Cafés, coffee shops & roasteries
The machine is your most important colleague. It is treated like one.
Some venues run a morning and an evening shift, others just opening and closing. What does not differ: between the first coffee and the last, appliance care decides whether the espresso still tastes in the afternoon the way it did in the morning.
From the single site to the branch chain — one catalogue, one way of maintaining it.
Every appliance has its own task
Espresso machine, milk system, filter coffee machine, grinders and bean-to-cup unit are not one line saying "clean the coffee machine". Each has its own task, split between start-up and end of day: prepare the machine for service, flush the milk system, check the grind — and shut every appliance down individually at night.
The venues name their appliances by model, not by category. Whoever is behind the counter then knows which of the two machines is meant — and the cleaning instructions match the appliance instead of a generic type.
Behind that sits an appliance catalogue that covers coffee equipment as well. Where a manual is on file it hangs on the appliance and its text is searchable — the AI assistant answers questions from it without anyone hunting for the PDF.
Coffee equipment is unforgiving: a missed cleaning cycle can be tasted in the next drink. That is why a task per appliance beats one combined task here.
One catalogue for every branch
The task catalogue is maintained exactly once — at the organisation level. From there it rolls out to the city teams, and almost every task in the branches comes from a central template rather than from local handiwork.
Which means there is no difference in process between two branches. Change the standard and you change it in one place — nobody on site has to rebuild or maintain tasks.
Change one step and it changes in every branch the same evening.
Multilingual is the norm here
Tasks can run entirely in French, English or German — in this branch that is not an edge case but everyday life.
The language follows the team, not the location. Anyone who would rather read in their own language gets the tasks that way, while the reporting for management stays in the language of the business.
Drink quality is logged like hygiene
Alongside the cleaning tasks run checks on the product itself: check grind and dose, pull a test shot, sign off drink quality, confirm that coffee and syrups are prepared. Plus the task of charging the scales at night — so there is something to weigh with in the morning.
The record here is not only driven by regulation. A café documents whether the espresso is right because that is precisely why the guest comes back.
„With so many work areas we often lost track. gastrotodo bundles everything neatly into one app and really helps us simplify the day.“
Veljko Tatalovic, Owner · Playground Coffee
What café owners ask first
We roast ourselves. Does that fit the same system?
Yes. Café, roastery and shipping can run as separate areas — with a shift of its own for roasting day and one for handling the online shop. Production tasks sit alongside shop operations as equals.
Will a hygiene template from restaurants work here?
Only halfway. What gets measured and cleaned here is the milk machine, the food display, the take-away station and the milk fridge at the counter, not the combi oven and the cold room. Roughly four in five hygiene tasks are cleaning, not temperature. The HACCP documentation covers both, but you define the locations yourself.
We book waste and deliveries in the till. Double work?
No — the task is exactly the prompt for it. "Record daily waste in the till system" sits as a task in the closing list so the entry reliably happens. gastrotodo does not replace the specialist system, it reminds you of the step inside it.
Is it worth it with a single location?
Single sites benefit as much as chains. With one location it is less about control and more about handover: the person who locks up at night is rarely the one who opens up in the morning.
Ready to structure your business?
Start with gastrotodo — try free for 7 days, then carry on with the plan that fits your business.