50 Automations for Cafés & Coffee Shops
We’ve worked with countless small business owners to streamline their daily tasks. Below are the top five automations we implement, plus a full list of 50 options to handle everything from scheduling to payments
“Creator Project gave us a 24/7 menu bot, ‘order‑ready’ texts, and automatic low‑stock re‑orders. Queues move faster and I’ve saved back 15 hours every week"
– Jamie L., Corner Bean Café
5 High‑Impact Automations — All Done‑for‑You
1.24/7 ChatGPT Menu & Order Bot
Answers drink questions, takes mobile orders, and handles allergen queries while you steam milk.
2.Missed‑Call Text‑Back → Chatbot
Any unanswered call fires an SMS linking to the bot, so no catering or large order enquiry is lost during the morning rush.
3.Order‑Ready SMS & Curb‑side Alerts
When a ticket closes, customers get an “Order ready” text—faster pickups, shorter lines.
4.Loyalty Signup & Birthday Voucher
Bot enrols guests in your stamp program and auto‑sends a free‑drink voucher on their birthday—boosting return visits.
5.Inactive‑Member Win‑Back Campaign
Detects members who haven’t scanned in 21 days and sends a “We miss you” nudge or goal‑review invite—boosting retention.
Ready to keep the line moving and admin low?
50 Automations that are working for other businesses like yours
(of course your automations will be tailored to you)
Monthly Time Saved
≈ 174 hours freed up every monthWhat an Employee Would Cost You
£1,995 /month at UK minimum wage*| Automation Name | What It Does | Time Saved/Week | Why It Matters |
|---|---|---|---|
| AI Chat & SMS Agent | Answers questions 24/7, shares prices, takes orders and sends that through to you. | ≈5 hrs | Customers can order from their table, make orders from 10 minutes away, and streamline orders to reduce queueing and waiting times. |
| Online Table Booking | Guests reserve tables 24/7 via website/QR. | ≈2 hr | No phone juggling; seats fill themselves. |
| Instant Booking Confirmation | Sends SMS/email confirmation in seconds. | ≈0.5 hr | Guests feel assured; fewer double checks. |
| Reservation Reminder | Texts guests 3 h before arrival. | ≈0.5 hr | Reduces no‑shows at busy times. |
| Walk‑in Waitlist SMS | Texts when table ready. | ≈0.5 hr | Stops crowd at host stand; happier queue. |
| Missed‑Call Text‑Back | Auto‑texts callers you can’t answer. | ≈0.5 hr | Captures bookings during rush. |
| After‑Hours Auto‑Reply | Replies at night, gives opening hours. | ≈0.5 hr | Guests feel looked after 24/7. |
| Daily Specials Scheduler | Auto‑posts specials to IG/Facebook. | ≈0.5 hr | Steady social presence without daily effort. |
| QR Code Menu Update | Pulls latest menu to QR instantly. | ≈0.5 hr | No printing costs when items change. |
| Loyalty Stamp Tracker | Adds digital stamp each coffee sold. | ≈0.5 hr | Encourages repeat visits automatically. |
| Birthday Treat Coupon | Sends free slice/drink voucher. | ≈0.5 hr | Brings groups in to celebrate. |
| Review Request | Sends Google review link next day. | ≈0.5 hr | More 5‑stars boost foot traffic. |
| Referral Ask | Offers 10% off for friend referral. | ≈0.5 hr | Word‑of‑mouth growth for free. |
| Lapsed Guest Win‑Back | “We miss you” coffee deal after 30 days. | ≈0.5 hr | Cheaply revives quiet customers. |
| Kitchen Order Screen | Sends POS orders straight to screen. | ≈1 hr | No paper slips; faster service. |
| Prep‑Time Alert | Buzzes front when plate ready. | ≈0.5 hr | Food hits tables hotter. |
| Low‑Stock Ingredient Alert | Texts manager when milk/beans low. | ≈0.5 hr | Avoids menu “sorry we’re out”. |
| Auto Re‑order Supplies | Sends PO to supplier at threshold. | ≈1 hr | Stock arrives just when needed. |
