Empowering Remote Work with Low-Code Solutions: A Case Study on BeerOrCoffee

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BeerOrCoffee, Latin America’s largest coworking platform, faced significant challenges as a 100% remote organization. The company, which has over 1,100 spaces in over 170 Brazilian cities and other global locations, struggled with managing its remote teams and standardizing internal processes. The lack of a centralized tool for managing processes led to difficulties in standardizing internal processes, as different teams used different platforms. Data storage was another challenge, as the use of various cloud services hampered interactions between coworkers and departments. Marcelo Bogobil, IT and Integrations Manager, was particularly affected by the lack of centralization and standardization of data, given his location in a different time zone from his coworkers.

BeerOrCoffee is a leading platform that provides hybrid workspace solutions for companies. Its flagship product, OfficePass, is a subscription service that allows employees to access office space wherever convenient, through a large network of shared workspaces. Clients can also access meeting room rentals, virtual offices, private rooms, and built-to-suit premises. Founded in 2015, BeerOrCoffee has always functioned remotely, becoming a specialist in remote work and the future of work. The company is considered Latin America’s biggest coworking platform, with over 1,100 spaces in over 170 Brazilian cities and a few other cities worldwide.

To address these challenges, BeerOrCoffee sought to create a controlled environment for designing and testing new processes quickly and efficiently. The IT team initiated the 'Process Lab' project, aiming to centralize processes on a shared platform for all operations. This would provide each department with the autonomy to customize their workflows while ensuring standardization for data management and visibility. The company chose Pipefy, a low-code platform, to orchestrate processes across several departments. The IT team implemented a streamlined approach that moved from process design and area training to delivery. They also integrated existing applications within each department using Pipefy’s open API, Workato, and Zapier. After delivering the customized process through Pipefy, each department was empowered to adapt the platform in their own way, with the IT & Integrations team encouraging process improvements.

• The implementation of Pipefy brought significant operational benefits to BeerOrCoffee. The centralization and standardization of processes on a low-code platform allowed the company to focus on efficiency gains. They identified process automation possibilities in steps that were often repeated and done manually. The Customer Relationship Management (CRM) process, one of the most complex and important processes in the company, gained the most efficiency. Automation rules added to this workflow enabled teams to automatically communicate with internal and external clients using emails and notifications. The company's startup mindset of testing, changing, and improving remained intact, with 5 of the 8 departments already using Pipefy and plans to extend its use to the entire company. The flexibility of Pipefy's low-code interface empowered each company manager to test and improve their processes without necessarily reaching out to IT & Integrations for each modification.

• By the end of 2021, 5 departments were using Pipefy to manage over 60 different processes.

• Through the use of automation rules in Pipefy, BeerOrCoffee’s team saved over 560 monthly work hours, equivalent to two full-time employees.

• By the beginning of 2022, BeerOrCoffee had grown to over 100 employees.