From Paper Calendars to Real-Time Coordination: How Joynit Transformed Daily Operations with a Shared Calendar

Managing work scheduling across multiple locations is a daily challenge—especially when teams, vehicles, and urgent events must be coordinated in real time. Until recently, this organization relied on paper calendars, phone calls, and spreadsheets to manage operations. Today, everything runs through a shared calendar accessible to all key stakeholders.

Here’s how Joynit helped bring clarity, responsiveness, and peace of mind to a complex scheduling environment.

A Role Focused on Coordination and Work Scheduling

Grégory has been Operations Director since January 1. His responsibilities include daily work scheduling for teams and couriers, overseeing purchasing and inventory, and coordinating the entire vehicle fleet—maintenance, servicing, and renewals.

He is also involved in on-call duty every other weekend, handling last-minute changes and unexpected scheduling issues. In short, scheduling is at the core of his role.

Before Joynit: Paper Calendars, Phone Calls, and Constant Interruptions

Before January, schedule management was centralized at a single branch. This created major operational difficulties. Teams welcoming families also had to handle continuous phone calls related to work scheduling, which was uncomfortable for both staff and families.

At the Mareuil-lès-Meaux site, a paper calendar was used to track departures, including ceremonies organized by external partners. Tentative bookings, cancellations, and last-minute changes made the calendar messy and hard to read. Coordinating teams and departures added unnecessary stress and complexity to daily operations.

Looking for a Shared Calendar That Actually Fits Operations

Initially, the goal was simple: find an online shared calendar. A free solution was suggested, but experience had shown that “free” often meant incomplete or poorly adapted to real operational needs.

After comparing several tools, Joynit stood out for its clean interface and clear presentation. This led to a demo request—and quickly to adoption.

How Joynit Supports Daily Work Scheduling

Every day starts early. Around 6:00 AM, Grégory begins by marking absentees in the shared calendar. This provides instant visibility into how many couriers are available and makes work scheduling adjustments much easier across locations.

Joynit is also used to schedule appointments between advisors and families, track vehicle availability, servicing, and downtime, assign team members to fixed-time ceremonies, and instantly see who is available and who is not.

This real-time, shared view makes coordination faster and more reliable throughout the day.

What Changed After Adopting a Shared Calendar

The difference has been significant. Previously, schedules were written on paper and sometimes carried around, making coordination difficult when traveling or away from the office.

Now, thanks to the mobile app, work scheduling can be managed remotely. Even during urgent situations, it’s possible to respond quickly to branch requests without disrupting operations. Tasks can be transferred smoothly between colleagues, keeping everyone synchronized.

Another key benefit is anticipation. Even when a request is incomplete, it can be added to the shared calendar with preliminary details, allowing teams to estimate staffing needs in advance.

A Concrete Example: From White-Out to a Clean Shared Calendar

Before Joynit, tentative bookings were marked with crosses on the paper calendar. When ceremonies were canceled, white-out or manual corrections were used—resulting in a cluttered and confusing schedule.

Today, the shared calendar is clear, structured, and always up to date. Changes, options, and confirmations are handled digitally, making daily work scheduling far easier.

Adoption, Onboarding, and Team Alignment

An app update introducing a new calendar view significantly improved usability and accelerated adoption.

During the first month, multiple systems were used in parallel: paper calendars, Excel schedules, and the shared calendar. Gradually, the team became comfortable with the tool, and paper planning was fully abandoned.

Joynit is now the single source of truth for scheduling.

Who Is This Shared Calendar Best Suited For?

Joynit is particularly well adapted to organizations with multiple locations, autonomous teams, complex work scheduling needs, and a strong need for mobility and real-time coordination.

Its simplicity makes it easy to adopt, even for teams that are not highly technical.

Conclusion

Switching to a shared calendar has transformed daily operations. Joynit has brought clarity, responsiveness, and better coordination—both on-site and remotely.

For organizations dealing with complex work scheduling, teams, vehicles, and time-sensitive activities, having a shared calendar designed for operations—not office meetings—makes a real difference.

Want to see how Joynit can simplify your work scheduling? Book a demo and discover a better way to coordinate teams and resources.

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