Cafe Handover Checklist: Delegate Like a Pro

Taking a day off from your cafe shouldn't mean lying awake wondering if the espresso machine is still running. A solid handover checklist ensures your team runs the show smoothly, cash stays secure, and customers get the same experience you'd deliver. Here's exactly what to hand over — and how to make sure nothing falls through the cracks.

Why most cafe owners stuff up their handovers

Three out of four Australian hospitality owners admit they've had a "surprise" on their day off — a missed supplier delivery, a botched invoice, a customer complaint left unanswered. The problem isn't your team's competence; it's that you've never written down how things actually run.

When you're in the cafe every day, you know instinctively when the milk's about to run out, which regular orders to expect, and how to handle the lunch rush. Your team doesn't. A handover checklist bridges that gap.

Before you leave: the night-before prep

Check your stock levels

Walk through your dry goods, fridge, and cold storage the evening before. Note anything running low:

• Milk (especially if you're a Melbourne cafe doing 200+ flat whites a day)
• Coffee beans (grind extras if your roaster doesn't deliver mid-week)
• Pastries and baked goods (confirm delivery times with your supplier)
• Syrups, sauces, and pour-outs
• Cups, lids, and napkins

Leave a written note on the bench: "Milk delivery expected 7am from Bidvest. Check invoice against order. If short, call 1300 555 222 immediately."

Reconcile your till and accounts

Balance your register the night before so you know the opening float. Leave a clear record:

• Opening float amount (usually $300–$500 for a typical Melbourne or Sydney cafe)
• Till reconciliation from the previous day
• Any outstanding customer tabs or invoices

This prevents confusion and gives you a clean baseline.

Flag known issues

Is the espresso machine due for a backflush? Is a regular customer expecting their online order? Is there a known issue with the POS system? Write it down in a visible spot — not a WhatsApp that gets lost in the thread.

The morning handover: what to cover face-to-face

1. Walk through the day's schedule

Tell your manager or senior barista:

• Expected customer traffic (e.g., "Tuesdays are quiet until 11am, then the office crowd hits")
• Any catering orders or large bookings
• Staff breaks and who covers the till
• Delivery windows (suppliers, repairs, health inspector visits)

Real example: If you're handing over on the day of a local school event or public holiday (like ANZAC Day in April), mention it. Foot traffic patterns change, and your team needs to be ready.

2. Go through the supplier checklist

Leave a printed or pinned list of:

• Daily suppliers: Bidvest, PFD, Countrywide, or your local roaster
• Delivery windows: "Milk 7–8am, pastries 6:30am, coffee beans Thursday only"
• Who to call if something's wrong: Supplier phone number and your account number
• What to check: Invoice matches order, items aren't damaged, counts are correct

Many cafe owners skip this step and end up paying for stock that never arrived or was damaged in transit. Calso catches invoice errors automatically, but your team still needs to know what to expect.

3. Review the day's specials and menu changes

If you've got a limited-time cake, a seasonal drink, or a menu tweak, brief your team. Miscommunication here leads to disappointed customers and wasted ingredients.

4. Walk the POS system

Show your manager:

• How to process refunds (especially important if a customer's coffee is cold)
• How to void a transaction
• How to add a note to an order (e.g., "oat milk, extra shot")
• How to handle card payments if the machine jams
• Where to find your phone number if they need to call you

5. Confirm emergency contacts

Leave a laminated card or pinned note with:

• Your mobile number
• The cafe's landline
• Your accountant or bookkeeper (for invoice questions)
• Your landlord or facilities manager (for building issues)
• Your espresso machine technician (for breakdowns)
• Local health department (if there's a food safety issue)

The counter-intuitive tactic: the "decision tree" card

Here's something most cafe owners don't do — and it changes everything.

Create a laminated A5 card titled "If [X] happens, do [Y]." Scenarios like:

• "If the espresso machine stops steaming: Turn it off, wait 10 seconds, turn it back on. If still broken, call [Tech Guy] and switch to filter coffee."
• "If we run out of milk before 11am: Call Bidvest and ask for emergency delivery. Offer oat, almond, or soy in the meantime. Text me."
• "If a customer complains about their coffee: Remake it. Don't argue. Ask if they want a different milk or roast."
• "If someone calls asking about a catering order: Say 'Let me check our system' — don't promise anything. Take their number and call them back within 2 hours."
• "If the till crashes: Write orders and payments on paper. Reconcile in the POS when it's back up."

This removes guesswork and gives your team permission to act confidently. It also reduces the urge to call you for every small decision.

Cash handling and security

Set a till limit

Tell your manager: "If the till hits $2,000, move the excess to the safe." This reduces theft risk and keeps the register manageable.

Confirm safe access

Make sure your manager knows the safe code (or has a way to access it). Nothing grinds a handover to a halt like a manager who can't secure cash at close.

Brief them on card fraud

In 2024, Australian hospitality venues saw a 23% rise in card-not-present fraud. Remind your team:

• Check card details match the name
• Watch for unusually large orders
• If something feels off, ask for ID

Review review responses and customer feedback

If you're active on Google, Facebook, or TripAdvisor, check for new reviews or comments the morning of your day off. Brief your manager:

• "If someone leaves a negative review, don't respond yet — screenshot it and send me a photo."
• "If a regular complains about something, listen and offer a solution (remake, discount, etc.). You have authority to make small calls."

Unaddressed complaints escalate quickly in hospitality. A proactive response (even just "Thanks for the feedback, we'll fix it") shows you care.

The closing checklist: what your manager must do

Before locking up, your team should:

• Count the till and reconcile against sales
• Secure all cash in the safe
• Check that all doors and windows are locked
• Turn off the espresso machine, grinders, and ovens (if applicable)
• Wipe down benches and empty bins
• Confirm the alarm is set
• Send you a closing report (till total, any issues, tomorrow's prep notes)

Make this a text or email template they can copy and send in 30 seconds.

Where Calso fits in

A lot of the friction in cafe handovers comes from communication gaps and admin that eats up your manager's time. Calso handles supplier ordering, catches invoice errors, and answers customer calls — which means your team has fewer decisions to make and more time to focus on service. It also drafts review responses, so you're not scrambling to reply to feedback when you're off. The less your manager has to juggle, the smoother your day off.

Want early access?

If you're ready to stop micromanaging your days off and let your team (and AI) handle the ops, join the Calso waitlist. We're invite-only right now, and spots in your city are limited. Early venues get direct access to our founding team and priority onboarding. Head to calso.com.au/join.

Tags

cafe operations, cafe management, delegation checklist, hospitality owner, cafe staffing, small business operations, Australian hospitality