How to Use the Barista Onboarding Template

Why structured barista onboarding matters

Coffee is one of the most technically demanding products in hospitality. The difference between a flat white that brings a customer back every morning and one that sends them to the cafe down the road comes down to technique — grind size, dose, tamping pressure, milk temperature, and pour speed. None of that comes naturally. It has to be taught.

Yet many cafes treat barista training as a couple of hours watching someone else pull shots. The new starter gets put on the machine mid-rush, makes a few bad drinks, and either figures it out through trial and error or leaves within the month. That approach wastes coffee, loses customers, and drives turnover in a role that already struggles to retain people.

This five-day template takes a different approach. It builds skills in a logical order — orientation first, then espresso and milk technique, then menu expansion, then customer service and POS, and finally quality control and operational readiness. Each day focuses on a specific skill set, giving your new barista time to practise and build confidence before adding the next layer.

Day 1: Foundations and Coffee Knowledge

Day 1 sets the tone. Your new barista needs to feel welcome, understand the rules, and start building the coffee knowledge that will underpin everything they learn this week. Keep them off the machine today — the temptation to start pulling shots can wait.

Orientation and First Impressions

Why this matters: A new starter who feels welcomed and properly introduced settles in faster and asks more questions. A new starter who's handed an apron and pointed at the machine starts with anxiety, and anxiety kills learning.

How to deliver this training:

• Introduce your new barista to every team member personally, including back-of-house staff — not just "this is Sarah", but "Sarah runs the morning shift and she's your best resource for opening procedures"
• Assign a shift buddy for the first week — someone who's patient, experienced, and available to answer questions without judgement
• Walk the entire venue, front and back: show where stock lives, how the fridge is organised, where cleaning supplies are kept, and where the emergency exits are
• Cover house rules clearly and early: appearance standards, shift times, lateness policy, break procedures, and phone use

Customisation tips:

• If your cafe is part of a chain, include any brand-specific induction materials or videos alongside the practical walkthrough
• Smaller independent cafes can combine the tour and introductions into a more informal first hour, but still cover the essentials

Hygiene, Safety, and Clean Working Habits

Why this matters: Baristas handle food, work with scalding steam, and stand on floors that get wet and slippery. Getting hygiene and safety habits established on Day 1 means they become automatic rather than an afterthought.

How to deliver this training:

• Demonstrate proper handwashing technique and explain when hands must be washed — after touching bins, phones, hair, or switching between tasks
• Walk through allergen awareness: which milks contain allergens, which syrups have allergen risks, and how to handle allergen questions from customers
• Show how to handle hot equipment safely — steam wands, hot jugs, and boiling water taps — and what to do if someone gets burned
• Point out cleaning supplies and demonstrate clean-as-you-go in practice: wipe the counter, purge the wand, clear the drip tray — every time, not just when it looks dirty

Customisation tips:

• If your cafe serves food alongside coffee, expand the food hygiene section to cover date labelling, storage temperatures, and cross-contamination prevention
• Cafes with outdoor seating should add specific safety points about carrying hot drinks through busy areas

Coffee Literacy

Why this matters: A barista who understands where their coffee comes from, what roast profile they're working with, and how different drinks are constructed makes better drinks and gives better recommendations. This knowledge also builds pride in the craft, which is a powerful retention tool.

How to deliver this training:

• Start with your specific coffee: where it's from, who roasts it, what the flavour profile is, and why you chose it — if you don't know, find out before training starts
• Walk through the drink menu systematically, ideally with visual examples or a printed recipe sheet the barista can keep
• Clarify your house philosophy: some cafes prioritise speed, others artistry, others hospitality — your new barista needs to know which matters most to you and how that affects how they work

Customisation tips:

• Specialty coffee shops can go deeper into origin, processing methods, and seasonal variations
• High-volume cafes should focus on the menu structure and speed of identification rather than detailed coffee knowledge

Day 1 Notes

Record observations about how Day 1 went — how quickly the new starter settled in, their existing coffee knowledge, and any areas that need extra attention during the rest of the week.

Day 2: Espressos and Milk

Day 2 is where the real hands-on training begins. Espresso and milk are the foundation of almost every drink on your menu, and getting these right takes practice. Prioritise consistency over speed today — speed comes naturally once the technique is solid.

