Free resource · Specialty coffee

The Coffee Shop
SOP Library

10 ready-to-use Standard Operating Procedures that run your café when you're not in the room. Open, close, equipment cleaning, food safety, cash, refunds, complaints, and more.

At a glance

Total SOPs: 10 procedures
Categories: Daily ops · Safety · Financial · More
Cost: Free · No signup
Compliance-ready: FDA Food Code aligned

How to use this

Read all 10 this week. Edit any that don't match how you actually operate — these are starting points, not commandments. Walk your shift leads through them once together. For a digital version with role-based access, version history, and instant updates across locations, drop them into Brewspace.

Daily ops

Opening the café

Purpose

Ensure the shop opens safely, on time, and to brand standard every day.

When to use

60–90 minutes before opening.

Steps

1 Unlock, disarm alarm, turn on all lights
2 Walk safety check — no leaks, no broken glass, no unexpected smells
3 Turn on espresso machine and grinder; let warm up while you clean
4 Clean floors, surfaces, bathroom, condiment bar
5 Set music, signage, patio (if applicable)
6 Receive pastry delivery, date-label, arrange display case
7 Stock cups, lids, syrups, milks, retail
8 Dial in espresso — record dose, yield, time on shift log
9 Open POS, count float, confirm card reader online
10 Brief team on specials, deliveries, staffing
11 Manager walks the customer journey for final QA
12 Flip "open" sign at opening time exactly

Notes

See the Coffee Shop Opening Checklist for the full 70+ task tappable version.

Daily ops

Closing the café

Purpose

End the day so tomorrow's open is fast, safe, and clean.

When to use

Last 60–90 minutes of operating hours.

Steps

1 Stop accepting orders at posted close time
2 Pull out remaining pastries, label for donation/compost/staff per policy
3 Run final batch brew if needed; otherwise dump and clean
4 Wipe down espresso machine, backflush each grouphead
5 Backflush schedule: detergent backflush 3× per week minimum
6 Remove and rinse all milk pitchers and steam wand tips
7 Empty grinder hopper of fresh beans; return to bag, label, store
8 Wipe grinder, vacuum under it
9 Clean batch brewer per manufacturer instructions
10 Wipe all counters, tables, chairs
11 Sweep and mop floors
12 Take out trash, recycling, compost; replace liners
13 Run cash drop; reconcile POS; print Z-report
14 Set tomorrow's float
15 Turn off equipment per shut-down sequence
16 Set alarm, lock all doors, walk perimeter

Maintenance

Espresso machine deep clean (weekly)

Purpose

Preserve shot quality and extend machine life.

When to use

Once per week, lowest-traffic day, after close.

Steps

1 Detergent backflush each grouphead 5 times with cleaning solution
2 Rinse backflush 5 times per grouphead with plain water
3 Remove and soak portafilter baskets in cleaning solution 15 min
4 Brush groupheads and rubber gaskets
5 Wipe machine exterior with damp cloth and food-safe sanitizer
6 Inspect gaskets — replace if cracked or hardened
7 Steam wand — remove tip, soak, brush internal channels
8 Drain water reservoir if accessible; check for scale buildup
9 Record cleaning on equipment log; note any issues

Notes

Descaling schedule is separate — every 3–6 months depending on water hardness. Use only manufacturer-approved descaler.

Food safety

Milk handling & food safety

Purpose

Prevent contamination and spoilage; meet health code.

When to use

Throughout every shift, every day.

Standards

Fridge temp: Below 40°F / 4°C at all times
Open milk: Used within 5 days
Steamed milk: Never re-steamed

Steps

1 Check fridge temp at open and close; record on temp log
2 Label every opened jug with open date
3 FIFO rotation — front shelves emptied first
4 Steam wand purged before and after every drink
5 Steam wand wiped with sanitized cloth after every drink
6 Pitchers cleaned with hot soapy water at least every 4 hours; not just rinsed
7 Discard leftover steamed milk; never re-steam
8 Alt milks (oat, almond, soy) checked daily for expiration and curdle
9 If fridge fails temp check: move milk to backup fridge, mark suspect inventory, do not serve

Financial

Cash handling

Purpose

Reduce shrinkage and create an audit trail.

When to use

Every shift change and at open/close.

