Food Safety Made Easy for Cafes
Keep your cafe compliant with digital checklists for food safety, allergens, and hygiene that fit your fast-paced environment.
The Challenge
Cafes and coffee shops face unique compliance pressures - early morning opens mean rushed setup procedures, high staff turnover brings constant retraining needs, and the combination of food display, allergen management, and coffee equipment maintenance creates multiple compliance touchpoints. Paper-based systems quickly fall behind when baristas are juggling espresso orders and food service, leaving gaps that only surface during EHO inspections or customer complaints.
How Assistant Manager Solves Cafes & Coffee Shops Compliance
Each module is designed to address the specific challenges cafes & coffee shops businesses face every day.
Checklist Management
Cafes need streamlined checklists that can be completed quickly during busy service without slowing down coffee orders, covering food display, equipment cleaning, and HACCP requirements in a format small teams can actually follow
The Problems
Why This Matters for Cafes & Coffee Shops
- Display cabinet temperature checks get skipped during the morning rush, then filled in later with guessed readings that do not reflect actual conditions
EHO inspectors notice temperature logs showing identical readings every day and immediately question the validity of all your food safety documentation
- Coffee machine cleaning and descaling schedules are supposed to happen daily and weekly, but nobody tracks whether they actually get done
Milk residue builds up in steam wands, grinder hoppers collect stale grounds, and customers notice the coffee quality declining before you do
- Opening procedures differ depending on who opens - some staff check food dates, others skip straight to setting up the coffee station
Expired products end up in the display cabinet, allergen labels are not checked, and food safety tasks only happen when certain staff are working
The Solution
How Checklist Management Helps
Digital checklists with scheduled reminders, photo verification requirements, and real-time completion tracking that works on any smartphone or tablet
Every opening procedure is completed in the correct order, every temperature is logged at the right time with evidence, and managers see instantly when tasks are overdue - before inspectors or customers notice problems
Use Cases:
- • Display cabinet temperature logging with alerts for excursions
- • Coffee machine cleaning and maintenance schedules
- • Opening procedures including date checks and equipment startup
- • Closing procedures with food disposal and security verification
- • Milk fridge and dairy storage temperature monitoring
- • Weekly deep clean schedules with photo evidence
- • Delivery acceptance checks for baked goods and supplies
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Display cabinet temperature checks get skipped during the morning rush, then filled in later with guessed readings that do not reflect actual conditions
Real Scenario
"During a surprise inspection, the environmental health officer checks your display cabinet - it reads 9C. Your paper log shows 5C was recorded an hour ago. Your hygiene rating drops from 5 to 3 because they cannot trust your records."
Example 2: Coffee machine cleaning and descaling schedules are supposed to happen daily and weekly, but nobody tracks whether they actually get done
Real Scenario
"A regular customer mentions their latte tastes "off". Investigation reveals the steam wand has not been properly purged in days and the group heads have not been backflushed in over a week. The paper cleaning log shows ticks, but nobody actually did the tasks."
Example 3: Opening procedures differ depending on who opens - some staff check food dates, others skip straight to setting up the coffee station
Real Scenario
"A customer bites into a pastry that was delivered three days ago and clearly stale. The morning opener "did not have time" to check dates because they were rushing to get the espresso machine warmed up before the first customers arrived."
Employee Scheduling
Coffee shops rely heavily on part-time and student workers with variable availability, plus early morning shifts that require specific training on opening procedures and equipment startup
The Problems
Why This Matters for Cafes & Coffee Shops
- Early morning shifts starting at 5:30am or 6am are unpopular, and the same few staff always end up covering them - leading to burnout and callouts
When morning openers call in sick at 5am, there is no backup plan and the cafe either opens late or the manager has to cover every time
- Student staff and part-timers have constantly changing availability, and scheduling is done on WhatsApp or paper - leading to confusion about who is actually working
Shifts are understaffed on busy days and overstaffed on quiet ones, staff turn up for shifts they were not scheduled for, and nobody can prove what was actually agreed
The Solution
How Employee Scheduling Helps
Intelligent scheduling that tracks staff availability, qualifications, and working patterns with shift swap requests and automatic conflict detection
Rotas are published in advance with clear visibility for all staff, opening shifts have trained backup options, and schedule changes are tracked with full audit trail
Use Cases:
- • Early morning shift scheduling with trained opener requirements
- • Part-time staff availability tracking and management
- • Shift swap requests with manager approval workflow
- • Weekend and bank holiday coverage planning
- • Multi-location staff sharing for busy periods
- • Labor cost forecasting against expected footfall
- • Student term-time vs holiday availability management
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Early morning shifts starting at 5:30am or 6am are unpopular, and the same few staff always end up covering them - leading to burnout and callouts
Real Scenario
"Your most reliable morning opener quits with two weeks notice. You realise nobody else has been trained on opening procedures, and you spend the next month personally covering every 5:30am start while trying to recruit."