Espresso Technique

Why this matters: Espresso is the base of nearly every coffee drink you serve. If the shot is wrong — under-extracted, over-extracted, or inconsistent — no amount of milk art will save the drink. Teaching your barista to read their espresso gives them the skill to adjust throughout the day as conditions change.

How to deliver this training:

• Start with grind size: show the grinder settings and demonstrate how a small adjustment changes the flow rate dramatically — let the barista make the adjustment themselves
• Teach dosing by weight if you have scales, or by consistent levelling technique if you don't — the goal is the same amount of coffee in the basket every time
• Demonstrate tamping with emphasis on evenness and consistency rather than pressing as hard as possible — a level tamp matters more than a forceful one
• Pull several shots together, timing each one, and taste the difference between a good extraction, an under-extracted shot (sour, thin), and an over-extracted shot (bitter, harsh)

Customisation tips:

• If your cafe uses a super-automatic machine, adjust this training to focus on the settings and maintenance rather than manual technique
• Specialty cafes with multiple grinders or single-origin options will need more time on dialling in and switching between beans

Milk Technique

Why this matters: Most drinks on a cafe menu are milk-based. Poor milk technique produces drinks that are too hot, too foamy, too flat, or taste scorched. Getting this right eliminates the most common customer complaints about coffee quality.

How to deliver this training:

• Start with jug selection: a small jug for a single flat white, a larger jug for multiple drinks — using the right size jug makes steaming significantly easier
• Demonstrate steaming technique slowly: where to position the wand, what angle to hold the jug, how deep to submerge the tip, and what the milk should sound like at each stage
• Teach temperature control using both a thermometer and the hand-on-jug method — the barista should learn both so they can work without a thermometer once they're confident
• Make the wand cleaning rule non-negotiable from the first steam: wipe with a damp cloth and purge immediately after every use

Customisation tips:

• If your cafe primarily serves takeaway in larger cups, practise steaming larger volumes from the start
• Cafes that serve both cow's milk and alternatives should note that alternative milk training comes on Day 3 — keep Day 2 focused on dairy to build the foundation

Simple Drink Practice

Why this matters: Theory becomes real when the barista starts making drinks. Starting with simple drinks builds confidence and allows you to spot and correct technique issues before the menu gets more complex.

How to deliver this training:

• Start with espresso shots only — pull five or six in a row, assess timing and crema quality, and taste each one together
• Move to americanos to practise dilution control and pour order (espresso first, then hot water, or the other way — whichever is your house standard)
• Progress to flat whites, which test texture control and steady pouring — this is where milk technique shows up clearly
• Finish with lattes (higher milk volume, temperature balance) and cappuccinos (foam control, contrast between layers)

Customisation tips:

• Adjust the drink order to match your menu's best sellers — if flat whites outsell cappuccinos ten to one, spend more time on flat whites
• If your barista has previous experience, let them demonstrate their current technique first and then correct from there rather than starting from scratch

Day 2 Notes

Record how the barista handled espresso and milk training — their coordination, consistency, and how quickly they started self-correcting.

Day 3: Latte Art and Menu Expansion

Day 3 builds on the espresso and milk foundation with creative skills and broader menu knowledge. Your barista should be pulling consistent shots and steaming good milk before tackling latte art — if they're not there yet, spend more time on Day 2 skills before moving on.

Latte Art Building Blocks

Why this matters: Latte art is more than decoration. It's a visible indicator of milk quality — if the microfoam isn't right, latte art is impossible. It also matters to customers; a drink that looks good gets photographed, shared, and talked about.

How to deliver this training:

• Remind the barista that latte art starts with milk quality — if the foam isn't silky smooth with no visible bubbles, go back to steaming practice before attempting to pour patterns
• Teach pitcher positioning: how the angle and height of the jug relative to the cup affects the flow of milk and the size of the pattern
• Start with a simple central dot (the "monk's head"), then progress to a heart, then a rosetta if they're ready — don't rush to tulips and swans in the first session
• Demonstrate the body mechanics: how elbow height and wrist movement create steadiness and control during the pour

Customisation tips:

• Not every cafe requires latte art — if your operation is primarily takeaway with lids, focus time on consistency and speed instead
• Specialty cafes can extend latte art practice across multiple days and set specific pattern goals for different skill levels

Signature and Seasonal Drinks

Why this matters: Signature drinks are what set your cafe apart. A barista who can make them confidently and consistently during a rush adds value that goes beyond basic coffee skills. These are often your highest-margin items.

