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Opening and Closing Procedures

Opening and closing procedures are the bookends of every trading day. Done well, they create the conditions for a smooth, safe, and consistent service. Done poorly, they create problems that cascade through the entire shift — a miscalibrated grinder, a cold machine, a till that doesn't balance, a dirty space left for the morning team.

Reliable procedures don't just solve operational problems; they distribute accountability clearly, protect the business legally, and build the habits that distinguish professional operations from amateur ones.

Why Procedures Matter

A coffee shop without documented opening and closing procedures relies on individual memory and habit. This creates several risks:

  • Quality varies depending on who opens
  • Critical checks get skipped when a shift is rushed
  • New or covering staff have no reference point
  • Problems from one shift carry into the next
  • Legal and food safety obligations may go unmet

Written checklists, consistently used, solve all of these. The goal is not bureaucracy — it is a repeatable, high-quality start and end to every day.

Opening Procedures

Before Unlocking

Several tasks should be completed before the shop opens to the public, ideally with 30–45 minutes to spare.

Security and access: - Disarm the alarm system - Unlock all required access points - Check that the space is clear and secure (especially after a weekend or bank holiday) - Log arrival time if required by policy

General inspection: - Check the overall cleanliness from the previous close - Note anything that needs immediate attention or is out of place - Check that no equipment has been left on overnight unexpectedly

Equipment Start-Up

Coffee shop equipment needs time to reach operating temperature before it can produce quality drinks. Starting equipment in the right order and giving it sufficient warm-up time is essential.

Espresso machine: - Switch on and allow a full warm-up — typically 20–30 minutes for commercial machines, longer in cold environments - Check boiler pressure gauge is within normal range - Flush the group heads with blank portafilters or water to bring them to temperature - Check steam wand function with a brief purge - Inspect the drip tray, water reservoir (if applicable), and waste pipe

Grinder: - Check the hopper level and top up if necessary - Run a few seconds of coffee through before dosing to clear any stale residue - Check burr condition if scheduled

Hot water boiler / batch brewer: - Switch on and allow to reach temperature - Run a small amount of water through to flush

Refrigeration: - Check that all refrigeration units reached and maintained the correct temperature overnight (log the reading) - Check stock condition — discard anything past its use-by date - Ensure milk and dairy are stocked to par level

Other equipment: - Blenders, grinders, and any ancillary equipment — check, clean if necessary, and confirm operational - Till/POS system — switch on, load any required software updates, check connectivity

Dialling In

Dialling in is one of the most important tasks of the opening procedure and should be done before the first customer is served.

Why it matters: Grinders drift overnight due to temperature changes and humidity shifts. A grind setting that produced a perfect 28-second extraction at close may run significantly faster or slower the next morning. Serving the first customer on an undialled grinder means serving them an inconsistent, likely poor drink.

Process: 1. Pull a test shot on the espresso machine once fully up to temperature 2. Assess extraction time and yield against the target recipe 3. Adjust grind finer (to slow) or coarser (to speed up) as needed 4. Pull additional test shots until the recipe is met consistently 5. Taste and confirm the extraction quality 6. Log the grind setting for reference

This process typically takes 10–20 minutes. It should never be skipped, and it should always be done by someone with sufficient experience to assess the result — not handed to the most junior person on shift.

Station Setup

With equipment running and the grinder dialled in, prepare all work areas for service.

Espresso bar: - Clean and dry portafilters, baskets, and group heads - Lay out tamper, distribution tool, knock box - Stock milk in pitchers ready to go (don't leave large quantities at room temperature) - Set out cups in the correct sizes for each drink type - Check syrup bottles are full and labelled - Confirm all recipe cards or references are visible if needed

Filter bar (if applicable): - Rinse brew equipment (V60, Chemex, AeroPress) - Confirm batch brew is on and within temperature - Check pour-over grinder is dialled in for the current coffee

Counter and till: - Load till float and confirm cash is correct - Check till paper / receipt roll - Test card payment terminal - Set out serviettes, sugar, stirrers as per the shop layout - Confirm loyalty cards, menus, or specials boards are current

Food display: - Stock pastries and food items - Label all food items correctly with allergen information - Check all food temperatures if applicable - Discard anything past use-by date

Cleaning station: - Ensure cleaning cloths are clean and correctly coloured (if using a colour-coded system) - Check cleaning products are accessible and correctly labelled (COSHH) - Confirm sanitiser solution is at correct concentration

Pre-Opening Quality Check

Before unlocking the door or flipping the sign:

  • Pull and taste a final espresso shot — confirm quality before serving to customers
  • Steam a small amount of milk and check microfoam texture
  • Make one complete drink to confirm all stations are working together
  • Walk the floor — check tables, chairs, and customer-facing areas are clean and set up
  • Confirm toilets are clean and stocked
  • Check that music, lighting, and temperature are set appropriately for opening

Opening Checklist (Summary)

OPENING CHECKLIST

Security & Access
☐ Alarm disarmed, premises checked
☐ All access points unlocked

Equipment
☐ Espresso machine on and up to temperature
☐ Group heads flushed
☐ Grinder checked and hopper loaded
☐ Hot water / batch brew running
☐ Refrigeration temperature logged

Dialling In
☐ Test shots pulled
☐ Recipe met consistently
☐ Grind setting logged

Station Setup
☐ Espresso bar stocked and clean
☐ Filter bar ready (if applicable)
☐ Till loaded and tested
☐ Food display stocked and labelled
☐ Cleaning station ready

Quality Check
☐ Final shot tasted and approved
☐ Floor and customer areas checked
☐ Toilets checked
☐ Atmosphere set (music, lighting, temperature)

Signed off by: _____________ Time: _______

Mid-Shift Procedures

Procedures don't stop at opening. Several checks and tasks should be embedded in every shift.