Example 2: Student staff and part-timers have constantly changing availability, and scheduling is done on WhatsApp or paper - leading to confusion about who is actually working
Real Scenario
"Two baristas both show up for Saturday morning, each certain they were asked to cover. Meanwhile, Sunday afternoon has no cover at all because the message asking someone to swap never got a response."
Time & Attendance
Cafes have early starts, late finishes, and busy periods where breaks get pushed aside - plus young workers who may not know their rights and need systems that protect them automatically
The Problems
Why This Matters for Cafes & Coffee Shops
- Staff clock in late for early morning shifts but timesheets show the scheduled start time, or they stay late cleaning up but do not get paid for the extra time
Payroll is inaccurate, staff become resentful about unpaid overtime, and you have no evidence when disputes arise
- With small teams, there is pressure to skip breaks during busy periods - staff say they will "take it later" but later never comes
Staff work without legally required breaks, become fatigued and make mistakes, and you are exposed to working time regulation breaches
The Solution
How Time & Attendance Helps
Mobile clock in/out with location verification, automatic break reminders, and real-time visibility of who is working and for how long
Accurate records of actual hours worked, automatic alerts when breaks are missed or shifts run long, and complete evidence for any payroll or working time queries
Use Cases:
- • Shift clock in/out with timestamp verification
- • Break recording and compliance monitoring
- • Early morning shift attendance tracking
- • Overtime tracking and approval workflows
- • Young worker hour restriction enforcement
- • Timesheet generation for payroll processing
- • Late arrival and early departure flagging
Feature Screenshot
Time & Attendance
Real-World Examples
Example 1: Staff clock in late for early morning shifts but timesheets show the scheduled start time, or they stay late cleaning up but do not get paid for the extra time
Real Scenario
"A barista claims they have worked an extra 30 minutes every closing shift for months, tidying after their scheduled finish time. You have no records to prove or disprove the claim, and end up paying a lump sum settlement to avoid a tribunal."
Example 2: With small teams, there is pressure to skip breaks during busy periods - staff say they will "take it later" but later never comes
Real Scenario
"Your cafe gets busy unexpectedly on a Saturday. Both baristas work 6 hours straight without a break. One mentions it to a friend who works in HR, and suddenly you are facing questions about systematic break violations."
Training & Development
Coffee shops need to balance thorough training with high turnover reality - training must be quick enough for busy periods but comprehensive enough to maintain quality and food safety standards
The Problems
Why This Matters for Cafes & Coffee Shops
- New baristas learn by watching others, picking up bad habits and inconsistent techniques - there is no structured training programme
Coffee quality varies wildly depending on who is working, customers notice the inconsistency, and your reputation suffers
- Food hygiene and allergen training happens at induction but is never refreshed, and certificates expire without anyone noticing
Staff forget allergen protocols, expired certificates are discovered during inspections, and you cannot prove competence when incidents occur
- High turnover means constantly training new staff, but there is never enough time to do it properly when you are short-staffed
New starters are thrown in at the deep end, make mistakes that upset customers, and often leave within weeks because they feel unsupported
The Solution
How Training & Development Helps
Digital training courses with video content, practical assessments, certificate tracking, and automatic expiry reminders for all required qualifications
Every new starter completes consistent training before serving customers, barista skills are verified through practical assessments, and certification renewals are never missed
Use Cases:
- • Barista skills training with practical assessment sign-off
- • Level 2 Food Hygiene certification tracking
- • Allergen awareness training for all food handlers
- • Coffee machine operation and maintenance training
- • Opening and closing procedure certification
- • Customer service and complaint handling training
- • New starter induction programme with progress tracking
Feature Screenshot
Training & Development
Real-World Examples
Example 1: New baristas learn by watching others, picking up bad habits and inconsistent techniques - there is no structured training programme
Real Scenario
"A customer orders their usual flat white but it tastes completely different from yesterday. The new barista was "trained" in 20 minutes on their first busy Saturday and has been making drinks incorrectly ever since."