How to deliver this training:

• Walk through each signature drink recipe step by step: ingredients, portions, prep steps, and presentation standards
• If your menu includes seasonal specials, show how to batch components in advance (syrups, purees, cold brew concentrate) to keep service smooth
• Cover the most common customisations — extra shot, less ice, different milk — and how to adjust the recipe without disrupting the workflow or the flavour balance

Customisation tips:

• If your menu changes seasonally, focus training on the current offerings and set a process for training new items as they're introduced
• Cafes with a food menu should include any drinks that pair with or complement specific food items

Alternative Milks

Why this matters: Non-dairy milks now make up a significant proportion of cafe orders, but each one behaves differently under steam. A barista who treats oat milk like cow's milk will produce a different — and often worse — drink. Specific training on each alternative prevents waste and complaints.

How to deliver this training:

• Work through each alternative milk your cafe stocks, steaming and pouring each one while the barista observes the differences in behaviour
• Oat milk: gentle aeration to avoid over-expanding, works well for flat whites and lattes — it's the most forgiving alternative
• Almond milk: lower temperature tolerance, splits easily if overheated — better suited to iced drinks and mochas
• Soy milk: high foam potential but can curdle on contact with espresso — pour technique matters more here
• Coconut milk: limited stretch, focus on flavour rather than trying to create foam — best for iced drinks and flavoured lattes

Customisation tips:

• Stock the "barista edition" of each alternative milk if available — these are formulated to steam better and resist splitting
• If your cafe charges extra for alternative milks, make sure the barista knows the pricing so they can communicate it to customers

Size and Recipe Adjustments

Why this matters: Knowing how to make an 8oz flat white is one thing. Understanding how the recipe changes when a customer orders a 12oz version, or swaps to oat milk, or adds a flavour shot, is what makes a barista truly competent rather than just following a recipe card.

How to deliver this training:

• Work through your menu sizes and explain what changes: does a larger cappuccino get an extra shot, or just more milk? How does that affect the flavour balance?
• Discuss milk type adjustments: oat milk is naturally sweeter than cow's milk, so a vanilla latte with oat might need less syrup
• Cover syrup portioning by size — if your 8oz drink gets one pump, how many does the 12oz get? Make this explicit rather than leaving the barista to guess

Customisation tips:

• Chain cafes with standardised recipes should provide a printed size and modifier chart for reference during the first few weeks
• Independent cafes can use this as an opportunity to teach the barista to think about flavour balance rather than just following quantities

Day 3 Notes

Note how the barista handled the expanded menu and creative skills. Record their latte art progress, confidence with alternative milks, and any recipes that need more practice.

Day 4: Customer Service and POS System Training

Day 4 moves beyond the machine. A barista who makes perfect coffee but can't handle a queue, process a refund, or deal with a difficult customer is only half-trained. Today is about the service and operational skills that complete the role.

Barista-Level Customer Service

Why this matters: Your baristas are the face of your business. In most cafes, they're the only staff member a customer interacts with. A friendly greeting, a remembered name, or a genuine smile during a stressful morning rush builds the kind of loyalty that drives repeat business.

How to deliver this training:

• Practise the greeting: smile, eye contact, and a friendly tone — even when there's a queue out the door and three drinks waiting
• Teach order confirmation: repeating the order back catches mistakes before they reach the machine and shows the customer they've been heard
• Emphasise consistency: every customer gets the same level of care regardless of the barista's mood, the time of day, or how busy it is

Customisation tips:

• Cafes with a strong community feel may want baristas to learn regular customers' names and orders within the first month
• High-volume takeaway operations should focus on efficiency and clarity rather than extended conversation

Handling Special Requests

Why this matters: Modifiers and special requests are a constant in cafe life. A barista who freezes when asked for a "half-caff, extra hot, oat milk latte with one pump of vanilla" creates a bottleneck and looks unprofessional. Training builds the confidence to handle any request calmly.

How to deliver this training:

• Role-play the most common modifier scenarios: decaf, half-caff, extra hot, iced, no foam, extra shot, and milk swaps
• Explain the logic behind each modifier: why does "extra hot" mean a different steaming target? What actually changes in a half-caff drink?
• Run through allergy training with a set script: what to say when a customer asks about allergens, when to check with a manager, and what cross-contamination risks exist at your bar

Customisation tips:

• If your cafe attracts health-conscious customers, expect frequent questions about dairy alternatives, sugar content, and calorie counts — prepare the barista with answers
• Cafes in areas with a high prevalence of nut allergies should give extra weight to allergen cross-contamination training

POS System Training

Why this matters: Speed and accuracy on the till directly affect queue length, revenue, and staff stress. A barista who has to call for help every time they need to void an item or split a bill slows the whole operation down.

