Coffee Shop Opening and Closing Checklist (Free Printable)
A checklist means every shift opens and closes the same way, no matter who is on. Nothing gets forgotten: the backflush, the milk dates, the cash count. Below are opening and closing checklists you can print, copy into your own format, or adapt to your café.
Adjust the order and timings to your equipment. Your espresso machine’s manual and your local food safety requirements come first.
How to use these checklists
- Print one copy per shift and have the barista initial each task.
- Keep completed sheets for a week or two so you can spot tasks that are often missed.
- Use the same checklist in training. New staff learn the routine faster when it’s written down.
- Review it every few months, and whenever you change equipment or the menu.
Coffee beans for your café
Caffeine Brothers supplies cafés, offices and restaurants with freshly roasted Philippine coffee in 10 kg wholesale boxes from ₱773/kg, with free Metro Manila delivery and a free sample before you commit.
See Wholesale Prices →Opening checklist
Machine and grinder (start first, they need time to heat up)
| Task | Done |
|---|---|
| Turn on the espresso machine and let it reach full temperature and pressure | |
| Check that the brew pressure gauge reads where your machine’s manual says it should during a shot | |
| Refit clean baskets and portafilters, and lock them into the groups to heat | |
| Flush each group head for a few seconds | |
| Purge the steam wands | |
| Fill the grinder hopper with beans, in roast-date order |
Coffee
| Task | Done |
|---|---|
| Grind and discard a few grams to clear old coffee from the grinder | |
| Dial in espresso: weigh dose and yield, time the shot and taste | |
| Write today’s recipe (dose, yield, time) at the bar | |
| Brew batch or cold brew if it is on the menu |
Milk, stock and bar
| Task | Done |
|---|---|
| Check the fridge is cold and milk is within date, oldest at the front | |
| Stock cups, lids, sleeves, straws and napkins | |
| Fill syrups, sauces, sugar and condiments | |
| Put out clean cloths: one for the steam wand, one for the bar | |
| Empty the knock box and drip trays | |
| Fill the ice bin with clean ice |
Front of house
| Task | Done |
|---|---|
| Count the opening cash float and record it | |
| Turn on the POS and check it is working, including card and e-wallet payments | |
| Wipe tables, chairs and the counter | |
| Check the restroom | |
| Turn on lights, music and the open sign |
Closing checklist
Espresso machine
| Task | Done |
|---|---|
| Backflush every group with espresso machine cleaner, then rinse. With Cafiza: 3 g in a blind basket, 10 seconds on and 10 off, 5 times, then 5 times with water | |
| Soak baskets and portafilter heads in cleaner solution (Cafiza: 6 g per litre of hot water, up to 30 minutes), then rinse and dry | |
| Brush the group gaskets and shower screens | |
| Purge and wipe the steam wands. Soak the tips if milk has built up | |
| Empty, wash and dry the drip trays and knock box | |
| Wipe down the machine. Turn it off if your manual says to |
Our espresso machine cleaning guide explains each step and the weekly tasks.
Grinder and coffee
| Task | Done |
|---|---|
| Empty leftover beans into a sealed container, or leave a small amount if your grinder is cleaned weekly | |
| Brush out the grinder chute and wipe the hopper | |
| Seal open bags of beans and store them away from heat and light |
Milk, food and bar
| Task | Done |
|---|---|
| Return milk to the fridge. Throw away any milk left out during service | |
| Wash pitchers, utensils, blenders and shakers | |
| Clean and sanitise the bar counters and sinks | |
| Note low stock for tomorrow’s order: beans, milk, cups, syrups | |
| Empty the bins and take out the rubbish |
Front of house and lock-up
| Task | Done |
|---|---|
| Count the cash, reconcile with the POS report, and record any difference | |
| Wipe tables and chairs, then sweep and mop | |
| Check the fridge and freezer doors are shut | |
| Turn off lights, music, the sign and equipment that should be off | |
| Lock doors and windows and set the alarm |
Weekly add-ons
- Remove and soak the shower screens
- Clean the grinder burrs or run grinder cleaning tablets, if your grinder’s maker allows them
- Check group gaskets for leaks or wear
- Deep-clean the fridges and check their temperature
- Count stock and compare it with your usage. Our coffee beans per month calculator has a reorder planner
Training new staff
Machine care and cashiering are both core competencies in TESDA’s Barista NC II, so they belong in every new barista’s first week. See our guide to barista training in the Philippines, and the lessons on dialing in espresso and steaming milk.
For more on running a café, see the Café Business Resource Center, and more lessons are in the Caffeine Brothers Coffee Academy. Cafés buying 10 kg or more of coffee can see wholesale pricing.
