Coffee Shop Operating System
Open-to-close operating manual for an Ontario café: bar standards, ordering, cost control, staffing and food premises compliance.
Written against
- · Health Protection and Promotion Act — O. Reg. 493/17 (Food Premises)
- · Occupational Health and Safety Act (Ontario)
- · Employment Standards Act, 2000 (Ontario)
- · Accessibility for Ontarians with Disabilities Act (Customer Service Standard, O. Reg. 191/11)
- · Workplace Safety and Insurance Act, 1997 (WSIB)
- · Smoke-Free Ontario Act, 2017 (patios)
- · Municipal patio and sidewalk café by-laws
1. Pre-opening compliance checklist
- · Food premises notification to the local public health unit before opening
- · Certified food handler on site during all hours of operation
- · Municipal business licence, patio/boulevard permit and sign permit
- · Fire inspection, hood suppression certificate and TSSA sign-off on gas equipment
- · Backflow prevention and potable water confirmation for espresso plumbing
- · WSIB registration and posted OHSA materials
- · Smoke-Free Ontario Act signage: no smoking or vaping on covered patios or within nine metres of an entrance where required
2. Opening procedure (60 minutes)
- · Unlock, disarm, lights, music, open sign; count opening float and record
- · Turn on espresso machine and grinders; allow full pressure and temperature stabilization
- · Record fridge, display and milk fridge temperatures (must be 4°C or colder)
- · Dial in espresso: dose, yield, time; record on the daily dial-in sheet
- · Fill sanitizer buckets, test concentration with strips, record result
- · Stock milk, syrups, cups, lids, pastry case with date and allergen labels
- · Wash hands, check uniforms, hair restraints and health of staff (no employee working while symptomatic with a communicable illness)
3. Bar standards
| Standard | Target | Check |
|---|---|---|
| Espresso dose | 18–20 g | Every dial-in and after grinder change |
| Shot time | 25–32 s | Hourly spot check |
| Steamed milk temp | 55–65°C | Thermometer weekly audit |
| Drink to hand | Under 3 min at peak | Timed twice per shift |
| Bar reset | Every 30 min | Visual |
4. Closing procedure
- · Backflush group heads, soak portafilters and baskets, clean steam wands and probes
- · Empty, wash and sanitize grinder hoppers weekly; wipe daily
- · Discard expired hazardous foods; record waste
- · Full clean of prep surfaces, sinks, floors, drains and washrooms
- · Complete the temperature and cleaning logs and initial them
- · Cash out, reconcile to POS report, prepare deposit, secure safe
- · Set alarm, lock, confirm gas and small equipment off
5. Ordering and inventory
- · Par levels for coffee, milk, syrups, cups, pastry and cleaning supplies
- · Two order days per week; count before ordering, never from memory
- · Receiving check: temperature of dairy on arrival, packaging integrity, dates, invoice vs delivery
- · First in, first out rotation with visible date labels on everything decanted
- · Weekly inventory value and cost of goods sold percentage (target 25–32%)
6. Labour and scheduling (ESA)
- · Schedule posted at least one week in advance as a practice standard
- · 30-minute eating period after five consecutive hours of work
- · 11 consecutive hours free from work each day between shifts
- · Overtime after 44 hours per week at 1.5×
- · Tip pooling policy in writing; employers may only share in a tip pool in limited circumstances under the ESA — document your policy and pay tips by the same method as wages
- · Three-hour rule: if a shift is shortened, pay at least three hours where the employee regularly works longer shifts
7. Weekly and monthly maintenance
- · Weekly: descale check, water filter pressure, grinder burr inspection, deep clean drains
- · Monthly: water filter cartridge log, espresso machine service booking, fire extinguisher visual check
- · Quarterly: hood cleaning by a certified contractor with a dated certificate
- · Annual: fire suppression inspection, equipment service contracts, insurance review
8. Numbers that run the café
| Metric | Healthy range | Review |
|---|---|---|
| Cost of goods sold | 25–32% of sales | Weekly |
| Labour cost | 28–35% of sales | Weekly |
| Rent + occupancy | 8–12% of sales | Monthly |
| Average transaction | Track trend, not target | Weekly |
| Waste | Under 3% of sales | Daily log, weekly review |
This template is provided for general business use and reflects Ontario and federal Canadian requirements as commonly applied. It is not legal, tax or clinical advice. Confirm current requirements with Ontario.ca, your local public health unit or municipality, the Ministry of Labour, Immigration, Training and Skills Development, the CRA, WSIB and your professional regulator, and have high-risk documents reviewed by a licensed Ontario lawyer or accountant before use.