Ongoing: - Clean as you go — wipe down surfaces, portafilters, and steam wands continuously - Restock milk and consumables before running out, not after - Monitor extraction quality throughout the shift — redialling may be required if the weather changes significantly or after a long quiet period

Every 1–2 hours: - Empty knock box before it is full - Wipe down the espresso machine exterior and drip tray - Check filter coffee temperature and freshness — batch brew should be refreshed within 30–60 minutes of brewing - Check food display for presentation and stock levels

Handover between shifts: - Communicate any equipment issues, unusual incidents, or stock shortages - Confirm current grind settings - Log any customer feedback or complaints - Leave the station in the same condition you'd want to find it

Closing Procedures

Closing is the most time-intensive and consequential set of daily tasks. A thorough close protects equipment, ensures food safety, secures the premises, and sets the next morning team up to open smoothly.

Equipment Cleaning

Espresso machine — daily: - Backflush each group head with a cleaning tablet (blind basket) — typically 3–5 cycles - Remove portafilter baskets and soak in cleaning solution - Wipe down all exterior surfaces including the steam wands - Purge and wipe steam wands thoroughly — milk residue left overnight builds up and harbours bacteria - Empty and clean drip trays - Descale as per the machine manufacturer's schedule (weekly or monthly depending on water hardness)

Grinder — daily: - Brush out the grind chamber and chute with a dedicated brush - Wipe down the exterior - Empty the doser or chute of remaining grounds - Check and log burr wear if on a monitoring schedule

Filter equipment: - Rinse all brew equipment with hot water - For batch brewers: run a cleaning cycle if scheduled; empty and rinse the carafe - Soak any scale or coffee oils from V60, Chemex, or other pourover equipment

Refrigeration: - Check temperatures and log - Cover and label any open food items - Discard anything reaching its use-by date - Wipe down shelves if required

Other equipment: - Clean blenders thoroughly — lid, blade, and jug - Wipe down hot water boiler exterior - Switch off non-essential equipment

Cleaning the Space

Bar and counter: - Remove all items from surfaces and wipe down with food-safe sanitiser - Clean and sanitise cutting boards and food preparation surfaces - Wipe down display cases - Empty and clean all bins — never leave full bins overnight - Sweep and mop the bar floor

Customer area: - Clear and wipe all tables and chairs - Sweep and mop the floor - Check for lost property and store securely - Turn off music and non-essential lighting

Toilets: - Full clean — surfaces, fixtures, and floor - Restock paper, soap, and hand sanitiser - Empty bins

Stock Management

  • Complete an end-of-day stock check against par levels
  • Note what needs to be ordered before the next service
  • Store all perishables correctly — covered, labelled, and at the correct temperature
  • Rotate stock using FIFO
  • Log any waste — over-prepared food, expired stock, spilled product

Till Reconciliation

  • Count the cash in the till against the expected float plus sales figure
  • Record any discrepancies — do not guess or adjust figures
  • Complete the daily banking process as per the shop's policy
  • Log the final Z-read from the till
  • Secure cash as required (safe, collection, or deposit)

Security and Lock-Up

  • Check all windows and secondary doors are closed and locked
  • Check that all gas appliances are off (if applicable)
  • Switch off all non-essential electrical equipment — confirm at the socket, not just by switch
  • Set the alarm
  • Lock the main entrance and confirm it is secure
  • Log departure time

Closing Checklist (Summary)

CLOSING CHECKLIST

Equipment Cleaning
☐ Espresso machine backflushed
☐ Portafilter baskets soaked and cleaned
☐ Steam wands cleaned
☐ Drip trays emptied and cleaned
☐ Grinder brushed out
☐ Filter equipment cleaned
☐ Refrigeration temperatures logged

Space Cleaning
☐ All surfaces wiped and sanitised
☐ Bins emptied
☐ Floor swept and mopped (bar and floor)
☐ Toilets cleaned and restocked

Stock & Till
☐ Stock check completed and orders noted
☐ Perishables stored and labelled
☐ Cash counted and reconciled
☐ Till Z-read logged
☐ Cash secured

Security
☐ All equipment switched off
☐ Doors and windows locked
☐ Alarm set
☐ Departure time logged

Signed off by: _____________ Time: _______

Maintaining Procedure Quality

Accountability

Each checklist should be signed off by the opener or closer by name. Unsigned checklists provide no accountability. Signed checklists mean that problems can be traced, patterns identified, and the right conversations held.

Regular Review

Checklists should be reviewed every few months and updated when: - Equipment changes - New products or processes are introduced - An incident reveals a gap in the current procedure - Staff consistently skip or struggle with a step

A procedure that nobody follows is not a procedure — it is wishful thinking. If a step is being skipped routinely, either the step needs to be changed or the culture around compliance needs to be addressed.

Training New Staff

Opening and closing should be taught through shadowing, not assumption: - New staff shadow an experienced opener/closer for several shifts - They then complete the checklist under supervision - They then complete it independently with a check-in - Full sign-off responsibility comes only when competency is confirmed

See also: ../../Staff Training Operations and Systems

  • ../../Health and Safety Protocols — Food safety, HACCP, and legal requirements
  • ../../Staff Training Operations and Systems — How to train staff in these procedures
  • Coffee Shop Staff Training Programmes — Full training framework
  • ../../Training Staff in Quality Control — Quality checks embedded in the daily routine

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