Standards

Reconciliation: Two-person at end of day
Drops above $200: To safe immediately

Steps

1 Opening: manager counts float, records on cash log, drawer assigned to opening cashier
2 Mid-shift: any cash above $200 dropped to safe with witness
3 Cashier change: count down drawer, sign off, hand to incoming cashier who counts up
4 Closing: cashier counts drawer; manager recounts; reconcile to POS report
5 Variances over $5: documented, root-caused before next shift
6 Bank deposit per schedule; never carried home

Customer service

Refunds & comps

Purpose

Recover unhappy customers without leaking margin.

When to use

When a customer is unsatisfied or a drink is mis-made.

Standards

Barista authority: Comp or remake any drink under $10 without approval
Manager approval: Required for anything else

Steps

1 Listen to the customer fully before responding
2 Apologize without making excuses ("I'm sorry that happened")
3 Offer the appropriate resolution: remake, refund, comp, or escalate
4 Process refund or comp in POS with reason code
5 Note the incident in shift log: what happened, what was offered, customer name if known
6 Manager reviews comps weekly; patterns flagged (specific barista, specific drink, specific time)

Maintenance

Equipment maintenance schedule

Purpose

Predictable equipment behavior; no surprise breakdowns.

When to use

Recurring per the schedule below.

Standards

Daily: Backflush groupheads, wipe steam wands, clean grinder exterior
Weekly: Detergent backflush, soak baskets, deep clean grinder burr area
Monthly: Inspect gaskets, check water filter, clean ice machine interior
Quarterly: Descale espresso machine, replace water filter, service grinder
Annually: Espresso machine professional service, fridge gasket replacement, fire suppression inspection

Steps

1 Maintain a single equipment log with every service event
2 Set calendar reminders for every recurring item
3 Use original-manufacturer parts and certified service techs
4 Document repair history for warranty and resale

Food safety

Food safety & allergen handling

Purpose

Prevent cross-contamination and meet FDA Food Code.

When to use

Every shift; reviewed quarterly.

Standards

Handwash: Every 20 minutes minimum and after every dirty task
Gloves: Changed between raw and ready-to-eat
Allergens: Kept physically separate

Steps

1 Post handwash signs at every sink
2 Daily temp log on all fridges and the pastry case
3 Date-label every food item received and prepared
4 Pastries with allergens (nuts, dairy, gluten) clearly marked in case and on menu
5 Dedicated allergen-safe utensils and surfaces if you serve allergen-free items
6 Any customer asking about allergens: get manager or trained staff to answer
7 Food handler cards current for every employee; copies on file

Safety

Accident & incident response

Purpose

Protect people and reduce liability.

When to use

Burn, fall, cut, customer injury, theft, threats.

Steps

1 Ensure scene is safe; move people away from hazard
2 Provide first aid from the kit; for any serious injury, call 911
3 Document: who, what, when, where, witnesses, photos
4 Manager on duty completes incident report within 2 hours
5 Report to owner same day; insurance within 24 hours if injury required medical attention
6 Preserve any evidence (broken equipment, spilled product) for investigation
7 Post-incident debrief: was the SOP followed? What changes prevent recurrence?

Customer service

Customer complaint handling

Purpose

Turn an unhappy customer into a return customer.

When to use

Any time a customer expresses dissatisfaction.

Standards

Acknowledged within: 60 seconds
Resolution offered within: 5 minutes
Documentation: Every time

Steps

1 Listen. Don't interrupt. Make eye contact.
2 Acknowledge. "I hear you. I'm sorry that wasn't right."
3 Diagnose. Ask one clarifying question — what specifically was wrong?
4 Resolve. Remake, refund, comp, escalate (in that order of preference)
5 Follow up. Bring the resolution to the customer's table or to the bar.
6 Document. Log the complaint in the shift log with reason code.
7 Pattern-watch. Manager reviews complaint log weekly for trends.

Where to host these

Printed in a manager binder works for one location. For multi-location operators, host them in a searchable documents tool so every barista has the latest version on their phone — and updates roll out instantly across every store. Brewspace gives you that out of the box.

Going beyond paper

Want these in your team's
pockets, not a binder?

Brewspace hosts SOPs with version history, role-based access, and real-time sync across locations. New hires search them on day one. Update once, every shop has the new version instantly. Free 14-day trial, no credit card.

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