Coffee Shop Employee Handbook Template

Running a coffee shop means managing unique challenges: maintaining drink quality consistency, training baristas, handling tips fairly, and keeping up with food safety requirements. A coffee shop employee handbook helps you address all of these while creating a consistent customer experience and protecting your business.

This guide covers everything you need to include in a coffee shop-specific handbook, plus a free template to get you started.

Why coffee shops need a specialized handbook

Generic employee handbooks don't address the specific needs of coffee shops and cafes. The industry has unique requirements that standard templates miss:

• Drink consistency — Recipes, preparation standards, and quality control across shifts
• Barista skills — Espresso extraction, milk texturing, latte art expectations
• Food safety — Health codes, allergen handling, milk temperature, pastry freshness
• Tip handling — Tip jars, digital tips, pooling arrangements, tax implications
• Equipment care — Expensive espresso machines require proper maintenance
• Peak hour management — Morning rush procedures, line management, speed vs. quality

A coffee shop-specific handbook addresses all of these while staying compliant with food service regulations and employment laws.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with coffee shop-specific policies.

This is our general template. Add the coffee shop-specific sections outlined below to make it complete for your cafe. Need help? See our step-by-step handbook guide.

Key sections for coffee shop handbooks

Beyond standard handbook content, coffee shops need these specialized sections:

Barista training standards to include

Consistent drink quality is what brings customers back. Your handbook should document:

Espresso fundamentals

• Dose, yield, and extraction time standards (e.g., 18g in, 36g out, 25-30 seconds)
• Grind adjustment procedures and when to adjust
• Shot quality indicators (color, crema, taste)
• When to discard and re-pull shots

Milk preparation

• Steaming temperature targets (typically 140-155°F)
• Milk texturing techniques for different drinks
• Alternative milk handling (oat, almond, soy differences)
• Latte art expectations (if applicable to your shop)

Drink recipes

• Standard recipes for all menu drinks
• Customization options and upcharges
• Seasonal drink preparation
• Drink presentation standards (cups, lids, sleeves)

Food safety policies

Even if you're primarily a coffee shop, food safety requirements apply. Document these clearly:

Temperature control

• Milk storage temperature (below 40°F)
• Hot holding temps for food items
• How long milk can sit out during service
• Pastry and food item expiration tracking

Allergen awareness

• Common allergens in your products (dairy, nuts, wheat, soy)
• How to handle allergen questions from customers
• Cross-contamination prevention (separate pitchers for alternative milks)
• When to escalate to a manager

Personal hygiene

• Handwashing requirements and frequency
• Illness reporting — when employees must stay home
• Hair restraints and jewelry policies
• Glove usage for food handling

Tip policies

Tipping in coffee shops can be contentious. Clear documentation prevents disputes:

Tip collection

• Tip jar policies (who empties, when, how stored)
• Digital tip handling (Square, Toast, etc.)
• Whether tips are individual or pooled
• Which positions participate in tip pools (baristas, bakers, shift leads)

Tip distribution

• Distribution frequency (daily, weekly, per shift)
• Calculation method (hours worked, equal split, points system)
• How digital vs. cash tips are handled
• Documentation and transparency requirements

Tax considerations

• Employee responsibility to report tip income
• How the company reports tips
• Record-keeping requirements

Template vs. digital handbook

Coffee shop staff often work varying shifts and may need quick access to recipes or policies. Consider whether a digital solution makes more sense:

Frequently asked questions

What should be in a coffee shop employee handbook?

A coffee shop handbook should include food safety and hygiene procedures, barista training standards, drink recipes and preparation guidelines, customer service expectations, cash handling procedures, tip policies, opening and closing procedures, and dress code requirements. Plus all the standard employment policies like anti-discrimination, leave policies, and performance expectations.

Do coffee shops need food handler certifications?

Requirements vary by state and locality. Many jurisdictions require at least one certified food handler on duty, while some require all food service employees to be certified. Check your local health department requirements and document them clearly in your handbook.

How should tip policies be documented in a coffee shop handbook?

Clearly document whether tips are pooled or individual, how tip jars and digital tips are distributed, which positions participate in tip pools, how often tips are paid out, and any tax reporting requirements employees need to follow. Being transparent prevents disputes.

Should barista training be part of the handbook?

Your handbook should cover training expectations and standards, but detailed recipes and techniques are often better in a separate training manual. The handbook establishes what quality standards are expected; the training manual shows how to achieve them.

How do I get staff to acknowledge the handbook?

Have each employee sign an acknowledgement form confirming they've received and read the handbook. This is important for coffee shops — documented food safety and policy acknowledgments protect you in health inspections and employment disputes.