How to deliver this training:

• Walk through the POS system methodically: taking an order, applying modifiers, processing payment, and printing or emailing a receipt
• Practise the operations that trip people up: splitting a bill between two cards, voiding a mistake, applying a discount or staff meal, and adding order notes like "extra hot" or "takeaway"
• Simulate a series of orders of increasing complexity and have the barista process them while you observe

Customisation tips:

• If your POS integrates with a kitchen display or order management system, include this in the training
• Cafes using a mobile ordering app should train the barista on how app orders arrive and how they're prioritised alongside counter orders

Payment Types and Queue Management

Why this matters: Payment issues create awkward moments that slow service and embarrass customers. A barista who can calmly handle a declined card, process a refund, or split a group's order keeps the queue moving and maintains the customer's trust.

How to deliver this training:

• Practise taking card and cash payments, including checking totals on screen before processing
• Cover contactless limits and what to do when a payment is declined — the barista should know the procedure without needing to call a manager for every issue
• Explain when a refund or void requires manager authorisation and when the barista can handle it independently
• Walk through multi-person order handling: splitting payments fairly, marking receipts clearly, and keeping track of who's paid

Customisation tips:

• Cafes that accept gift cards, loyalty stamps, or app-based payment should include these in the training
• If your cafe is cash-free, simplify the training but still cover what happens when a card payment fails

Opening, Closing, and Handover Procedures

Why this matters: A barista who can open and close the cafe independently is ready for responsibility. These procedures set the operation up for a successful day and leave it clean, secure, and ready for the next shift.

How to deliver this training:

• Walk through the opening sequence: logging into the POS, setting the float, checking paper in the receipt printer, turning on lights and music, and preparing the machine
• Cover closing in detail: cashing up, printing sales reports, cleaning the till area and bar surfaces, and logging out of all systems
• Discuss handover procedures: what information needs passing on between shifts and how to communicate it (written notes, digital log, or verbal briefing)

Customisation tips:

• Cafes that open very early may need specific training on lone opening procedures and security
• If your cafe has different setups for weekdays versus weekends, walk through both versions

Day 4 Notes

Record how the barista handled customer interactions, POS training, and operational procedures. Note their confidence level with special requests and any areas of the POS that need further practice.

Day 5: Full Health and Safety, Quality Control, and Review

The final day ties everything together. It covers the deeper safety training, quality standards, and operational awareness that complete your barista's skill set. It also includes a structured review to identify any remaining gaps before they go solo.

Practical Safety Training

Why this matters: Cafes are full of hazards that become invisible to experienced staff: scalding steam, wet floors, heavy milk crates, and allergen risks. A structured safety session helps your new barista build habits that prevent injuries and protect customers.

How to deliver this training:

• Demonstrate proper handling of steam wands and hot pitchers — show the safe way to angle the wand, where to position hands, and what to do if someone gets a burn
• Walk through slip and trip risks: identify the high-risk areas in your cafe (behind the bar, near the sink, the doorway on rainy days) and establish the rule: clean immediately, sign clearly, check twice
• Cover allergen awareness in practical terms: how to avoid cross-contamination between milks, how to clean shared equipment between allergen-free and standard orders, and how to respond to allergen questions
• Run through emergency procedures: fire exits, first aid kit location, who the trained first aiders are, and how to report an incident

Customisation tips:

• Cafes with food preparation should expand this to include food safety hazards like knife use and hot oven handling
• If your cafe handles deliveries, include manual handling training for lifting crates and boxes

Quality Control Standards

Why this matters: Customers won't tell you a drink is slightly off — they'll just stop coming. Teaching your barista to check their own work before it reaches the customer prevents quality drift and maintains the standards that keep people coming back.

