewarding employees, creating a more positive and productive work environment.

clockster has not only streamlined attendance tracking processes for Master Coffee but also supports their goal of promoting high discipline and motivation among employees.

Tangible Results: Improved Discipline and Transparency

Defining concrete results after implementing the clockster program has been a task that Master Coffee has successfully addressed. Sayat Daniyarov stated, “I’m confident that lateness has significantly decreased, and discipline has improved, I believe by nearly 30-40%.”

Sayat explains this phenomenon with a crucial psychological aspect. Previously, when employees had to arrive at work early in the morning, the risk of being late was always high. However, with clockster in place, the psychological factor starts playing a key role: “Purely psychologically, an employee knows that first, they need to clock in, and second, their clock-ins are visible to the relevant managers. This unquestionably affects their future work.”

In addition to improved discipline, clockster has made the payroll calculation process simpler and more transparent.

“With clockster, we also see early departures and overtime. I believe it’s become easier for the finance department to calculate salaries; all reports on hourly rates can be easily transformed into payroll calculations.”

These changes have made payroll calculation fairer and more transparent, contributing to employee satisfaction and increasing their motivation for more disciplined work.

Impact of clockster on Customer Satisfaction

clockster has had a direct impact on customer satisfaction at Master Coffee. Sayat highlights how the system has affected the company’s customer reputation: “We have an online store where operators answer calls. If any of them is late, the customer’s call will be forwarded to another operator, or the customer may not get through at all. This, in turn, affects our service levels.”

In Master Coffee’s coffee shops, a similar situation exists: the opening hours are displayed on the doors, and customers expect the establishment to be ready to serve them from the first minutes of operation.

“If the door says we open at 7:14, but the door is closed at that time, the customer may wonder why they should come if it’s unclear when we actually open. Or, even worse, a customer might have intentionally traveled to us, for example, in winter from another area, and the door is closed. Of course, this will leave a negative impression.”

With the implementation of clockster, managers and employees are now more disciplined and precise in their adherence to working hours. This ensures smooth operations for managers in the online store (www.mastercoffee.kz) and coffee shops, which, in turn, enhances how customers perceive the Master Coffee brand.

clockster has become not only a tool for optimizing attendance tracking and payroll but also a crucial element contributing to maintaining a high reputation in the market.

Additional clockster Features: Simplicity and Convenience

In addition to its core attendance tracking functions, Master Coffee highly values the additional features provided by clockster. One of these features is Requests, which have become an integral part of the staff management. Sayat states, “Among the additional features of clockster, we like and actively use Requests.”

Requests in clockster simplify internal communication between employees and management, making the communication process more transparent and efficient.

Another valuable feature is Announcements. They allow for quick and effective communication of important events, upcoming holidays, and company news to employees. The company also uses the clockster to track employees’ birthdays, which helps maintain a friendly atmosphere and team spirit.

However, according to Sayat, one of the most important additional features of the clockster is the ability to store electronic documents: “We store some documents in the clockster. Storing electronic documents in a shared database for coffee shops is very important, especially medical certificates or various regulations.”

clockster continues to demonstrate its value as a versatile tool, meeting various needs of Master Coffee and providing reliability and convenience in data management and communication.

Successful Partnership between Master Coffee and clockster

In conclusion of our article on the practical use of the clockster system in the Master Coffee coffee shop chain in Kazakhstan, it can be affirmed that this partnership has met all expectations and had a positive impact on the business. The company now regularly receives franchise requests to open specialty coffee shops under their brand from many major cities in Kazakhstan and neighboring countries.

Since the introduction of clockster in March 2020, Master Coffee has demonstrated improved discipline and efficiency in staff management. This system has become an integral part of the daily lives of employees and management, ensuring accuracy and reliability in attendance tracking and payroll calculation.

One of the founders of the chain, Sayat Daniyarov, emphasizes that clockster has not only optimized business processes but also positively influenced customer satisfaction, helping both the online store and coffee shops. He hopes that soon the program will feature other useful tools and updates.

In addition to its core attendance tracking functions, clockster has provided a range of additional features, such as Requests, Announcements, and the storage of electronic documents, making internal communication within the company more efficient and transparent.

So, the company Master Coffee and clockster continue to collaborate successfully, strengthening their partnership and creating favorable conditions for the growth and development of both companies. clockster continues to prove its value as a reliable tool for attendance tracking and business process management, helping Master Coffee maintain a high standard of customer service and effectively manage its business.