Example 2: Food hygiene and allergen training happens at induction but is never refreshed, and certificates expire without anyone noticing
Real Scenario
"A customer with a dairy allergy orders an oat milk latte. The barista uses the same jug they have been steaming regular milk in all morning. When asked about allergen training, the barista certificate expired 8 months ago."
Example 3: High turnover means constantly training new staff, but there is never enough time to do it properly when you are short-staffed
Real Scenario
"You hire three new baristas over the summer. Two quit within a month because "nobody showed them what to do properly" and they felt embarrassed making mistakes in front of customers."
HR Management
Cafes often have young or transient workforces with varied visa statuses, and small teams mean HR tasks fall to managers who are also working on the floor
The Problems
Why This Matters for Cafes & Coffee Shops
- Employee records are scattered across paper files, email attachments, and the manager phone - finding a specific document takes ages
Right-to-work checks cannot be verified when needed, emergency contact information is outdated, and references for former staff are delayed
- High turnover means constant onboarding and offboarding, but the admin keeps getting pushed aside during busy trading periods
New starters work before paperwork is complete, leavers retain access to systems, and GDPR compliance for personnel records is questionable
The Solution
How HR Management Helps
Centralised employee records with document storage, right-to-work tracking, contract management, and onboarding/offboarding checklists
All employee information is accessible instantly, right-to-work expiries are flagged automatically, and new starters have a clear onboarding process that does not get forgotten
Use Cases:
- • Employee record management with document storage
- • Right-to-work verification and expiry tracking
- • Contract and policy document distribution and signing
- • New starter onboarding checklist completion
- • Leaver offboarding process management
- • Emergency contact and next-of-kin records
- • Holiday and absence request management
Feature Screenshot
HR Management
Real-World Examples
Example 1: Employee records are scattered across paper files, email attachments, and the manager phone - finding a specific document takes ages
Real Scenario
"An immigration officer asks to see right-to-work documentation for your team. Three files cannot be found, one has an expired visa copy that was never updated, and the owner of the cafe is on holiday with the passwords to everything."
Example 2: High turnover means constant onboarding and offboarding, but the admin keeps getting pushed aside during busy trading periods
Real Scenario
"A barista who left six months ago still has keys and alarm codes. When you finally audit your staff records, you find contracts unsigned, National Insurance numbers missing, and no record of anyone emergency contact."
Risk Assessment
Cafes have unique hazards combining commercial coffee equipment, food handling, customer service areas, and often limited space - requiring specific assessments rather than generic templates
The Problems
Why This Matters for Cafes & Coffee Shops
- Risk assessments were written when the cafe opened and have not been updated despite new equipment, layout changes, and menu additions
When incidents occur, risk assessments do not cover the actual hazards present - leaving the business exposed to claims and enforcement action
- Coffee equipment creates specific hazards - hot surfaces, steam, pressurised systems - but generic hospitality risk assessments do not cover them properly
Baristas suffer burns from steam wands, hand injuries from grinders, and the risk assessment just says "hot equipment - take care"
The Solution
How Risk Assessment Helps
Digital risk assessment system with cafe-specific hazard templates, AI-suggested control measures, and automatic review reminders when equipment or layouts change
Risk assessments are current and specific to your actual operations, covering coffee equipment, food display, and customer areas with appropriate control measures
Use Cases:
- • Espresso machine and grinder hazard assessments
- • Hot beverage preparation and serving risk controls
- • Food display cabinet and preparation area assessments
- • Customer seating area slip and trip hazards
- • Manual handling for stock and milk deliveries
- • Electrical equipment safety assessments
- • Outdoor seating and pavement furniture risks
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Risk assessments were written when the cafe opened and have not been updated despite new equipment, layout changes, and menu additions
Real Scenario
"A customer trips over the new display stand added last month. Investigation reveals your risk assessment still shows the old layout with no mention of the floor-standing display in the customer walkway."