How to deliver this training:

• Run a taste testing session: pull several espresso shots and evaluate each for balance — is it bitter, sour, or well-extracted? Can the barista identify what went wrong and how to fix it?
• Check visual standards: is the crema the right colour and thickness? Is the milk texture smooth without visible bubbles? Is the cup clean and the drink well-presented?
• Practise temperature checks: steam milk to the correct temperature using both a thermometer and the hand-on-jug method, and discuss what happens to the drink when milk is too hot or too cold

Customisation tips:

• Specialty cafes may want to introduce cupping or more formal sensory evaluation at this stage
• High-volume operations should focus on speed of quality assessment — the barista needs to check each drink in seconds, not minutes

Inventory Awareness and Stock Rotation

Why this matters: Spoiled milk, stale beans, and an empty syrup bottle during a rush all cost money and frustrate customers. A barista who keeps an eye on stock levels and rotates products properly prevents these problems before they happen.

How to deliver this training:

• Show where all stock is kept and teach the barista to do a visual check at the start of each shift: how much milk is there? Are the beans fresh? Are all syrups and alternatives stocked?
• Explain FIFO (First In, First Out) with practical examples: newer milk goes behind older milk, fresh beans go below the open bag
• Train the barista to check expiry dates as part of their routine, with particular attention to alternative milks and bottled drinks which can have shorter shelf lives
• Teach them to flag low stock early: "We're down to two oat milks" is much more useful at 8am than at 11am when you've run out

Customisation tips:

• If your cafe handles its own ordering, show the barista how to communicate stock needs and where the order system or forms are kept
• Cafes supplied by a central kitchen or warehouse should explain lead times so the barista understands why early flagging matters

Deep Cleaning and End-of-Shift Sanitation

Why this matters: Cleanliness directly affects taste, hygiene scores, and customer perception. Coffee oils build up, milk residue harbours bacteria, and grinder burrs clog — regular deep cleaning prevents all of these and extends equipment life.

How to deliver this training:

• Walk through the daily cleaning checklist: espresso machine flush, grinder purge, milk wand soak, floor mop, bin emptying, and fridge wipe
• Explain weekly and monthly deep cleans: backflushing group heads, descaling the machine, and cleaning behind fridges and under counters
• Reinforce hygiene habits: hands must be washed after touching bins, switching tasks, using phones, or handling food — make this a visible standard, not a background rule

Customisation tips:

• If your cafe uses specific cleaning products or chemicals, train on those products' dilution ratios and safety requirements
• Cafes with multiple machines should establish which barista is responsible for which machine's cleaning on each shift

Wrap-Up Review and Readiness Check

Why this matters: A structured review at the end of the training week gives both you and the barista clarity on whether they're ready to work independently. It also shows the barista that you care about their development, not just filling shifts.

How to deliver this training:

• Start with a confidence check: ask directly which parts of the role they feel strong in and which parts make them nervous — this honesty saves problems later
• Run a skill review: have them demonstrate making a drink from start to finish, walk through a cleaning step, and process a mock transaction on the till
• Role-play customer scenarios: a difficult guest, a slow queue, an unusual request — observe how they handle pressure and communication
• Give feedback using specific examples from the week: "On Tuesday you nailed the milk texture on your third try" is more useful than "you're doing well"
• Ask for their feedback: was there anything unclear this week? Anything they'd have liked more time on?

Customisation tips:

• If your barista passed through the week comfortably, set stretch goals for their first month: latte art targets, speed benchmarks, or learning the food menu
• If gaps remain, extend supervised shifts and set specific practice goals before signing off on independent work

Day 5 Notes

Record your final assessment of the training week. Note strengths, areas for continued development, and any agreed goals for the first month.

Making the most of this template

Five days is a guideline, not a rigid rule. If your new barista works part-time, stretch the programme across more shifts so each training day gets full attention. Compressing espresso technique and milk training into a half-shift produces half-trained baristas.

Use the notes sections at the end of each day to build a record of your barista's development. These notes are valuable for performance reviews, for identifying common training gaps across multiple new starters, and for demonstrating to health inspectors that your team receives proper induction training.

This template uses a practical, skills-based structure rather than formal assessment questions and success indicators. That means the trainer needs to be actively observing throughout each day and using the notes to record progress. If a barista isn't hitting the standard on espresso by end of Day 2, that's the time to address it — not at the end of the week when bad habits have set in.

Consider assigning a buddy — an experienced barista who can answer questions and provide support during the first few weeks after formal onboarding ends. The best training programmes don't stop after Day 5; they transition into ongoing mentorship that builds your team's skills and keeps quality consistent as your cafe grows.