| Daily Staff SMS | Texts team their shift & specials. | ≈0.5 hr | Everyone aligned before doors open. |
| Shift Swap Board | Staff claim open shifts online. | ≈1 hr | Managers stop juggling messages. |
| Tip Pool Auto‑Split | Calculates tips & emails totals. | ≈0.5 hr | Fair payouts without late‑night math. |
| POS‑to‑Accounting Sync | Sales push to QuickBooks nightly. | ≈1 hr | No manual spreadsheets. |
| Expense Receipt Capture | Snap supplier receipt; logs automatically. | ≈0.5 hr | Bookkeeping done in seconds. |
| Weekly KPI Report | Emails covers, spend, labour %, profit. | ≈0.5 hr | Know health of cafe at a glance. |
| Weather‑Triggered Promo | Sends iced latte deal on hot days. | ≈0.5 hr | Drives sales matched to weather. |
| Event Countdown Blast | SMS/email before live‑music night. | ≈0.5 hr | Full house for events. |
| Table Turn Timer | Alerts staff when table sat 90 min. | ≈0.5 hr | Keeps flow steady without policing. |
| Customer Wi‑Fi Signup Capture | Adds Wi‑Fi sign‑ins to CRM. | ≈0.5 hr | Grow list effortlessly. |
| Email Newsletter Drip | Sends monthly news & offers. | ≈0.5 hr | Keeps brand top‑of‑mind. |
| Coffee Subscription Billing | Charges monthly coffee club. | ≈1 hr | Predictable income, loyal fans. |
| Ready‑Order Pager SMS | Sends SMS instead of pager buzz. | ≈0.5 hr | No hardware cost; smoother pick‑ups. |
| Health Inspection Checklist | Sends daily open/close tasks. | ≈0.5 hr | Stay compliant without reminders. |
| License Renewal Alert | Reminder 60 days before expiry. | ≈0.5 hr | Never risk operating without licence. |
| Allergy Flag in POS | Highlights allergy on each ticket. | ≈0.5 hr | Reduces risky errors instantly. |
| Customer Tag Segments | Tags vegan, decaf, etc. | ≈0.5 hr | Send super‑relevant offers. |
| Holiday Promo Scheduler | Pre‑loads Christmas/New Year deals. | ≈0.5 hr | Campaigns run even when you’re busy. |
| Cold Lead Nurture | Long‑term drip to past visitors. | ≈0.5 hr | Brings back guests months later. |
| Panic Button Staff SMS | Instant SOS text to team/manager. | ≈0.5 hr | Faster response in emergencies. |
| Guest Satisfaction Survey | 1‑min survey link post‑visit. | ≈0.5 hr | Fix issues before bad reviews. |
| Prep Sheet Auto‑Print | Prints daily batch recipes at 6 am. | ≈0.5 hr | Kitchen ready before doors open. |
| Weekly Staff Meal Planner | Emails rota of staff meals. | ≈0.5 hr | Reduces food waste & questions. |
| Eco Fee Auto‑Add | Adds cup levy automatically. | ≈0.5 hr | No staff forget; consistent fees. |
| Supplier Price Change Alert | Emails when bean cost up 5%. | ≈0.5 hr | Adjust menu before margins shrink. |
| Staff Certificate Tracker | Reminds barista cert renewals. | ≈0.5 hr | Stay compliant effortlessly. |
| Voice‑to‑Text Shift Notes | Manager dictates end‑of‑day summary. | ≈0.5 hr | Clear handover, no late typing. |
| Daily Sales SMS | Owner gets 10 pm sales total text. | ≈0.5 hr | Know numbers without logging in. |
| One‑Click Promo Blast | Pre‑built SMS/email for slow day. | ≈1 hr | Fill tables fast when footfall dips. |
| Rainy‑Day Hot Drink Promo | Triggers push/SMS when rain forecast. | ≈0.5 hr | Drives cosy drink sales on wet days. |
| Ready‑to‑Pay Link at Table | QR lets guests pay bill themselves. | ≈1 hr | Faster turnover; fewer card machines. |
| Weekly Deep‑Clean Reminder | Sends checklist Thursday 3 pm. | ≈0.5 hr | Kitchen stays audit‑ready. |
| Guest WiFi Expiry Alert | Sends new password monthly. | ≈0.5 hr | Security without manual reset. |
| Marketing Source Tagging | Marks guest as IG, Google, walk‑in. | ≈0.5 hr | See which ads fill seats. |
| Customer Photo Consent Log | Tracks yes/no for social pics. | ≈0.5 hr | Avoids posting mishaps automatically. |
