Barista

Welcome to the coffee bar. You take the café order at the counter, give the customer a call number, make the drinks from your barista board and call the number when the order is ready. This manual shows each of those steps and the guide that explains it.

Who this manual is for

• System role: Barista (barista) — the café counter, the barista board, the collection board, café loyalty and prepaid balances, café waste, and your own cash drawer.
• In the pictures: Bella, barista at Kampala — Kololo. Sam is the shift supervisor and Moses the branch manager.
• Where you work: at the café counter — a till for orders and payment, the barista board on a tablet by the machine, and the collection board on a screen the customers can see. Sign in with your password to open and close your drawer; use your employee number and PIN to switch user on a shared till.

A day at work

New at the espresso bar? Practise the counter and the board in training mode first — Start training mode.

1. Sign in and clock in — Sign in, Clock in and out.
2. Open your drawer with its float — Open the till with a float.
3. Dial in the grinder and record the shots you pulled — Record café waste.
4. Open the barista board on the machine’s tablet — Open the barista board — and the collection board for the customers — Call and hand over orders on the collection board.
5. Take each order at the counter with a call number — Take a café order with a call number — and the payment — Take a cash payment or mobile money or card.
6. Give loyalty stamps and use rewards — Earn stamps and use loyalty at the counter.
7. Make the drinks from the board — Start an order and tick off the drinks.
8. Call the number when the order is ready — Call the customer’s number.
9. Remake a drink when it is wrong, and record why — Remake a drink and record the waste.
10. Take orders ahead for customers who will collect later — Take an order ahead.
11. At closing, record the milk poured away and unsold cakes — Record café waste.
12. Count and close your drawer — Count and close the till — and clock out.

Guides you will use

The café counter

• Take a café order with a call number.
• Take an order ahead — for collection at a set time.
• Call and hand over orders on the collection board.
• Earn stamps and use loyalty at the counter.
• Top up a prepaid balance — where your café uses prepaid balances.
• Add an item with choices, extras and a note — size, milk, an extra shot.
• Attach a customer to an order, enrol them in loyalty, redeem a reward.
• Sell and redeem a gift card.
• Give a discount — above the limit, a supervisor approves on your till.
• Remove a line that was sent, cancel or void an order — a supervisor approves a void.
• Accept an online order — online coffee orders.
• Mark an item sold out and back — out of oat milk.

Payments and your drawer

• Open the till with a float.
• Take a cash payment and give change.
• Take a mobile money or card payment.
• Pay with two methods and add a tip.
• Reprint a receipt and find an order.
• Hand the drawer over to the next cashier.
• Count and close the till.

The barista board

• Open the barista board.
• Start an order and tick off the drinks.
• Call the customer’s number when the order is ready.
• Remake a drink and record the waste.

Waste and stock

• Record café waste — dial-in shots, re-makes, milk, unsold items.
• Find an item and its stock — beans and milk in the coffee store.
• Start a bar shift and end it with a count — if your manager runs counted shifts at the coffee store.

Practising in training mode

• Start training mode — practise the café counter and the barista board.
• Practise a sale — take orders and payment without a sale.
• Practise on the kitchen or bar board — practice tickets show only on a board in training.
• Leave training mode — back to real work.

When the internet is down

• See whether the till is online and sell while the internet is down.

Signing in and your time

• Sign in, sign in with your PIN, lock the screen.
• Clock in and out, see your shifts, ask for leave.

Quick reference

Getting help

• Your supervisor (Sam) approves voids and large discounts on your till, and decides a drawer that does not balance. Your role does not record cash in, cash out or safe drops: when cash must go in or out of the drawer during the day, ask your supervisor.
• The café or branch manager sets the doses, the drink recipes and the café settings, and reads the café reports.
• The administrator fixes logins, PINs and a till that is not approved.
• The Help Center: Help & Training › Role-Based Manuals in the menu, with a search box; the ? button, Help for this screen, on any screen. See Find help: the Help Center.
• Troubleshooting you will need most: in Open the barista board, Take a café order, Record café waste and Count and close the till.

Manuals you can also read

• Cashier — For the cashier at the till — opening the drawer, ringing up and taking payment, verifying mobile money and counting the drawer at the end of the shift. The till, the terminal and the point of sale; nothing else.
• Waiter — For waiters and hosts — seating guests, taking table orders on the till or your phone, firing courses, splitting and printing the bill, bookings and the waitlist.
• Room-service attendant and runner — For whoever takes room-service orders and carries them up — taking an order for a room, paid on delivery or charged to the room, following it through the kitchen, bar and barista, delivering it, and charging restaurant and bar bills to a room.

What you can do

These are the permissions of the Barista role. The ● ones are sensitive: closing your drawer asks you to be signed in with your password.