Carrefour Market Mechelen has been family-run for 55 years. But as the operation grew, more staff, more regulations, more complexity, the administrative backbone stayed stuck in Excel. Vicky was losing entire Fridays to scheduling, contracts, and payroll work. One move to bookU changed that.
Carrefour Market Mechelen is a family-owned supermarket run by Vicky Willaert and her husband Bernd Bastens. Today it operates with a mix of permanent staff and flexible workers (part-timers, jobstudents, and flexi-jobbers). The store was recently refreshed, and so was the administrative approach.
“With Excel sheets and hand-typed contracts for 70 flexible staff, admin was just part of Friday. But it meant less time on what actually matters: running the store.”
Vicky approached Liantis (her social secretary) for tools to streamline admin. Liantis recommended bookU. Starting with the Light version, then moving to Standard package, Vicky rebuilt the workflow.
Digital time clock for all staff
Employees clock in and out via the bookU Timer app. No manual time sheets, no guesswork.
Automatic contract generation for flexible staff
Instead of typing 70 contracts per week, contracts are generated automatically from shift data.
One-way sync with payroll partner
Data flows from bookU to Liantis (payroll partner) automatically. No re-entry, no delays.
Dimona declarations self-generated and auto-adjusted
Declarations are built from actual clocked hours. When someone works longer or shorter than planned, Dimona adjusts automatically — no manual corrections.
Scheduling built on rosters, not Excel
Vicky now creates schedules in bookU based on employee work rosters, replacing the confusing Excel sheets.
Three hours freed every Friday
What used to be a morning of scheduling plus an afternoon of contracts and Dimona now happens automatically.
| Area | Before bookU | With bookU |
|---|---|---|
| Time registrations | Manual, paper-based | Digital via Timer app |
| Contracts | Typed by hand (~70/week) | Auto-generated |
| payroll data entry | Re-entry to payroll partner | Automatic sync, one-way |
| Dimona declarations | Manual, corrected after the facts | Auto-generated, auto-adjusted for changes |
| Scheduling | Excel sheets (confusing) | Roster-based in bookU |
| Permanent staff integration | Not covered | Included in Full version |
| Admin time per week | 3+ hours every Friday | Minimal |
| Error rate | High (manual corrections) | Low (automation) |
| Owner's focus | Split between store and admin | Fully on the store |
“By switching to bookU, I win at least three hours every Friday.”
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