Example 2: Coffee equipment creates specific hazards - hot surfaces, steam, pressurised systems - but generic hospitality risk assessments do not cover them properly
Real Scenario
"A new barista burns their hand on the steam wand while purging it. Your risk assessment mentions "hot drinks" as a hazard but has no specific controls for espresso machine operation or steam wand handling techniques."
Incident Reporting
Coffee shops see regular minor burns, occasional customer incidents, and near-misses with hot liquids - all requiring documentation that is quick enough to complete between serving customers
The Problems
Why This Matters for Cafes & Coffee Shops
- Burns and minor injuries are so common in coffee shops that they are treated as normal and rarely documented
When a staff member develops a more serious injury or makes a claim, there is no record of previous incidents or what was done about them
- Customer incidents - spilled drinks, trips, allergic reactions - are dealt with in the moment but never formally recorded
When compensation claims arrive months later, you cannot demonstrate what happened, what you did about it, or that you responded appropriately
The Solution
How Incident Reporting Helps
Mobile incident reporting with structured forms, photo capture, witness details, automatic RIDDOR determination, and follow-up action tracking
Every incident is documented at the time it happens with complete evidence, near-misses are captured to prevent serious injuries, and you have defensible records when claims arise
Use Cases:
- • Steam wand and hot liquid burn documentation
- • Customer slip, trip, and fall incident records
- • Allergic reaction incident reporting with full details
- • Equipment-related injury documentation
- • Near-miss reporting for proactive hazard identification
- • Customer complaint escalation tracking
- • RIDDOR determination and reporting for serious incidents
Feature Screenshot
Incident Reporting
Real-World Examples
Example 1: Burns and minor injuries are so common in coffee shops that they are treated as normal and rarely documented
Real Scenario
"A barista claims their repetitive strain injury was caused by work. They say they reported wrist pain months ago. You have no record of any reports, and no evidence of adjustments or rest breaks being offered."
Example 2: Customer incidents - spilled drinks, trips, allergic reactions - are dealt with in the moment but never formally recorded
Real Scenario
"A customer claims they slipped on spilled milk and injured their back, seeking 8,000 pounds in damages. Your staff remember the incident but there is no written record - no accident book entry, no witness details, no photos of the floor condition."
COSHH Management
Coffee shops use multiple specialist cleaning products for espresso machines, grinders, and food contact surfaces - many of which are more hazardous than staff realise and require specific handling procedures
The Problems
Why This Matters for Cafes & Coffee Shops
- Coffee machine cleaning chemicals, descalers, and sanitisers are used daily but staff do not understand the hazards or required precautions
Staff get chemical burns from concentrated descaler, mix incompatible products, or do not use required PPE because nobody explained the risks
- When cleaning product suppliers change or new products are introduced, COSHH assessments are not updated
Your COSHH folder documents products you stopped using months ago while current products have no assessment at all
The Solution
How COSHH Management Helps
Digital COSHH assessment system with automatic Safety Data Sheet retrieval, product-specific handling guidance, and review reminders when products change
Every cleaning chemical has a current assessment that staff can access on their phones, with clear guidance on handling, storage, and what to do if exposure occurs
Use Cases:
- • Espresso machine descaler and cleaner assessments
- • Coffee grinder cleaning product documentation
- • Food contact surface sanitiser safety records
- • Glass and crockery cleaning chemical assessments
- • Floor cleaner and degreaser hazard documentation
- • Staff PPE requirements by cleaning task
- • Chemical storage and incompatibility guidance
Feature Screenshot
COSHH Management
Real-World Examples
Example 1: Coffee machine cleaning chemicals, descalers, and sanitisers are used daily but staff do not understand the hazards or required precautions
Real Scenario
"A barista gets descaling solution on their skin while cleaning the espresso machine. They did not know it was corrosive and just wiped it off - developing a chemical burn that required medical attention. The COSHH file was in the back office, unread."
Example 2: When cleaning product suppliers change or new products are introduced, COSHH assessments are not updated
Real Scenario
"EHO asks to see COSHH assessments. Your folder shows the old espresso machine cleaner, but you switched brands six months ago. The current descaler - a much stronger product - has never been assessed."
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