Checklists LibraryOpening a Cafe (Coffee Shop) Checklist

HoReCa

10/22/2025

Opening a Cafe (Coffee Shop) Checklist

Launching a café has many moving parts: permits, build-out, equipment, vendors, and people. This checklist turns that chaos into a clear, step-by-step plan so nothing slips through the cracks before opening day. From business registration and health inspections to seating capacity and ADA compliance, you’ll have a single source of truth to track progress and capture proof.

It also covers the technical heartbeat of a coffee bar: espresso machines, grinders, brewers, water filtration, refrigeration, and food-safety controls. You’ll log calibration values, temperatures, and TDS/hardness, confirm sanitizer levels and handwash readiness, and document SOPs for cold brew, allergens, and shelf-life labeling — making compliance simple and inspection-ready.

People and revenue operations are built in: hiring and onboarding, training schedules, skills matrices, service scripts, POS configuration, payment processing, inventory, time & attendance, security, and marketing. You’ll plan supplier contracts and pars, configure menu and pricing, set COGS and labor targets, and schedule a soft opening to validate throughput, ticket times, and guest feedback before the public launch.

Use the checklist on paper or in a mobile app. Answer types keep records clean and useful: [Flag] for pass/fail tasks, [Number] for temps, counts, and budgets, [Text] for notes and issues, and [Media] for photo evidence (permits on display, equipment gauges, setup). The result is a time-stamped audit trail, smoother handoffs among owners, managers, and contractors, and a confident, on-time opening with fewer surprises.

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Business registration completed

Check

Business license issued (number)

Number

Food service permit approved

Check

Health department inspection scheduled (date)

Text

Fire safety inspection passed

Check

Zoning/use of premises confirmed

Check

Lease signed, key dates logged

Text

COI (insurance) active, policy limit ($)

Number

Workers’ comp set up

Check

Sales tax registration complete

Check

Bank account opened

Check

Payment processor/POS merchant ID received

Check

Floor plan finalized

Check

ADA accessibility verified

Check

Plumbing rough-in approved

Check

Electrical load meets equipment specs

Check

Ventilation/HVAC balanced

Check

Emergency exits unobstructed

Check

Restrooms equipped & signed

Check

Upload photos of dining and barista layout

Media

Espresso machine installed, serial recorded

Text

Batch brewer installed, brew ratio verified

Check

Water filtration system installed

Check

Ice machine operational, bin sanitized

Check

Refrigerators at ≤ 41°F (temp °F)

Number

Thermometers calibrated

Check

Scale accuracy checked (g)

Number

Smallwares inventory complete

Check

Cutlery/napkins/strirrers stock (units)

Number

Pitchers, tampers, mats, knock box present

Check

Cleaning tools & chemicals labeled/stored

Check

Handwash sinks stocked (soap/paper/hot water)

Check

PPE available (gloves/aprons)

Check

First-aid kit stocked

Check

Fire extinguishers serviced/in date

Check

Menu finalized, allergens listed

Check

Coffee lineup set (espresso/filters/specials)

Check

Alt-milks selected and priced

Check

Tea selection curated

Check

Bakery/pastry SKUs approved

Check

Food safety SOPs published

Check

Waste & shelf-life labels in use

Check

Upload photo of menu board/pricing

Media

Suppliers contracted (coffee/tea/dairy/bakery)

Check

Delivery schedule confirmed (days/week)

Text

Milk/par level per day (liters)

Number

Bakery par level per day (items)

Number

Coffee bean par (kg/week)

Number

Backup suppliers listed

Text

Receiving & temperature check SOP in place

Check

Hiring plan completed

Check

Baristas hired (count)

Number

Shift leads hired (count)

Number

Food handler cards verified

Check

Onboarding docs signed

Check

Training schedule completed

Check

Barista skills matrix scored

Text

Customer service script approved

Check

Incident reporting process defined

Check

Shift handover template prepared

Check

POS configured (menu, modifiers, tax)

Check

Receipt printer, cash drawer tested

Check

Card terminals connected

Check

Inventory system set up

Check

Time & attendance system live

Check

Wi-Fi set (guest + staff SSIDs)

Check

Security cameras operational

Check

Alarm system armed/tested

Check

Data backup for POS enabled

Check

Gift cards/loyalty configured

Check

Brand assets finalized (logo, palette)

Check

Interior signage installed

Check

Menu boards printed/digital set

Check

Website live, hours/contact accurate

Check

Google Business Profile verified

Check

Social profiles created (links)

Text

Grand opening date set

Text

Opening promo (discount/BOGO) defined

Text

Press/locallist outreach done

Check

Outdoor signage/flags permitted

Check

Upload photo of storefront signage

Media

Financial model complete

Check

Startup budget vs actual ($)

Number

COGS targets set (%)

Number

Labor budget set (%)

Number

Price list margin check complete

Check

Cash handling SOP published

Check

Opening cash float prepared ($)

Number

Tip distribution policy posted

Check

Daily sales target (weekday) ($)

Number

Break-even daily units (cups/day)

Number

Cleaning schedule posted (daily/weekly)

Check

Open/close checklists assigned

Check

Grease trap service schedule set

Check

Pest control contract active

Check

Waste & recycling contracts active

Check

Oil disposal process documented

Check

Coffee grounds compost plan set

Check

Equipment maintenance calendar set

Check

Preventive maintenance vendor list

Text

Upload photo of cleaning schedule board

Media

Soft opening dry run completed

Check

Throughput test: orders per 15 min (count)

Number

Average ticket time (min)

Number

Customer feedback collected

Text

Menu/price tweaks applied

Check

Staffing levels adjusted

Check

Opening day roster confirmed

Check

Contingency plan for outages

Check

Post-opening review date set

Text

Handover notes for launch day prepared

Text

Extra filters/faucet cartridges stocked

Check

Milk/alt-milk safety stock for day 1 (liters)

Number

Bakery safety stock for day 1 (items)

Number

Final walk-through signed off

Check

Upload final pre-opening walk-through photos

Media

Opening a Cafe (Coffee Shop) Checklist

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